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Privacy Policy

Effective Date: August 26, 2026  ·  Last Updated: August 26, 2026

This Privacy Policy explains how Client Prep AI, LLC ("DepoCoach," "we," "us," or "our") collects, uses, protects, and shares information in connection with the DepoCoach platform and website at https://depocoach.ai (the "Service"). DepoCoach provides an attorney-controlled tool that helps law firms prepare their clients for depositions.

1. Who We Are and Our Role

Our customers are law firms. The firm's own clients (for example, a plaintiff or witness) may use the Service as end users, but they are clients of the firm, not our customers. Because of this, our role depends on the type of information:

  • Case-preparation content. When a law firm uploads case materials and generates preparation content, the firm directs how that information is used. The firm is the controller of that information, and we act as a service provider or processor on the firm's behalf under our customer agreement.
  • Account and security data. For information we collect directly to create and secure user accounts (including mobile numbers used for login verification), we act as the controller or business.

If you are the client of a law firm and want to exercise rights over case-preparation content about you, please contact the law firm handling your matter. We will support that firm in responding to your request.

2. Information We Collect

Account data

Name, work email address, firm or organization name, role, and account settings for the authorized users who access the Service. We use a third-party authentication provider to secure logins. We receive authentication identifiers and login and security event information, and we do not store your account password.

Case-preparation content

Materials our law-firm customers upload or generate to prepare their clients, which may include case summaries, preparation questions, practice responses, readiness analytics, and related materials. Because these are personal injury and litigation matters, this content may include sensitive information and, in some cases, health or medical information. We treat all case-preparation content as confidential and highly sensitive by default.

Usage data

Information about how the Service is accessed and used, such as log data, device and browser information, IP address, pages viewed, features used, and timestamps. We use this to operate, secure, and improve the Service.

Mobile phone number for two-factor authentication

If you enable SMS-based login verification, we collect the mobile number you enter and confirm so we can send one-time passcodes. See "Mobile Information and SMS Text Messaging" below.

3. How We Use Information

  • To provide, operate, maintain, and secure the Service.
  • To authenticate users and protect accounts, including sending one-time login verification codes by SMS when a user enables it.
  • To generate case-preparation content at the direction of our law-firm customers.
  • To communicate with account users about the Service, including service, security, and support messages.
  • To monitor, troubleshoot, and improve performance, reliability, and features.
  • To comply with legal obligations and enforce our agreements.

We do not use case-preparation content for advertising, and we do not sell personal information.

4. Mobile Information and SMS Text Messaging

DepoCoach sends SMS text messages for one purpose only: account security. Specifically, we send one-time passcodes (also called two-factor authentication, or 2FA, codes) when a registered user logs in to the DepoCoach web application or enrolls a phone number to secure their account. These are transactional security messages. We do not send marketing or promotional text messages, and we never will.

How consent is obtained. You provide your mobile number and consent to receive these messages inside the authenticated DepoCoach application. On the account-security enrollment screen, behind a login, you enter and confirm your own mobile number and choose to enable SMS-based verification. Consent to receive these messages is not a condition of any purchase.

Message frequency and rates. Message frequency varies and is limited to login and enrollment events. Message and data rates may apply, depending on your mobile carrier and plan.

Opting out and help. You can stop SMS verification messages at any time by replying STOP to any message. Opting out disables SMS-based login verification for your account, and you may need to contact support to regain access or set up another verification method. For help, reply HELP to any message or email support@depocoach.ai. Full SMS program terms appear in our Terms of Service.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

5. How We Share Information

We do not sell personal information. We share information only in these limited situations:

  • Service providers (subprocessors). With vendors who help us operate and support the Service, only as needed and under confidentiality and data-protection obligations. These providers support functions such as cloud hosting and storage, authentication and account security, AI-assisted case and coaching processing, speech-to-text and text-to-speech processing, email delivery, SMS delivery, and billing and payment processing. We remain responsible for describing our own processing and for selecting and overseeing these providers. A current list of these categories and the providers within them is available to law-firm customers on request.
  • Our law-firm customers. Case-preparation content is made available to the firm that owns the account and directs its use.
  • Legal and safety. When required by law, legal process, or to protect the rights, safety, and security of users, the public, or DepoCoach.
  • Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this Privacy Policy.

As stated above, mobile opt-in data and consent are never shared with third parties, and no mobile information is shared with third parties or affiliates for marketing or promotional purposes.

Notice of legal process. If we receive a subpoena, court order, search warrant, or other legal demand seeking case-preparation content or other customer information, we will notify the affected law-firm customer within five (5) business days after we receive it, unless we are legally prohibited from doing so or the demand involves an emergency involving a risk of death or serious physical injury. Where legally permitted, we will give that notice before producing any information, so the firm has an opportunity to seek a protective order or otherwise respond. Where we are prohibited from giving notice, we will give it as soon as the prohibition lapses. We will produce only what the demand requires and will seek to limit the scope of any production of case-preparation content.

6. How We Protect Information

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, alteration, and disclosure. These include encryption of data in transit and at rest and access controls that limit who can access data. Access by DepoCoach personnel to case-preparation content is restricted, requires a documented reason, is time-limited, and is logged. We continue to develop and mature our security program as the company grows. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Some matters handled by our law-firm customers may involve information subject to HIPAA. Where a Business Associate Agreement (BAA) is legally required, it applies only when required and only once separately executed with the applicable law firm. Nothing in this policy by itself creates or constitutes a BAA.

7. Data Retention

We keep information for as long as needed to provide the Service, to fulfill the purposes described in this policy, and to meet our legal, security, and contractual obligations. Actual deletion timing can depend on routine backup cycles and on our service providers' own retention.

  • Case-preparation content is retained, returned, or deleted according to our customer agreement with the applicable law firm and the firm's instructions. Following termination or a verified deletion request, we delete or return this content through our standard process. Some copies may persist for a limited period in routine backups or service-provider systems. For some service providers, deletion is carried out through that provider's own process, which we do not independently control and cannot always individually confirm.
  • Account data is generally retained while the account is active and for a limited period afterward (currently targeted at up to 90 days), unless a longer period is needed for legal, security, or audit reasons.
  • Mobile number for 2FA is retained while SMS verification is enabled and is removed within a short period (currently targeted at approximately 30 days) after you opt out or disable it, subject to routine backup cycles.
  • Usage and log data is generally retained for a limited period (currently targeted at up to 12 months) for security and operational purposes.

8. Your Privacy Rights

Depending on where you live and your relationship to the account, you may have the right to:

  • Access the personal information we hold about you.
  • Request correction of inaccurate personal information.
  • Request deletion of your personal information.
  • Request a copy of certain information in a portable format.
  • Opt out of SMS verification messages (reply STOP), and object to or restrict certain processing where applicable.

To make a request, email privacy@depocoach.ai. We verify your identity before responding, and we honor these rights to the extent they apply to you and to the information we hold as a controller. Requests that involve case-preparation content held on behalf of a law firm are coordinated with, or directed to, that firm as the controller. Where information persists in routine backups or service-provider systems, we complete deletion through our standard cycles rather than instantly.

9. California Privacy Rights (CCPA/CPRA)

To the extent the California Consumer Privacy Act, as amended by the CPRA, applies to us, California residents have the rights to know, access, correct, and delete personal information, and to not receive discriminatory treatment for exercising these rights. We do not sell personal information and do not share it for cross-context behavioral advertising. To exercise your rights, contact privacy@depocoach.ai.

10. International Users (GDPR/UK GDPR)

To the extent the GDPR or UK GDPR applies to our processing, individuals in the European Economic Area or the United Kingdom may have rights to access, correct, delete, restrict, or object to processing of their personal data, and to data portability. Where we act as a controller, our legal bases may include performance of a contract, our legitimate interests in operating and securing the Service, consent (for example, SMS verification), and compliance with legal obligations. You also have the right to lodge a complaint with your local supervisory authority. To exercise your rights, contact privacy@depocoach.ai.

11. Children's Privacy

The Service is intended for law firms and their authorized adult users, and is not directed to children. We do not knowingly allow children to create or use accounts. Case-preparation content that a law firm uploads may, depending on the matter, include information about minors. That content is handled as case-preparation content under this policy and under our agreement with the firm, which controls it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. For routine updates, we will revise the "Effective Date" above. For material changes to how we handle personal information, we will provide additional, more direct notice where appropriate, and will obtain consent where required by law.

13. Contact Us

Questions or requests about this Privacy Policy or your information: