Privacy policy

What we collect

• Account and contact details, workspace role, authentication and security records.
• Matter titles, collection terms, date limits, approvals and access assignments supplied by authorised users.
• Files users upload and, only after an explicit connection and confirmation, matching Gmail, Google Drive or Dropbox records and related metadata.
• SHA-256 digests, source provenance, access/review/disclosure actions and a tamper-evident custody history.
• Operational logs needed for security, reliability, abuse prevention and support.

Connected sources

Google access is limited to read-only Gmail and Drive permissions. Matching Gmail messages may include Spam or Trash and matching Drive files may include Drive Trash. Complete Shared Drive traversal is not supported in this release and requires a separate collection process. Evidence Locker does not send email or create, modify, move or delete Google data.

Dropbox access is limited to read-only file and account information for personal Dropbox accounts; Dropbox Business accounts and team spaces are not supported. Evidence Locker queries Dropbox’s active index, then this release collects only candidates whose displayed filename or path contains a complete approved term (case-insensitive); content-only matches are not collected. Trash and deleted items are excluded, new or changed document content may not yet be indexed, identical-content duplicates may not all be returned, and Dropbox limits a match set to 10,000 results. Dropbox search is not guaranteed complete; use a separate collection process when completeness is required. Evidence Locker does not create, modify, move or delete Dropbox data.

Connecting a source allows the service to search within a matter’s approved terms and dates and to copy matching content into its evidence record. The connection belongs to the client workspace and may be selected for more than one matter. Withdrawing it from any matter withdraws it from all matters in that client workspace, cancels pending connection flows and stops future collection. Active collection credentials are removed immediately. One already-encrypted credential may be retained only for provider-revocation retries for up to seven days and is erased when revocation succeeds or retry work reaches a terminal outcome. Material already preserved remains in the evidence record and custody history unless an authorised deletion process can lawfully remove it.

How information is used

Information is used to preserve authorised evidence, verify integrity, support case-specific search and review, create evidence manifests, govern disclosure, secure the service and provide support. Evidence Locker does not sell personal information or use Google or Dropbox data for advertising.

Google- and Dropbox-derived content and metadata are excluded from the optional external semantic-embedding job. The deterministic capture, hashing and custody path does not use AI. Limited metadata from other manually supplied records may be processed by a configured semantic-search provider to provide search inside the workspace; original file bytes are not sent for that purpose.

Who can receive information

Information is visible only according to workspace roles and matter assignments. Workspace operators and authorised counsel can administer and review a matter. Counsel can deliberately disclose selected evidence manifests to specifically assigned opposing-counsel or law-enforcement accounts. A source owner’s matching records are not made public merely because a connector is linked.

Service providers may process the minimum information needed to host the application and storage on Microsoft Azure, deliver sign-in email through the configured mail provider, and operate approved search features. They act to support the service, not for their own advertising.

Google API data

Evidence Locker’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google data is used only for the user-facing evidence-preservation feature the user requests and is not used to train or improve a general-purpose AI model.

Retention, security and location

Preserved evidence and custody events are retained for the matter’s evidentiary purpose and according to the controlling firm’s instructions and applicable legal obligations. Authentication, rate-limit and temporary OAuth records have shorter operational lifetimes. On withdrawal, active collection credentials are removed immediately; one encrypted revoke-only credential may remain for provider-revocation retries for no more than seven days and is erased on successful or terminal completion.

Controls include encryption in transit, application-layer envelope encryption for new originals, restricted cloud storage, role-scoped access, immutable custody receipts, integrity verification and protected backups. No internet service can promise absolute security.

Your choices and requests

Source owners can withdraw a connector from a matter page; withdrawal applies to every matter in that client workspace. Users can ask to access, correct or delete account information, or complain about handling. Evidence subject to a legal hold, firm instruction or custody obligation may need to be retained; we will explain the applicable outcome. See the data deletion instructions.

Contact

Questions, privacy requests and complaints can be sent to hello@matterdesk.ai.