Legal
How ORYLO handles your information, and the terms that apply when your firm uses it.
Draft for review. These documents are being updated for ORYLO’s legal practice management service and are not yet final.
Privacy Notice
Draft — effective date to be set on approval
1. Introduction
ORYLO is a legal practice management platform. It gives law firms one place to run intake, matters, documents, deadlines, client communication, time tracking and billing, and gives their clients a portal to work with them.
This Privacy Notice explains what personal data we collect when you use ORYLO, why we collect it, who we share it with, and the choices available to you.
2. Scope of this notice
This notice applies to personal data we process when you visit our website, create an ORYLO account, or use the ORYLO application or client portal.
Law firms using ORYLO decide what information they record about their clients, prospective clients and other people connected to their matters. Where that is the case, the firm is responsible for how that information is used, and you should contact the firm directly with questions about it. We process it on the firm’s behalf.
3. Personal data we collect
We collect the following categories of personal data:
- Account data. Your name, email address, the firm you belong to, your role and job title, and your sign-in settings, including whether two-step verification is turned on.
- Practice data. The material a firm creates or exchanges in ORYLO: contacts, inquiries, matters, notes, tasks, deadlines, documents and their versions, messages, client updates, time entries, expenses and invoices.
- Meeting data. Where a firm uses the AI Notetaker, meeting details, recordings, transcripts and the summaries generated from them. See section 6.
- Payment data. Invoice amounts, payment status and trust deposit records. We do not collect or store card or bank account numbers. Firm subscriptions are paid through Stripe; payments from a firm’s clients are processed through LawPay.
- Activity and audit data. A record of activity in the account, such as sign-ins, changes, and when records are opened or documents downloaded, with the time and IP address. Firms use this audit history, and we keep it for security and support.
- Communications data. Messages you send us, including support requests and feedback.
4. How we use personal data
We use personal data to:
- Provide, operate and maintain ORYLO, and make its features available to you.
- Connect firms with their staff and with the clients they invite to the portal.
- Generate meeting summaries, where a firm has turned on the AI Notetaker.
- Process firm subscriptions, and payments between law firms and their clients.
- Send service messages such as invitations, password resets, verification codes, and notifications.
- Keep ORYLO secure, investigate misuse, and meet our legal obligations.
- Understand how ORYLO is used so that we can improve it.
- Measure how the website and app are used, if you allow analytics in the cookie banner (see the Cookie Policy).
We do not sell personal data, and we do not use your content to advertise to you.
5. How we share personal data
- Within your firm and with its clients. People at your firm see the information their role and matter access allow. A client sees only what the firm shares with them in the portal.
- With service providers. We use a small number of providers to run ORYLO, covering cloud hosting and storage, subscription billing (Stripe), client payment processing (LawPay), email delivery, calendar sync (Google and Microsoft, when a user connects a calendar), meeting recording, artificial intelligence, and product analytics (PostHog, only if you allow analytics). They may process personal data only on our instructions and for the purpose we engaged them for.
- For legal reasons. Where we are required to by law, or to protect the rights and safety of ORYLO, our users, or others.
- In a business transfer. If ORYLO is involved in a merger, acquisition or sale of assets, personal data may be transferred as part of that transaction.
6. Meeting recording and AI summaries
ORYLO includes an optional AI Notetaker that can join a scheduled video meeting on a matter and produce a written summary. It is off until a firm’s owner turns it on.
- When it is used, it joins the meeting as a visible participant whose name says it is recording, and meeting invitations sent through ORYLO say so too.
- It records the meeting audio and produces a transcript, which is used to generate a summary of what was discussed.
- The summary is saved to the matter as an internal note, and the transcript as a restricted document. Neither is shared with clients unless the firm chooses to share it.
- Recording is never silent or hidden. If you do not consent to being recorded, tell the organizer before the meeting begins.
Recordings are processed by a meeting-recording provider, and summaries are produced using an external artificial intelligence provider. Content sent for processing is not used by us to train models.
Laws on recording conversations differ by country and by state, and in some places every participant must consent. A firm that uses this feature is responsible for obtaining the consent that applies where it and the other participants are located, and for its own decisions about privilege and confidentiality.
7. Your choices
- Access and correction. You can view and update your profile at any time in your account settings.
- Notifications. Some messages, such as invitations, password resets and verification codes, are necessary to operate your account and cannot be switched off.
- Deletion. You can ask us to delete your account and associated personal data. Some records may be retained where we, or the firm whose records they are, are required to keep them.
- Recording. You may decline to be recorded. See section 6.
Depending on where you live, you may have additional rights over your personal data, including rights of access, correction, deletion, portability and objection. Contact us to exercise them.
8. Other sites and services
ORYLO may contain links to websites and services we do not operate, including meeting providers and payment pages. This notice does not apply to them, and we are not responsible for their content or privacy practices.
9. Security and retention
We use appropriate technical and organisational measures to protect personal data, including encryption in transit and at rest, two-step verification, role-based access controls, an audit history of access and changes, and daily backups.
No service can guarantee absolute security. If we become aware of a breach affecting your personal data, we will notify you where we are required to do so.
We keep personal data for as long as the account is active, and afterwards only for as long as necessary for the purposes described in this notice or to meet legal, accounting or reporting requirements.
10. International data transfers
ORYLO is operated from the United States, and personal data may be processed there and in other countries where our service providers operate. Those countries may have different data protection laws from your own. Where required, we put appropriate safeguards in place for such transfers.
11. Changes to this notice
We may update this notice from time to time. When we do, we will change the effective date at the top of this page, and where the changes are significant we will let you know in the application or by email.
12. How to contact us
For questions about this notice or your personal data, contact us using the form at orylo.com/#contact.
If your information was recorded by a law firm using ORYLO, please contact that firm directly in the first instance.
Terms of Service
Draft — effective date to be set on approval
1. Agreement to these Terms
These Terms govern your use of ORYLO. By creating an account or using the service, you agree to them. If you are using ORYLO on behalf of a firm or other organisation, you confirm that you have authority to accept these Terms for it.
2. The service
ORYLO is a legal practice management platform that allows law firms to manage intake, contacts, matters, documents, deadlines, calendars, internal and client communication, time tracking, invoicing and payments, and to give their clients access to a client portal.
A firm can create an account itself and start a free trial. Staff join a firm by invitation, and clients join a firm’s portal by invitation. We may decline or withdraw access at our discretion.
3. Accounts and access
- You are responsible for the accuracy of the information in your account.
- You are responsible for keeping your password and any two-step verification codes confidential, and for activity that takes place under your account.
- Accounts are personal to you and must not be shared.
- A firm’s owners decide who joins the firm and what each person can see and do. The firm is responsible for those decisions.
- Tell us promptly if you believe your account has been accessed without your permission.
4. Acceptable use
You agree not to:
- Use ORYLO for any unlawful purpose, or to harass, abuse or harm another person.
- Upload content that is unlawful, infringing, or that you do not have the right to share.
- Attempt to gain unauthorised access to ORYLO, other accounts, other firms’ data, or our systems.
- Interfere with or disrupt the operation of the service.
- Record any person without the consent required where they are located.
5. Your content
You keep ownership of the content you put into ORYLO. You grant us the permissions we need to host, process and display it in order to provide the service to you and the people you share it with.
You are responsible for having the rights and permissions necessary for the content you upload, including any information about clients and other people.
6. Subscriptions and payments
- Subscription plans. ORYLO is sold as a monthly subscription priced per seat: Starter ($39 per seat per month), Pro ($69 per seat per month) and Enterprise ($99 per seat per month). A seat is any member of the firm who signs in. Clients using the portal do not count as seats.
- Free trial. Every plan begins with a 7-day free trial. A payment card is required to start the trial. If you do not cancel before the trial ends, the plan renews automatically at the price above and your card is charged.
- Seats. Adding a member to your firm adds a seat, and removing or suspending one removes it. Changes are charged or credited pro rata for the rest of the billing period.
- Renewal and cancellation. Subscriptions renew monthly until cancelled. You may cancel at any time and keep access until the end of the period already paid for. Part-months are not refunded.
- Changing plan. Upgrading takes effect immediately and is charged pro rata. Downgrading takes effect at the end of the current period.
- Price changes. We will give at least 30 days’ notice by email before changing the price of an existing subscription. You may cancel before it takes effect.
- Subscription payments are processed by Stripe, and Stripe’s terms apply to the payment itself. ORYLO does not receive or store card details.
- Client payments. Payments from a firm’s clients are processed by LawPay, and LawPay’s terms apply to them. ORYLO does not set or control what a firm charges its clients.
7. AI features and meeting recording
ORYLO includes an optional AI Notetaker that produces meeting summaries automatically. Its output may be incomplete or wrong. You should review anything you rely on, particularly dates, deadlines, amounts and commitments.
Where meeting recording is used, the Notetaker joins the meeting as a visible participant. You are responsible for obtaining any consent required where you and the other participants are located. See section 6 of the Privacy Notice.
8. Availability and changes
We aim to keep ORYLO available and working, but we do not guarantee uninterrupted access. We may change, suspend or discontinue features, and we will give reasonable notice of significant changes where we can.
We may update these Terms. When we do, we will change the effective date above and, where the changes are significant, let you know in the application or by email.
9. Disclaimers
ORYLO is provided “as is” and “as available”. To the fullest extent permitted by law, we make no warranties of any kind, whether express or implied, including as to merchantability, fitness for a particular purpose, or non-infringement.
ORYLO is a tool for managing a law practice. It does not provide legal advice, and it does not replace a lawyer’s professional judgment or obligations.
10. Limitation of liability
To the fullest extent permitted by law, ORYLO will not be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, arising out of or relating to your use of the service.
Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law.
11. Suspension and termination
You may stop using ORYLO at any time and ask us to close your account.
We may suspend or terminate access if these Terms are breached, if it is necessary to protect the service or other users, or if we are required to by law. Where the situation allows, we will tell you why.
12. Governing law
These Terms are governed by the laws of the State of Texas, United States, without regard to its conflict of law rules. The courts located in Texas will have exclusive jurisdiction, except where applicable law gives you the right to bring proceedings elsewhere.
13. How to contact us
Questions about these Terms can be sent using the contact form at orylo.com/#contact.