Version 1.0 | Effective: April 2, 2026 | Last updated: April 2, 2026
This Privacy Policy describes how we collect, use, store, and protect information when you use the Coherence platform and visit our website.
For purposes of this policy, "Coherence," "we," "us," and "our" refer to Coherence Services LLC, a Texas limited liability company and wholly owned subsidiary of Coherence Technologies Inc (a Delaware corporation), operating under the assumed name "Coherence" as filed with the Travis County Clerk. Coherence Services LLC is the entity that operates the platform, holds customer relationships, and is the contracting party for all platform services.
The Coherence platform technology, intellectual property, and brand are owned by Coherence Technologies Inc and licensed to Coherence Services LLC for operation. Coherence Technologies Inc does not directly collect, process, or have access to customer Evidence Data through the platform.
Our principal place of business is 5900 Balcones Drive, STE 100, Austin, TX 78731, USA.
Account and contact information: When you request access or create an account, we collect your name, email address, phone number, firm or organization name, and state of practice.
Case evidence data: When you use the Coherence platform, you may upload documents, videos, audio files, images, emails, and other case materials ("Evidence Data"). We understand that Evidence Data may contain attorney-client privileged and work product protected material, and we treat all Evidence Data as confidential and handle it accordingly.
Usage data: We collect basic usage analytics such as login frequency, features used, and platform performance metrics. This data is aggregated and does not include the content of your Evidence Data. We do not use any third-party analytics services. All usage analytics are processed internally.
Website data: Our website uses Cloudflare for security and performance. We do not use third-party advertising trackers and we do not sell any user data.
We use your information solely for the following purposes: to provide, operate, and improve the Coherence platform; to process and index your Evidence Data for search, transcription, entity detection, and other platform features; to communicate with you about your account and product updates; and to ensure the security and integrity of the platform.
We do not use your Evidence Data or any case materials for Machine Learning model training, marketing, analytics, or any purpose other than providing the platform services you have requested.
Coherence runs Machine Learning models on dedicated compute instances within our own Azure tenant. No Evidence Data is sent to third-party Machine Learning providers such as OpenAI, Google, or Anthropic. No external API calls are made for Machine Learning inference or evidence analysis. All Machine Learning processing occurs entirely within our secured environment.
Evidence Data for Texas-based clients is currently stored and processed in the Microsoft Azure South Central US region (San Antonio, Texas). All data storage, Machine Learning processing, indexing, and transcription for these clients occurs within this region. Evidence Data never leaves the designated region, including during processing.
As we scale, we will introduce additional regional zones (such as US West and US East) to serve clients in other geographies. Each zone will maintain the same principle: client data stays within the assigned region for both storage and processing. Clients will be assigned to a region based on their primary jurisdiction and will be notified of their data location at onboarding.
You may request confirmation of the specific Azure region where your Evidence Data is stored at any time by contacting us. We will provide at least 60 days advance written notice before any change to your assigned data region, and such changes will require your consent.
While we do not share Evidence Data with third parties for analysis or Machine Learning processing, our platform infrastructure relies on the following sub-processors:
Microsoft Azure: Cloud hosting, compute, and storage for the Coherence platform and all Evidence Data. Data is encrypted in transit and at rest within our Azure tenant.
Cloudflare: Website security, DDoS protection, and DNS services for our public-facing website. Cloudflare does not have access to Evidence Data stored within the platform.
We will update this section if additional sub-processors are added and will notify users of material changes to our sub-processor list.
We implement the following security measures: encryption of all data in transit (TLS 1.2+) and at rest (AES-256); role-based access controls (RBAC) so that firm administrators can manage who has access to specific cases and features; case-level data isolation ensuring that evidence from one case cannot be accessed from another without explicit permission; multi-factor authentication (MFA) for all accounts; and full audit logging of all access, modifications, and exports of Evidence Data.
We are designing our platform to meet SOC 2 Type II and HIPAA compliance requirements. Formal certification audits have not yet been completed. We are developing a formal incident response plan and will conduct regular security assessments. We will update this policy with certification status as audits are completed and will make audit reports available to customers upon request.
We recognize that Evidence Data in criminal defense matters frequently contains sensitive health information, including but not limited to: medical records, autopsy and toxicology reports, mental health evaluations, psychiatric assessments, drug and alcohol test results, emergency medical services records, sexual assault forensic examination reports, and hospital intake records.
We apply the same encryption, access controls, case isolation, audit logging, and data residency protections to all Evidence Data regardless of content type. We do not distinguish between or separately categorize health-related evidence within the platform; all evidence receives the highest level of protection available.
While Coherence Services LLC is not a "covered entity" or "business associate" as defined under the Health Insurance Portability and Accountability Act (HIPAA), we are designing the platform to meet HIPAA Technical Safeguard standards as a baseline for protecting sensitive health information. We will execute Business Associate Agreements (BAAs) upon request when formal HIPAA certification is complete.
Subject to applicable law and valid court orders, you retain ownership and control of your Evidence Data. You may request export or deletion of your data at any time by contacting us. Upon receiving a deletion request, we will immediately make the data inaccessible to all users and platform services. Technical purging of primary storage will be completed within 30 days. Encrypted backups containing your data will be purged within 90 days. During these purging windows, the data is inaccessible and cannot be retrieved by Coherence personnel or through the platform.
In the event of a security breach that compromises the confidentiality, integrity, or availability of Evidence Data, we will: notify affected users as soon as practicable and no later than 60 days after discovering the breach, consistent with the Texas Identity Theft Enforcement and Protection Act (Texas Business and Commerce Code, Chapter 521); provide a description of the nature of the breach, the categories of data affected, and the measures taken to address it; and notify any applicable regulatory authorities as required by law.
The Coherence platform is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the accuracy, completeness, or reliability of Machine Learning outputs, including but not limited to transcriptions, entity detection, analyzer observations, and timeline generation. All automated outputs should be independently verified by a qualified attorney before being relied upon in any legal proceeding. We do not guarantee uninterrupted access to the platform or to Evidence Data stored within it.
During any introductory period, platform features and pricing are subject to change. We will provide at least 30 days notice before any features are moved to a different pricing tier or removed. The terms described in this Privacy Policy apply equally during any introductory period. We may collect additional feedback and usage observations to improve the platform, but this never includes review of, or access to, the content of your Evidence Data.
In the event that Coherence Services LLC undergoes a merger, acquisition, asset sale, or similar voluntary business transition, we will provide affected users with at least 60 days advance written notice. We will ensure that all Evidence Data protections described in this policy continue under any successor entity. If a successor entity cannot or will not maintain equivalent protections, we will provide the opportunity to export all Evidence Data and request deletion before any transfer occurs. In the event of an involuntary proceeding such as bankruptcy or receivership, we will make commercially reasonable efforts to provide advance notice and protect Evidence Data to the extent permitted by the applicable legal process. If the Coherence platform is voluntarily discontinued, we will provide at least 60 days advance notice and make all Evidence Data available for export before any deletion occurs.
The Coherence platform is intended for use by licensed attorneys and authorized legal professionals. It is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. Evidence Data uploaded by attorneys may contain information about minors in the context of legal proceedings; such data is subject to the same confidentiality and security protections described in this policy.
You have the right to: access and receive a copy of all personal and Evidence Data we hold; request correction of inaccurate information; request deletion of your data in accordance with Section 9; withdraw from the platform at any time; and receive notice of any material changes to this policy.
We may update this Privacy Policy as our platform and practices evolve. For non-material changes, we will update the "Last updated" date above and the revised policy will take effect upon posting. For material changes affecting how we collect, use, or share Evidence Data, we will notify you by email at least 30 days in advance and request your explicit consent before the changes take effect. If you do not consent to material changes, you may export your data and close your account.
This Privacy Policy and your use of the Coherence platform are governed by the laws of the State of Texas, without regard to its conflict of laws provisions. Any disputes arising from or related to this policy or your use of the Coherence platform shall be resolved in the state or federal courts located in Travis County, Texas. You consent to the personal jurisdiction of such courts.
If you have questions about this Privacy Policy or our data practices, contact us at:
Coherence Services LLC
5900 Balcones Drive, STE 100
Austin, TX 78731, USA
Email: privacy@coherence.legal
| Version | Date | Changes |
|---|---|---|
| 1.0 | April 2, 2026 | Initial version. |