Privacy Policy

Warm Transfer Solutions provides administrative intake and call-handling support to law firms. We handle information in two distinct capacities, and different rules apply to each.

As a business, for this website. When you contact us through this site, we decide how your information is used, and this policy governs it.

As a service provider, for callers. When we handle calls for a client law firm, we process caller information solely on that firm’s documented instructions, under a written agreement and with the firm’s express authorization. The firm determines what is collected and why. If you were a caller and want to exercise rights over your information, the firm is the right place to start; we assist them.

From website visitors. If you submit the contact form, we receive your name, firm name, email address, phone number if you provide one, your approximate monthly intake volume, and whatever you write in the message field. Our hosting provider records standard server logs.

From callers, on behalf of a client firm. Contact details and the answers to the intake questions that firm has approved, along with the outcome of the screening. Where a client firm has enabled call recording, recordings associated with that firm.

This website sets no analytics, advertising, or tracking cookies.

Website enquiries are used to respond to you and to discuss whether our service fits your firm.

Caller information is used only to carry out intake and screening for the client firm and to deliver the result to that firm. We do not use caller information for our own marketing, we do not sell it, and we do not share one firm’s caller information with another firm.

Calls reach the client law firm first and are routed to us by the firm. Any notice to the caller that a call may be recorded, and any consent required before recording, is given by the client firm before the call reaches us.

Where a client firm has enabled recording, we hold the resulting recordings as a service provider on that firm’s behalf and make them available to the firm in its partner portal.

The client law firm, which receives the intake it instructed us to carry out.

Service providers who help us operate, such as hosting and email delivery, bound to use the information only to provide those services to us.

Where the law requires it, including valid legal process.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Intake records: retained for the life of the client firm’s account and for 24 months after, then deleted.

Call recordings: retained for 90 days, then deleted.

Website enquiries: retained for 24 months from your last contact with us.

A client firm can instruct us to keep its records for a shorter period, and we will keep information for longer where the law requires it.

Access is limited to staff and service providers who need it to do their work, information is encrypted in transit, and we review access regularly. No method of transmission or storage is completely secure.

If you contacted us through this website, you may ask us what we hold about you, ask us to correct or delete it, and ask us not to contact you again. Email info@warmtransfersolutions.com and we will respond within 45 days.

If you were a caller, we handled your information as a service provider on instructions from the law firm you called. That firm is the right place to direct a request about it, and we will help the firm respond — through its partner portal where the information is available there, or directly where it is not.

Because we hold that information on the firm’s behalf rather than for our own purposes, we do not delete or alter it on our own initiative. We act on the firm’s instruction, and we keep records for the periods set out below.

California residents. The CCPA gives you rights to know what personal information is collected about you, to request deletion or correction, and not to be discriminated against for exercising those rights. We do not sell personal information and we do not share it for cross-context behavioral advertising.

We will not discriminate against you for exercising these rights.

If we change this policy we will update the date shown on this page. For any question about privacy, email info@warmtransfersolutions.com.