Privacy Notice

The Law Office of Mitchell H. Shen & Associates and its worldwide affiliates and subsidiaries (collectively “Law Office”, “us”, “we”, “our”) are committed to protecting your privacy while providing you with a positive experience on our website and in using our products and services.

This Privacy Notice (“Notice”) explains our privacy practices and provides information on how and why we collect, use and share your personal information through our interaction with you in relation to our products and services, when you visit our websites, and associated sub-domains ("Website"), when you use our desktop, IP desk phone, mobile applications, our integrated business apps or our lab solutions ("Apps") or when you use our cloud communications and collaboration solutions ("Services"). The Notice also describes choices that may be available to you regarding use, access, deletion and correction of your personal information.

Additional information on our personal information practices may be provided in supplemental terms and conditions, supplemental privacy statements, or notices provided prior to or at the time of data collection.

We recommend that you read this Notice in full to ensure you are fully informed. However, if you only want to access a particular section of this Notice, then you can click on the relevant link below to jump to that section.

HOW WE COLLECT YOUR PERSONAL INFORMATION

We collect your personal information when you actively provide it to us through your interactions with us.
We may automatically collect personal information from you as you use our Apps and Services, as a user or a participant, including recording communications, when enabled, or when you visit our Websites.
We may receive personal information about you from a business or commercial partner or another user of our Apps and Services.
We may infer or derive personal information based on other information we collect, such as with Service features that provide conversation intelligence.

WHAT PERSONAL INFORMATION WE COLLECT

Personal Information you actively provide to us or we collect from third parties, business partners, other users, and service providers, or which is publicly available

Your contact information/Identifiers: Name, username, email address, phone number, identity documents, IP address, and any other identifiers a user provides when accessing or using the Apps or Services.

Other information: Social media profiles, LinkedIn URLs, custom profiles and any other information about you that you may voluntarily provide or any information about you that may be publicly available.

Personal information we collect through your interactions with: Law Office; our Websites; Apps and Services as a user or a participant

Account information:

Account holders’ usernames and account numbers, Law Office phone number, language preference, title, department.

Information about your use of non-Law Office Services through integrations with our Websites, Apps and Services or otherwise:

Social media account information, single-sign-on service tokens, Google/Apple/Microsoft sign in tokens.

User content:

Files, any content of communication in any format (including but not limited to documents, SMS, pictures, transcripts, notes, recordings, voicemails, etc.) or other information you or another user or participant upload, provide, grant access to or otherwise implement. *Note that users and participants control the content that they provide, and it may include any category of personal information.

Service Usage Data:

Device information (such as IP address, ISP, device and operating system type, operating system and client version, client version, type of microphone or speakers, and other related information)
System logs, including usage logs, backend logs, client logs
Internal feature usage analytics
Cookie identifiers
Traffic data about the communications that take place through our platform (such as chat, video conferencing) which include, network monitoring data, and call detail records produced by a telephone call or other telecommunications transactions. The call detail record contains various attributes of the call, such as time, duration, completion status, source number and destination number.
Quality of Service data
Fraud and threat analysis data
Connection type and related information (e.g., connected over WiFi)

Geolocation information:

Information about where you are located when using the Services.

SMS messages:

Content of blocked SMS messages that violate our spam rules.

Inferred or derived data:

Inferred or derived data may include a summary of information included in recorded content processed by conversation intelligence. Users and participants control the content they provide.

Your communications with us:

Surveys, voice and video calls and related recordings and transcripts, emails and messages, interactions with chatbots available as part of our Services or Websites, etc.

Other information:

Any personal information that a user or guest voluntarily provides through their use of the Services, including synchronizing contact information, or through integrations with other applications.

HOW WE USE YOUR PERSONAL INFORMATION

We use your personal information for the following purposes, to: Communicate with you; Verify your identity to prevent fraud in compliance with applicable law; Create your account; Provide you with Law Office Services including respond to your requests for support; Develop and improve the Law Office Services; Manage your order and our customer relationship; Market and advertise our Services; Perform surveys; Provide internal training and ensure quality assurance; Improve and optimize your interactions with our teams; Connect you to and optimize your experience using our Website, Apps, and Services; Provide customers dashboards and reports; Conduct fraud and threat analysis and, detect and prevent spam or unlawful or abusive activity or other violations of our Acceptable Use Policy; Monitor performance of our data centers and networks; Conduct analytics to improve Law Office’s Website, App and Service performance; Personalize your experience with our Websites, Apps and Services; Comply with applicable law including those regulating call detail records; and Perform billing for our Services.

We may use artificial intelligence, machine learning, or other similar technology to provide, maintain, support, and improve our Services and our interactions with you.

We do not pass any individual's consent to receive SMS from Law Office to any third party. We do not share phone numbers with third parties for the purpose of allowing those third parties to send SMS.

Lawful basis for processing personal information (EEA, Switzerland and UK only)

We will normally collect personal information from you where we need the personal information to perform a contract with you (e.g., when you order a Service), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms (e.g., to market and provide our Services). In some cases, we may also have a legal obligation to collect and process the personal information in question (i.e. Service Usage Data) or we may process your personal information where we have your consent to do so. You may withdraw your consent at any time as instructed in the communications or in the Apps or Services, or by contacting us as explained below.

Limited Use for APIs

Law Office’s use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. Law Office does not retain personal information from the Google Workspace API to develop, improve, or train generalized AI and/or ML models.

COOKIES AND SIMILAR TECHNOLOGIES

We use cookies and similar tracking technology (collectively, “Cookies”) to collect and use personal information about you. For further information about the types of Cookies we use, the functions they perform, and how you can control Cookies, please see our Cookie Notice.

HOW, WHY, AND WHAT PERSONAL INFORMATION WE SHARE WITH THIRD PARTIES

We will not share and/or disclose your personal information without your permission solely for legitimate business or legal purposes.

HOW WE RESPECT YOUR PRIVACY RIGHTS

We provide you with the opportunity to access, review, modify, and delete your personal information that we process.

Requests from End Users regarding personal information we process on behalf of our Customers as a Data Processor or Service provider

We provide our Services and Apps as ordered by our customers and in that context, we act as data processor or service provider on behalf of our customers. In particular, when processing the content of communications such as voicemails, faxes, recordings, etc., in connection with our Services, we do so on behalf of our Customers and in accordance with their instructions as a data processor or service provider. This means that if you believe Law Office may have collected or stored personal information about you on behalf of a Law Office customer as a data processor or service provider or if you wish to access, review, modify or delete any content of your communications, under applicable law or otherwise, you should direct your request to that Customer.

Your Privacy Rights as an EEA/UK/Swiss Resident

Access: You can request more information about the personal information we hold about you. You can request to download a copy of the personal information.
Rectification: If you believe that any personal information we are holding about you is incorrect or incomplete, you can request that we change, correct, or supplement the data. If you are a customer, you can also correct some of this information directly by logging into your Service account. Please contact us as soon as possible if you notice any inaccuracy or incompleteness.
Objection: You can let us know that you object to the collection or processing of your personal information for certain purposes.
Restriction of Processing: You can ask us to restrict further processing of your personal information. (This just means you can ask us to stop using it for the reasons we have been using it.) This may mean that we have to delete your account.
Erasure: You can request that we erase some or all of your personal information from our systems. You can also delete some of this information directly by logging into your Service account, if you are a customer.
Portability: You can ask for a downloadable copy of your personal information in a machine-readable format. You can also request that we transmit the data to someone else where it’s technically possible.
Withdrawal of Consent: If you have consented to our use of personal information for a specific purpose, you have the right to change your mind at any time. Any such decision will not affect any processing that has already occurred nor will it affect processing of your personal information conducted in reliance of lawful processing grounds other than consent. Withdrawing your consent may mean your access to the Services will be limited or suspended, and your accounts may be terminated, as applicable. Where you withdraw your consent, but we are using your information because we or a third party (e.g. your employer) have a legitimate interest in doing so, or we have different legal basis for using your information (for example, fulfilling a contract with you), we may continue to process your information, subject to your rights to access and control your information.
Right to File Complaint: You have the right to lodge a complaint about Law Office’s practices with respect to your personal information with your supervisory authority (contact details available here: for the EU; for the UK; and for Switzerland).
No Automated Decision Making: We do not undertake decision-making about you based solely on automated processing, including profiling; however, certain features of our Services could be used by our customers for decision-making purposes.

Your Additional Privacy Rights as a Resident of Certain U.S. states

The rights described in this section apply only if you are a resident of a state within the United States that has an applicable and effective privacy law providing for the below rights.

Data portability: You can ask for a downloadable copy of your personal information in a machine-readable format. You can also request that we transmit the data to someone else where it’s technically possible.
Knowledge and access: You may have the right to know more about personal information that we have collected and disclosed in the preceding 12 months. You may be able to access, receive details on collection, the purpose of processing, and any sharing that may have occurred.
Deletion: You have the right to request Law Office to delete the personal information we have collected about you under certain circumstances.
Non-discrimination for the exercise of your privacy rights: You have the right to not receive discriminatory treatment by Law Office for the exercise of your privacy rights.
Rectification: If you believe that any personal information we are holding about you is incorrect or incomplete, you can request that we change, correct, or supplement the data. You can also correct some of this information directly by logging into your account, if you are a customer. Please contact us as soon as possible if you notice any inaccuracy or incompleteness.
Opt-out of selling or sharing your personal information: You have the right to request Law Office to stop sharing your personal information for the purposes of cross-context behavioral advertising or targeted advertising. You may opt out of having your cookie identifiers used for this type of sharing by turning on the Global Privacy Control at the browser level. Law Office does not sell your personal information as may be commonly understood. However, you may opt out of having your personal information shared with certain vendors that we use for providing insights about user interactions with our website and for delivering ads to you.
No Automated Decision Making: We do not undertake any decision making about you based solely on automated processing, including profiling; however, certain features of our Services could be used by our customers for decision-making purposes.

We will not share your personal information with third parties for the third parties’ direct marketing purposes unless you have agreed to such disclosure.

We will verify your request using your name and email. Depending on the nature of your request, we may need additional information to verify your identity. You may authorize an agent to make a request on your behalf to exercise your privacy rights under applicable privacy laws.

Certain U.S. states provide the right to appeal Law Office’s denial of an individual rights request.

To exercise your rights or to allow your authorized agent to exercise your rights, please submit, or have your authorized agent submit, a ticket through our Data subject access request portal, or contact our Privacy Team at mshenlaw@gmail.com.

You can opt out by contacting us at mshenlaw@gmail.com.

Unsubscribe from our mailing list

You can manage your communication preferences through the following methods:

Sending us an email at mshenlaw@gmail.com

HOW WE KEEP YOUR PERSONAL INFORMATION SECURED

Keeping your information secure is important to us. We have taken appropriate steps designed to reduce the risk that your personal information may be subject to loss, misuse, unauthorized access, disclosure, alteration or destruction.

HOW LONG WE RETAIN YOUR PERSONAL INFORMATION

We will retain your personal information for no longer than is necessary to fulfill the purposes for which the information was originally collected unless a longer retention period is required or permitted by law, for legal, tax or regulatory reasons, or other legitimate and lawful business purposes.

Where we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it.

INTERNATIONAL DATA TRANSFERS

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. Specifically, information collected in the European Economic Area ("EEA") and the UK, may be transferred to and stored on our servers in the United States and Switzerland, and potentially in other countries where our group companies and third-party service providers and partners operate. These countries may have data protection laws that are different to the laws in your country (and in some cases, may not be as protective)

Independent Recourse Mechanism

If you have any questions, comments or concerns about this Notice, you may contact us at mshenlaw@gmail.com.

If you have any questions, comments or concerns about this Notice, please e-mail mshenlaw@gmail.com. Or, you can write to us at:

Law Office of Mitchell H. Shen

617 S. Olive St., Ste. 810

Los Angeles, CA 90014