Privacy Policy

Unified Intelligence Platform, Inc. ("UIP", "we", "us", or "our") is building a multimodal evidence-fusion and litigation intelligence service for law firms and their authorized personnel (the "Service"). This Privacy Policy describes the categories of personal data we expect to collect, how we intend to process it, and the rights you have under applicable data protection laws.

Because UIP is intended to process evidence and case data of high sensitivity, we are building the platform with privacy-by-design and security-by-design principles. Our long-term goal is alignment with the NIST Special Publication 800-53 control families and the EU General Data Protection Regulation. We are not yet certified against any third-party security or privacy framework.

1. Roles & Responsibilities

For Customer Data uploaded to or generated within the Service — including evidence, case files, witness statements, client communications, and any work product — your firm is the Data Controller and UIP acts as the Data Processor. The detailed terms of that processing will be set out in the Data Processing Addendum executed alongside your firm's subscription agreement at production launch.

For account, billing, and Service usage information described in this Policy, UIP acts as the Data Controller.

2. Categories of Personal Data We Collect

2.1 Account & Identity Data

When your firm provisions UIP and creates user accounts, we collect:

• Name, email address, role, and firm affiliation
• A bcrypt hash of your password (cost factor 12); we never store or log plaintext passwords
• Role assignments, scope grants, and case-access entitlements

Multi-factor authentication, single sign-on integration, and FIDO2 / WebAuthn enrolment are planned but not yet implemented in the current build.

2.2 Customer Data & Evidence

The Service is designed to ingest, process, and store the materials your firm uploads, which may include:

• Documents, audio, video, images, and other case exhibits
• Research content, attorney annotations, and chat transcripts
• System-generated work product (reports, summaries, briefings)
• Metadata about cases, parties, and chain-of-custody events

Customer Data is processed under your firm's instructions. The platform is being built with the intent that UIP personnel access Customer Data only as necessary to provide, secure, and support the Service, or as required by law.

2.3 Audit & Telemetry Data

• Audit events recorded by the platform's audit subsystem (authentications, accesses, mutations). The platform writes these events to immudb, an append-only, Merkle-tree-backed database, with the intent of providing tamper-evident audit history.
• Application server logs, performance metrics, and error traces
• Browser type, IP address, and approximate region for security and abuse prevention

3. How We Use Information

• To deliver, secure, and improve the Service
• To authenticate users and enforce role- and case-level access controls
• To generate the audit trail that supports chain-of-custody and accountability requirements
• To detect and respond to abuse or security incidents
• To comply with legal obligations applicable to UIP

What we do not do: we do not sell, rent, or trade personal data. We are building UIP with the architectural intent that Customer Data is not used to train general-purpose machine-learning models, and that all LLM and VLM traffic is routed through a self-hosted gateway (LiteLLM) so we control the upstream provider's data-retention configuration.

4. AI & Automated Processing

The Service uses large language models, vision-language models, and embedding models to assist with evidence analysis, summarization, and generation of work product. The following design intents apply:

• All model traffic is routed through a self-hosted LiteLLM gateway (deployed in the platform), giving us a single chokepoint at which to apply data-retention controls and provider-specific configurations
• The architecture is designed to tokenize personally identifiable information at the ingest boundary; this tokenization layer is in development
• Customer Data is not used to train, fine-tune, or evaluate general-purpose models
• UIP does not engage in solely automated decision-making producing legal effects on individuals; AI-assisted outputs are intended for review by qualified attorneys before being relied upon

AI-generated content is not legal advice and does not create an attorney-client relationship.

We are aware of the EU Artificial Intelligence Act (Regulation (EU) 2024/1689) and its application to AI systems used in judicial contexts. Compliance work is on our roadmap but has not yet been completed.

5. Sharing & Disclosure

We expect to share personal data only with the following categories of recipients:

• Infrastructure providers for hosting, compute, and storage. The current development environment runs in a local Kubernetes cluster; the production cloud deployment is in design.
• LLM / VLM providers reached through our LiteLLM gateway, with provider-side data retention disabled where the provider supports it.
• Authorities when required by applicable law and after legal review.
• Business transfers in connection with a future merger, acquisition, or sale of assets, with notice to your firm.
• With your firm's prior written consent in any other case.

A formal sub-processor list will be published when the platform reaches production. We will notify your firm of new sub-processors with reasonable advance notice once that program is in place.

6. International Data Transfers

UIP is being designed to support regional data residency through Terraform-managed cloud deployments. The current development build runs in a single local environment and does not yet enforce geographic residency. When we launch production deployments, we intend to rely on applicable transfer mechanisms — including the European Commission's Standard Contractual Clauses and equivalent mechanisms in other jurisdictions — for any cross-border transfers of personal data.

7. Data Security

The platform's current security implementation includes:

• Password hashing using bcrypt (12 cost factor) with per-password salts
• JWT RS256 (asymmetric) authentication: the gateway service signs tokens with a private key; downstream services verify with the public key only
• Audit events written to an append-only, Merkle-tree-verified ledger (immudb)
• Per-service network segmentation enforced by Kubernetes namespaces (in production, we intend to add NetworkPolicies for default-deny ingress)
• Constant-time password comparison via the bcrypt library
• HTTP requests to external services pass through the LiteLLM gateway over TLS

Controls that are planned but not yet implemented include:

• Multi-factor authentication and single sign-on integration
• Mutual TLS for service-to-service communication
• Encryption at rest with customer-managed keys
• External Secrets Operator integration with cloud secret stores
• Workload Identity for cloud IAM integration
• Default-deny NetworkPolicies and per-service access controls
• Formal incident response runbooks and 24/7 monitoring
• Third-party penetration testing

We will update this section as controls are implemented and verified. No platform is 100% secure, and you should consider this list when deciding whether to upload sensitive material to the current development build.

8. Data Retention

The platform's data model supports per-firm retention policies. In the current development build, retention is not enforced automatically; data persists until manually deleted. When the platform reaches production, we intend to provide:

• Customer-Data retention for the duration of the subscription plus a defined grace period after termination
• Long-term retention of audit and chain-of-custody events to support evidentiary requirements (target: a minimum of seven years to align with common e-discovery and regulator expectations)
• Customer-controlled legal-hold mechanisms that override default deletion

9. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or object to the processing of your personal data. For Customer Data uploaded to UIP, the appropriate point of contact is your firm administrator, since your firm is the controller for that data.

For personal data for which UIP is the controller (account, billing, and telemetry data), you may submit a request to privacy@uip.example. Because we are pre-launch, we do not yet have formal processes for verifying and responding to data subject requests within statutory timelines. As we onboard production customers, we will publish those processes here.

10. Children's Privacy

The Service is not directed to children under the age of 18, and we do not knowingly collect personal data directly from children. Litigation matters that involve minors as subjects are processed by authorized attorneys handling that data on behalf of your firm; your firm remains the controller for that data.

11. Changes to This Policy

Because UIP is in active development, this Privacy Policy will change materially as the platform matures. We will update the "Effective date" at the top whenever we revise this document. Once the platform reaches production, we will commit to giving advance notice of material changes.

12. Contact Us

Questions, comments, or concerns about this Privacy Policy or about the platform's privacy practices can be sent to privacy@uip.example.