Privacy Notice

Effective 10 August 2026 · Last updated 3 September 2026

1. The short version

• We do not sell or rent personal information, and we do not share it for targeted or cross-context behavioral advertising.
• We do not use client data to train AI models and use AI service terms or settings that do not permit general-model training on it.
• We use personal information only for the purposes described below, including providing, securing, and supporting requested services.
• We use tenant-scoped routing and access controls to keep each firm’s work within its authorized context.
• You can contact our Privacy Officer about information Fenix controls. See section 7.

2. Information we handle

3. Where information comes from

We receive personal information:

• from you when you contact us, sign in, apply, or use a service;
• from client firms when they create accounts or provide client files;
• from an identity provider when you choose its sign-in service; and
• from service activity and logs generated when a request reaches our systems.

4. Why we use information

We use client files only to provide the services the firm requested, such as docketing, document and correspondence processing, drafting support, and patent-office data retrieval.

We use information Fenix controls to create and administer accounts, operate demonstrations, respond to enquiries, provide support, secure and troubleshoot the service, maintain business records, recruit personnel, comply with law, and communicate about our services. We do not use client files for marketing, profiling, resale, or AI model training.

5. When information is disclosed

We disclose information only as needed to operate the business and provide the requested service. Categories of recipients include cloud hosting and storage providers, database hosts, transactional email and queue providers, identity providers, document OCR and AI processing providers, and vendors that support software development and service security. Our current subprocessor list is available to clients on request.

We may also disclose information when required by law, to protect rights or safety, or as part of a merger, financing, acquisition, or sale of assets, subject to appropriate confidentiality protections. We do not sell or rent personal information.

Artificial intelligence

Fenix uses AI services to understand documents, including classifying correspondence and extracting dates, references, and office-action content. We do not use client data to train models, and our providers process that data under terms or settings that do not permit training general models on it. A processing request is made within the requesting firm’s tenant context, and its result is returned to that context.

A firm may separately connect its own AI assistant to Fenix. In that case, the firm initiates the connection and its agreement with that AI provider governs the provider’s handling of data.

6. Cookies, tracking, and communications

Fenix does not use advertising cookies, analytics trackers, or cross-site tracking on its general public pages. Features that require sign-in, including the public demo, use a necessary signed session cookie. An interface may also store a preference such as whether a sidebar is open. These technologies operate the feature; they are not used for advertising.

Browser signals such as Global Privacy Control or Do Not Track do not change our general site behavior because we do not sell personal information or use it for targeted advertising. Where applicable law requires a different response, we will honor the recognized signal.

You may ask us to stop non-transactional marketing email by using an unsubscribe method in the message or by contacting the Privacy Officer. We may still send account, security, support, and service notices when needed.

7. Your choices and requests

If information is in a client firm’s file, send your request to that firm. If you send it to Fenix, we will route it to the firm and assist with its response as instructed.

If Fenix controls the information, you may ask to access, correct, delete, or receive a portable copy of it. Depending on applicable law, you may have additional rights. Send a request to jeff@fenix.ai and describe your relationship with Fenix and the request. We may ask for information reasonably needed to verify your identity. We use verification information only for that purpose.

An authorized agent may submit a request by providing proof of authority. We may also ask you to confirm the authorization directly. We will not discriminate against you for exercising an applicable privacy right.

If we deny a request and applicable law gives you a right to appeal, reply to the decision with “Privacy Appeal” in the subject line. We will review the appeal and respond within the period required by that law. For an appeal covered by the Colorado Privacy Act, that period is 45 days unless a permitted extension applies. If we deny that appeal, our response will explain how to contact the Colorado Attorney General.

8. How long we keep information

These periods may be shorter or longer when a contract, legal duty, dispute, security need, or verified deletion request requires it.

9. Security

We use administrative, technical, and organizational safeguards designed to protect personal information. These include access controls, encryption, authentication controls, logging, vendor review, and incident-response procedures appropriate to the service and the information involved. No system is perfectly secure.

10. Locations and international access

Fenix and its service providers operate primarily in the United States. Information may be processed in other locations where authorized personnel or providers operate. Clients may request current information about subprocessors and data locations. Where a transfer safeguard is required by applicable law or contract, we use the required contractual or other mechanism.

11. Legal scope

Fenix.ai LLC is a Colorado limited liability company. Privacy laws apply according to their own thresholds, definitions, and exemptions. Some laws exclude people acting in a commercial or employment context; others may cover business contact or applicant information. We do not rely on a blanket business-to-business exemption. Where an applicable law grants a right, we will process the request as that law requires.

When Fenix acts as a processor, the client agreement and any data processing addendum govern that work. A data processing agreement is available to clients on request.

12. Children

Fenix provides professional software and does not direct its services to children. We do not knowingly collect personal information directly from children through the website.

13. Changes to this notice

We will post changes here and update the “last updated” date. If a material change affects information Fenix controls, we will provide any additional notice required by applicable law. Changes to the processing of client files are also governed by the client agreement.

14. Contact