1. Scope

This Privacy Policy explains how Nicholas Squared, LLC, a Connecticut limited liability company doing business as DamageDocket (“we,” “us”), collects, uses, and shares personal information in connection with our website at www.damagedocket.com and the marketing and account-administration aspects of the DamageDocket service (the “Service”).

The Service includes the DamageDocket web application and two add-ins for Microsoft 365: DamageDocket Templates for Microsoft Word and DamageDocket Mail Sync for Microsoft Outlook. Each add-in signs you in with the Microsoft work account your firm has already given you and runs inside Office on your firm’s behalf. The Word add-in reads and writes the document you have open in order to build document templates, and sends a template to the Service only when you publish or preview it. The Outlook add-in reads the message you are reading or composing so that you can link it to a case and attach case files, and marks a message you have linked with a case reference when it is sent so the Service can file it under that case. Neither add-in reads a document or message you have not opened, and what they send to the Service is your firm’s case data, handled under the customer agreements described below.

Important distinction. When our law-firm customers use the Service to manage their case files, we act as a service provider / processor on their behalf. The data our customers load into the Service—including their clients’ personal and health information—is governed by our contracts with those customers (our Master Subscription Agreement, Data Processing Addendum, and Business Associate Agreement), not by this Privacy Policy. If you are a client of a law firm that uses DamageDocket and have questions about your information, please contact that law firm.

2. Information We Collect

Information you provide: name, business email, phone number, firm name, billing information, and information you submit through forms, demos, or support requests.
Information collected automatically: IP address, device and browser type, pages visited, and usage data collected through cookies and similar technologies.
Information from third parties: referral, marketing, and payment-processing partners.

We do not intentionally collect sensitive personal data through our marketing website. Health information within customer case files is handled under our customer agreements and HIPAA, not this Policy.

3. How We Use Information

We use personal information to (a) provide, administer, and secure accounts; (b) process payments; (c) respond to inquiries and provide support; (d) send administrative and, where permitted, marketing communications; (e) improve and analyze our website and Service; and (f) comply with legal obligations.

We share personal information with: service providers (hosting, payment processing, analytics, email) under contract; professional advisors; authorities where required by law; and parties to a merger or acquisition. We do not sell personal data, and we do not process personal data for targeted advertising as those terms are defined under the CTDPA.

5. Cookies

We use cookies and similar technologies for functionality, analytics, and preferences. You can control cookies through your browser settings. Customers blocking essential cookies may be subject to webapp functionality issues.

6. Your Connecticut Privacy Rights (CTDPA)

If you are a Connecticut resident, you have the right to: (a) confirm whether we process your personal data and access it; (b) correct inaccuracies; (c) delete personal data; (d) obtain a portable copy; and (e) opt out of targeted advertising, the sale of personal data, or certain profiling. We do not sell personal data or conduct targeted advertising.

To exercise a right, contact us at support@damagedocket.com. We will respond within the timeframe required by law (generally 45 days, extendable); if we deny your request, you may contact the Connecticut Attorney General.

7. Data Security

We maintain administrative, physical, and technical safeguards designed to protect personal information. See our HIPAA Security & Compliance Overview for details relevant to the Service. No system is perfectly secure.

8. Data Retention

We retain personal information for as long as needed to fulfill the purposes described here, comply with legal obligations, resolve disputes, and enforce agreements.

9. Children’s Privacy

The Service and website are not directed to children under 13, and we do not knowingly collect their information.

10. SMS / Text Messaging Privacy

Nicholas Squared, LLC, a Connecticut limited liability company doing business as DamageDocket (“we,” “us,” or “our”), is the operator of the DamageDocket legal case management platform and the sender of record for its messaging program. This SMS Privacy Policy explains how we collect, use, and protect information in connection with our text messaging (SMS/MMS) program. It supplements our general Privacy Policy set out above.

No mobile information, including phone numbers and SMS opt-in consent, will be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes.Text-messaging originator opt-in data and consent are not shared with any third parties or lead generators under any circumstances.

10.1 Who This Policy Covers

Our messaging program is used in two ways, and this policy is written to cover both.

Platform messaging. We, Nicholas Squared, LLC d/b/a DamageDocket, send text messages to our own users and, where enabled, to their clients through the platform.
Law-firm messaging. Attorneys and law firms who use our platform (“Firm users”) send text messages to their own clients and contacts.

10.2 Types of Messages You May Receive

Depending on your relationship with us or with a Firm using our platform, you may receive text messages such as:

Appointment, deadline, hearing, and calendar reminders;
Case status updates and requests for information or documents;
Account, security, and service notifications; and
Responses to messages or requests you send to us.

Message content relates to your case, account, or use of the service. We do not send unsolicited advertising or promotional text messages without your prior express consent.

You will only receive text messages from us after you provide consent. Consent is obtained through one or more of the following methods:

Submitting your mobile number through a web form, intake form, or client portal that discloses the messaging program;
Providing your mobile number to us or to a Firm and agreeing to be contacted by text; or
Texting a keyword or replying to a message to start the conversation.

Consent to receive text messages is not a condition of purchasing any goods or services. Your consent is specific to the program described here and is not transferable.

10.4 Information We Collect Through the Messaging Program

Contact information — your mobile phone number and name.
Message content — the content of messages you send to and receive from us.
Program metadata — opt-in and opt-out records, timestamps, delivery status, and message frequency.

10.5 How We Use This Information

We use messaging information solely to operate the text messaging program: to send the messages you have consented to receive, to respond to you, to honor opt-out and HELP requests, to maintain records of consent required by law and by mobile carriers, and to protect the security and integrity of our service.

We do not sell, rent, share, or trade your mobile phone number, SMS opt-in, or consent to any third party or affiliate for their own marketing or promotional purposes, and we do not share this information with lead generators. Period.

We share the limited categories of information above only as necessary to run the program:

Service providers. With messaging and telecommunications vendors (for example, our SMS platform provider and the mobile carriers) strictly to transmit the messages you have asked to receive. These providers are bound to use the information only to deliver the service.
With your Firm. If you are a client of a Firm using our platform, message content is available to that Firm as part of managing your matter.
Legal requirements. When required by law, subpoena, or to protect legal rights and safety.

10.7 Message Frequency, Rates, and Carriers

Message frequency varies based on your account activity and case events.
Message and data rates may apply for messages sent to you and messages you send to us. Contact your wireless provider for details of your plan.
Carriers are not liable for delayed or undelivered messages.

10.8 Opting Out and Getting Help

You can cancel the SMS service at any time by texting STOP. After you send STOP, we will send you a confirmation message and then stop sending you text messages. You may re-subscribe at any time by opting in again.

For help, text HELP or contact us at support@damagedocket.com.

10.9 Data Security and Retention

We maintain reasonable administrative, technical, and physical safeguards designed to protect messaging information. We retain opt-in and opt-out records for as long as needed to operate the program and to comply with legal and carrier record-keeping obligations, and we delete or de-identify information when it is no longer required. You may request deletion of your information by contacting us at the address above, subject to records we are required to retain.

10.10 Children’s Privacy

Our messaging program is not directed to children under 13, and we do not knowingly enroll them.

10.11 Changes to This Policy

We may update this SMS Privacy Policy from time to time. Material changes will be posted with a revised effective date.

10.12 SMS Contact

Nicholas Squared, LLC d/b/a DamageDocket — 147 Main Street, East Berlin, CT 06023
Email: support@damagedocket.com
Web: www.damagedocket.com

11. Changes

We may update this Policy and will post the revised version with a new “Last updated” date.

12. Contact Us

Nicholas Squared, LLC d/b/a DamageDocket
147 Main Street, East Berlin, CT 06023
Email: support@damagedocket.com

Privacy Policy