CosmoLex is purpose-built to meet the unique needs of Canadian law firms. It prioritizes compliance with provincial law society rules, offering a full suite of reporting tools and trust reconciliation features. As the exclusive practice management partner of the Canadian Bar Association (CBA), it also stores all data securely in Canadian-based data centres and maintains SOC 2 Type 2 certification for data security. Additionally, CosmoLex supports province-specific tax rules and accounting configurations for accurate local compliance.

Effective Date: June 30, 2025

To review material modifications and their effective dates, please scroll to the bottom of the page.

CosmoLex Cloud, LLC (“CosmoLex”) owns and operates the cosmolex.com website. References to “we,” “us,” “this website,” or “this site” refer to CosmoLex.

This Privacy Policy explains how we collect, use, and share personal information, including sharing information with our marketing partners to deliver personalised advertising based on your interests. Marketing partners may include third-party service providers, advertisers, advertising networks and platforms, and marketing agencies.

This policy applies to all services offered by CosmoLex and its affiliated entities. This includes services accessed by desktop, mobile devices, or application programming interfaces (APIs), except for services governed by separate privacy policies.

This policy does not cover the practices of third-party companies or organisations that advertise our services. These third parties may use cookies, web beacons (also known as pixel tags), and other tracking methods to deliver personalised ads.

How We Modify This Privacy Policy

We may update this Privacy Policy at any time without prior notice. Changes will be posted on this page and accessible through the “Privacy Policy” link on our website homepage. Continued use of the site after any changes indicates your acceptance of the revised policy.

If any updates are materially less restrictive regarding how we use or disclose previously collected Personal Information, we will obtain your explicit consent before applying those changes.

Types of Information We Collect

Personal Information

“Personal Information” refers to information about an identifiable individual. This does not include “Subscriber Confidential Information” as defined in the CosmoLex Subscription Agreement.

Examples of Personal Information we may collect include:

• Full name

• Mailing address

• Email address

• Telephone number

• Credit card information (number, expiry date, billing address)

We may also collect information available from social media platforms. If you interact with our content on those platforms, you may grant us access to your name, email address, profile photo, birthday, location, social media ID, user-generated content, and lists of friends or followers.

Usage Data

We and our marketing partners, including advertisers and analytics providers, may collect information automatically when you use our site. This Usage Data may include browser type, device information, IP address, referring URL, pages viewed, and interactions with advertisements. While Usage Data is generally anonymous, it may indirectly be used to identify you when combined with other information.

Information Collected from Social Media and Third-Party Sources

When you engage with CosmoLex content through social media or third-party platforms, we may collect data about your interactions. This may include content viewed, features used, in-app performance, or ad engagement. Please refer to the privacy settings and policies of those platforms to understand how they manage your data.

Financial Information

CosmoLex uses Plaid Technologies, Inc. (“Plaid”) to access financial data from your banking institution. By using our service, you authorise CosmoLex and Plaid to access and transmit your personal and financial data. You agree to the transfer, storage, and processing of this information as described in Plaid’s Privacy Policy, which can be reviewed here.

Canadian Privacy Compliance

CosmoLex complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, including:

• Requirements for transparency, consent, and accountability

• Law Society trust accounting and data handling standards across all provinces and territories

• Use of Canadian data centres for firms requiring local data residency

Canadian users have the right to access, update, or correct their personal information. For questions related to privacy rights under Canadian law, you may contact us using the information provided in our “Contact Us” section.

How and When We Collect Information

Personal Information

We collect Personal Information when you provide it through sign-up forms or registration pages. As noted earlier, Personal Information in this policy does not include “Subscriber Confidential Information” as defined in the Subscription Agreement. The type of Personal Information we collect may vary depending on the specific form or communication.

We also collect Personal Information through interactions such as text messages, telephone calls, faxes, standard mail, and third-party sources. This includes publicly available Personal Information found on social media platforms, including profile photos, which may be collected directly or through the use of contact management tools.

Your Communications With Us

We collect Personal Information when you communicate with us directly. This may include subscribing to our emails, participating in a referral programme, completing forms at conferences or trade shows, or engaging with us via email or through our third-party email services and autoresponders.

Usage Data

We collect Usage Data as you interact with our website, including your engagement with emails we send and with content on social media platforms and third-party services. This data is collected passively through technologies such as cookies, web beacons, locally stored data, mobile device identifiers, and software development kits (SDKs). These tools may be updated or replaced by future tracking technologies.

How We Use Your Information

We use your Personal Information and Usage Data to deliver and manage the services or transactions you requested. This includes the basic operation of this website and any related services.

We may also use Personal Information for the following purposes:

• To offer products, services, or promotions

• To conduct private, internal performance reporting and website analysis

• To complete security and system integrity assessments

• To send communications about your account, your activity, or our services

• To share updates, news, or changes to our site or offerings

You will receive these communications via email by default. If you wish to stop receiving emails, you may unsubscribe at any time using the “Unsubscribe” link provided in every email we send.

We may use publicly available Personal Information from your social media profiles, including photos, to support our advertising, remarketing, and contact management activities, in collaboration with our marketing partners.

We reserve the right to use Usage Data without limitation. This includes using it to personalise offers, content, and advertisements shown to you based on your interactions with our website. We may also analyse how you interact with that content to measure engagement and performance.

We may combine Personal Information and Usage Data collected across our services and platforms to improve functionality, develop new services, enhance user experience, and personalise communications and advertising. When we do so, we treat you as a single user across our offerings.

All use of personal information is subject to applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA). Where required, we obtain your consent for any new use that differs from the original purpose.

Information Sharing and Disclosure

General Disclosure Policy

We may share your Personal Information as outlined below. Usage Data may be shared without restriction, including the purposes described in this section.

Affiliated Entities

We may share your Personal Information and Usage Data with affiliated entities, including our parent company or subsidiaries. These are entities that either control us, are controlled by us, or are under common control with us.

Service Providers

We may grant access to your Personal Information and Usage Data to trusted third-party service providers that support the operation and maintenance of this website. For example, service providers may help us with:

• Website hosting and infrastructure

• Payment processing and financial services

• Security and fraud detection

• Analytics, reporting, and performance tracking

• Fulfilment, customer support, and development

Service providers are granted access to your information only as reasonably necessary to deliver the services for which they were contracted, and they are required to adhere to privacy and confidentiality obligations.

Successors

If our business or assets are sold, merged, or otherwise transferred (including as part of a bankruptcy or reorganisation), your Personal Information and Usage Data may be included in the transaction. In such an event, we will ensure that any successor entity agrees to handle your information in accordance with this Privacy Policy.

Legal Requirements and Security

We may disclose your Personal Information or Usage Data where required by law or when we have a good faith belief that disclosure is necessary to:

• Comply with applicable legislation, regulations, or legal processes (such as subpoenas or court orders)

• Detect, investigate, or prevent fraud, misuse, or other unlawful activity

• Enforce our rights or protect the security of this website, our business, or our users

Joint Marketing Partners

We may work with trusted partners to jointly promote products, services, contests, or events. Your Personal Information and Usage Data may be shared for purposes such as:

• Processing transactions and offering support

• Coordinating marketing campaigns

• Communicating offers or information that may be of interest to you

These partners may contact you directly regarding other promotions or services. You can opt out of such communications at any time.

Marketing Partners

We may share Usage Data with third-party marketing partners, advertisers, platforms, and agencies for the purpose of delivering personalised advertisements. We may also share Personal Information with these partners to create matched audiences and deliver targeted campaigns across different channels.

Referral Programmes

We may offer referral options that allow you to recommend our services to others. If you use this service, we will send an initial email invitation to your referred contacts. We will not send further emails unless they subscribe or opt in to receive updates. These individuals will also have an opportunity to opt out. For tracking and performance purposes, we may monitor how referred contacts interact with our site.

With Your Consent

We may share your Personal Information with other parties if you provide consent for such disclosure.

Your Canadian Privacy Rights

As a Canadian resident, you have the right to request information about how your personal information is collected, used, and shared. You may also request access to or correction of your personal data, and you may withdraw your consent at any time, subject to legal or contractual restrictions.

To make a privacy-related request, please contact us using the information provided at the end of this policy. We will respond to your request in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) or any applicable provincial privacy legislation.

Specific Information About Cookies and Web Beacons

To provide better service on our website, we and our marketing partners may use cookies and similar tracking technologies to collect Usage Data. These tools help us store your preferences, understand your activity on this site and others, and improve our ability to deliver relevant, personalised ads. We may also use this information to evaluate the effectiveness of our promotions and website features.

For more information on cookies, you can visit the Government of Canada’s guidance on cookies and online privacy.

Cookies are small data files stored on your computer by your browser. Cookies allow us to tailor content based on your browsing behaviour. Most browsers accept cookies by default, but you can adjust your settings to refuse cookies if you prefer. Please note that some website features may not function properly if cookies are disabled.

Flash Cookies (also known as local shared objects) may be used to track referrals or credit purchases linked to marketing partners. These are different from browser cookies and are used through Adobe Flash Player. Flash cookies may reappear even if you delete your browser cookies unless removed through Adobe’s own management tools.

Web Beacons (sometimes called clear GIFs or pixel tags) allow us to monitor user interactions with our site and email content. We may use them to determine if emails were opened or acted on.

Locally Stored Objects (LSOs) and other client-side storage methods may also be used to store user settings or assist with ad targeting and analytics. You can manage Flash-based LSOs through Adobe’s Settings Manager: Adobe Flash Settings. Some browsers also offer tools to manage these settings within privacy preferences.

Personalised Ads

We may work with marketing partners to show you ads that reflect your interests. These partners may use cookies, web beacons, mobile device identifiers, and other technologies to collect Usage Data and help deliver relevant advertising.

We do not control third-party cookies or tracking technologies and are not responsible for how those partners collect or use your data. Please refer to their respective privacy policies for further information.

Google Services

We may use services such as:

• Google Ads (AdWords) 
  Connects your interactions on this site with Google’s ad network. For more information or to opt out, visit: https://support.google.com/ads/answer/2662922?hl=en

• Google Analytics for Display Advertising 
  Includes Demographics and Interest Reporting, DoubleClick integration, and more. You can opt out with the Google Analytics Opt-out Browser Add-on. For more information: https://www.google.com/policies/technologies/ads/

Facebook Custom Audiences

We may participate in Facebook’s Custom Audience programme. This allows us to show ads on Facebook to individuals from our contact lists. You can opt out by emailing us with the subject line: “Opting Out of Facebook Custom Audience Ads.” Include your name and email in the body of the message, and we will process your request accordingly.

Twitter Tailored Audiences

We may use Twitter’s tailored audiences and conversion tracking. To opt out, visit: https://support.twitter.com/articles/20170405

Other Advertising Services

We may also participate in other behavioural advertising or retargeting services. These services will use similar data collection methods and allow for opt-out via recognised industry tools.

Managing Personalised Ads and Cookies

Browser Cookie Settings

You can manage or disable cookies through your browser settings. However, doing so may affect the functionality of our site. For more information, visit: https://www.allaboutcookies.org/manage-cookies/

Flash Cookie Settings

Flash cookies can be managed through the Adobe Flash Player settings: https://www.macromedia.com/support/documentation/en/flashplayer/help/settings_manager07.html

AdChoices Canada

Many advertising companies in Canada participate in the Digital Advertising Alliance of Canada (DAAC). To opt out of interest-based advertising by participating companies, visit: https://youradchoices.ca/

Network Advertising Initiative (NAI)

NAI provides information about interest-based advertising and tools to opt out of cookies from its members: https://www.networkadvertising.org/choices/

DAA (U.S.-based resource)

For those accessing this site from the U.S., visit the Digital Advertising Alliance to manage your ad preferences: http://www.aboutads.info/consumers

Mobile Device Settings

If you receive in-app personalised ads, your mobile device may offer settings to reset or limit tracking via the advertising identifier. Visit the support resources for your device’s operating system (iOS, Android, or Windows) to update your privacy settings.

Analytics

We may work with third-party analytics providers to monitor website traffic and track user behaviour on this site.

Google Analytics (Google)

We use Google Analytics, a web analytics service provided by Google LLC. Google collects and analyses Usage Data to track site activity, generate reports, and support other Google services. This data may include cookies and Usage Data. You can read Google’s privacy policy here: https://www.google.com/intl/en/policies/?fg=1
To opt out, use the Google Analytics Opt-out Browser Add-on.

Do Not Track Requests

Some web browsers offer a “Do Not Track” (DNT) feature that signals a request to websites not to track your browsing activity. Because DNT signals are not yet standardized across browsers, we do not respond to DNT requests at this time. We will continue to monitor developments in browser technology and may update this policy in the future.

Data Security

We follow generally accepted industry practices and apply reasonable safeguards to protect your personal information from unauthorised access, disclosure, alteration, or destruction. These measures include physical and electronic controls designed to secure data.

While we use secure socket layer (SSL) encryption to protect Personal Information during transmission, no internet or storage system can be guaranteed completely secure. You use our services at your own risk, and we encourage you to take precautions with your login credentials.

Data Archival and Retention

Personal Information collected through this site is processed and stored on servers located in the United States. While our Canadian customers’ data may be subject to foreign laws, we ensure our vendors and systems maintain appropriate safeguards.

We retain your data as long as your account is active or as necessary to provide services, comply with legal obligations, resolve disputes, or enforce our agreements. You may request data deletion at any time, subject to limitations imposed by applicable law.

Updating Personal Information

You may request changes or updates to your Personal Information by contacting us. We require verification of identity before processing such requests. We may deny any request that is repetitive, unreasonably burdensome, infringes on others’ privacy rights, or cannot be fulfilled under applicable law.

Where self-service access is provided, such as through your account portal, you may update your information directly. Instructions will be made available through the platform.

Links to Joint Venture Marketing Partner Sites

Our site may contain links to websites operated by joint marketing partners. If you click on one of these links or engage with their promotional offers, any information you provide will be subject to that partner’s privacy policy. We are not responsible for the data handling or content of those external websites and encourage you to review their privacy policies before submitting any information.

Children’s Online Policy

Our services are not intended for children under the age of 13. In accordance with the Children’s Online Privacy Protection Act (COPPA) and similar international laws, we do not knowingly collect Personal Information from children. If you are a parent or guardian and believe your child has submitted personal data without your consent, please contact us. We will delete that information promptly upon verification.

CosmoLex and GDPR

While CosmoLex is a U.S.-based company, we comply with the General Data Protection Regulation (GDPR) for users located in the European Union. This includes:

• Respecting user rights such as data portability, deletion, and correction

• Implementing privacy by design and default

• Maintaining breach response protocols and network monitoring

• Providing documentation on how data is collected, stored, and used

To request a Data Processing Agreement (DPA) under GDPR, please email: dataprotection@cosmolex.com

Additional Information and Canadian Privacy Rights

Canadian users have rights under PIPEDA and provincial privacy legislation, including the right to access, correct, and withdraw consent for their personal information. For questions, data requests, or complaints, please contact us using the details below. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

Contact Us

If you have questions or concerns about this Privacy Policy, please contact:

CosmoLex Cloud, LLC
Attn: Privacy Officer
1100 Cornwall Road, Suite 215
Monmouth Junction, NJ 08852
Email: compliance.officer@cosmolex.com
Phone: 866-878-6798

Material Modifications Since January 1, 2014

• Updated (i) automatic data collection processes for Usage Data, (ii) tracking technologies including cookies, flash cookies, web beacons, and LSOs, and (iii) the use of this data for personalised advertising

• January 1, 2017: Added “Financial Information” section

• March 21, 2017: Clarified protection of Subscriber Confidential Information under legal disclosure

• May 24, 2018: GDPR compliance section added

• June 30, 2025: Added Canadian specific privacy laws and understandings.