Privacy Policy

NinePound Systems LLC is an AI-enabled automation and consulting firm serving professional services firms, with a primary focus on law firms. Our registered address and contact information are available upon request. This Privacy Policy describes how we collect, use, disclose, and protect information when you visit our website or engage our services.

We collect information in the following ways:

• Information you provide directly. When you complete our Build Your Plan questionnaire, call our AI Intake Concierge, request an assessment, or contact us by any other means, we collect details such as your name, firm name, email address, phone number, and information about your firm's operations and tooling.
• Automatically collected data. When you visit our website, we may collect standard log data including your IP address, browser type, pages visited, referring URL, and timestamps. This data is used for security, analytics, and improving site performance.
• Communications. If you contact us by phone, email, or our AI Intake Concierge, we may retain records of those communications to confirm fit, respond to inquiries, and improve our intake process.

We use the information we collect to:

• Respond to inquiries and determine whether an engagement is a mutual fit.
• Deliver and manage consulting and automation services.
• Generate your personalized Onboarding Compression Plan from questionnaire responses.
• Send you relevant communications about your engagement or our services, where you have consented.
• Maintain our own business records, invoicing, and compliance obligations.
• Improve our website, intake process, and service delivery.

We do not sell your personal information. We do not use your information to train any third party AI model. Responsible AI practices are a foundational commitment at NinePound Systems LLC, not a feature.

Where AI-assisted tools are used in our intake or service delivery process, your data is handled under the following principles:

• Your conversation with our AI Intake Concierge is confidential and is not used to train any third party AI model.
• Client matter data processed through engagement workflows is privilege aware by design. We do not ingest attorney-client privileged communications into general AI systems.
• Every automated action taken in an engagement workflow is logged and auditable. Human review controls are built into workflows where required.
• We select AI vendors based on their data governance commitments and conduct due diligence before connecting any client data to a third party system.

We do not sell or rent your personal information. We may share information with third parties only in the following limited circumstances:

• Service providers. We use vetted vendors to operate our website, scheduling systems, and internal tools. These vendors are bound by data processing agreements and may not use your data for their own purposes.
• Legal requirements. We may disclose information if required to do so by law, court order, or a regulatory authority with jurisdiction over our activities.
• Business transfers. In the event of a merger, acquisition, or sale of substantially all assets, your information may be transferred as part of that transaction. We will notify affected individuals prior to any such transfer.

We retain your information for as long as necessary to fulfill the purposes described in this policy, satisfy our legal obligations, resolve disputes, and enforce our agreements. Inquiry and intake records for prospects who do not become clients are retained for a maximum of 24 months unless you request earlier deletion. Client engagement records are retained for a minimum of 7 years consistent with professional services record-keeping standards.

We implement administrative, technical, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, and destruction. These include access controls, encryption in transit, and periodic security reviews. No method of transmission over the internet is completely secure. We cannot guarantee absolute security, but we take our obligations seriously and act promptly in the event of a suspected breach.

Depending on your location, you may have rights regarding your personal information, including the right to access, correct, delete, or object to certain uses of your data. To exercise any of these rights, contact us using the information in Section 10 below. We will respond within the timeframe required by applicable law, and in any event within 30 days.

If you have received communications from us and no longer wish to receive them, you may opt out by replying to any communication with "Unsubscribe" or by contacting us directly.

Our website may contain links to third party websites or services. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policy of any site you visit.

If you have questions about this Privacy Policy or how we handle your information, contact us at:

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. When we make material changes, we will update the effective date at the top of this page. We encourage you to review this policy whenever you visit our site.