How we handle intake information.
Effective August 24, 2026. This notice describes information CaseClosedFL collects through its website and inbound phone intake, why it is used, how it may be shared, and the choices available to consumers in Florida, California, Arizona, Texas, and New York.
Information you provide
The intake may collect your name, email address, telephone number, street address, city, state, ZIP code, accident type and date, injury and treatment information, representation status, incident narrative, consent selections, and other information you choose to provide.
Automatically collected and attribution information
When an intake is submitted, the server may record the IP address supplied by the trusted deployment proxy, proxy-header source, request user agent, submission time, and a first-party evidence receipt. The browser may also provide a session identifier, page trail, browser and platform, language, time zone, screen dimensions, color depth, touch capability, processor-thread count, approximate device-memory value when supported, and cookie availability. Browser values can be changed or withheld by the browser and are not proof of identity by themselves.
We may also collect the page used to submit an inquiry, referring page, campaign parameters such as UTM values, advertising click identifiers such as GCLID, and related timestamps. These records help us attribute leads, detect abuse, troubleshoot submissions, and maintain compliance records.
Analytics choice and HubSpot tracking
If a visitor selects “Allow analytics,” the site loads HubSpot's analytics script, which may use cookies or similar browser storage to measure visits and device/browser activity. Selecting “Decline analytics” prevents this optional script from loading on that browser. The first-party security and consent evidence created when a person submits an intake is separate from optional analytics and is used to document the requested transaction.
How information is used
Information may be used to operate and secure the intake service, review and qualify an inquiry, respond to the consumer, maintain consent and compliance records, measure marketing performance, prevent fraud or abuse, improve site performance, and evaluate a possible connection with a participating attorney or law firm.
HubSpot CRM processing
Submitted intake information is routed to HubSpot, which CaseClosedFL uses as a customer relationship management platform. Standard address, city, state, and ZIP fields help route the inquiry to the correct participating-provider market. Contact information, intake facts, campaign attribution, lead-scoring information, consent records, and the first-party evidence receipt may be stored in a CRM note so an inquiry can be reviewed and followed up.
Potential sharing with participating legal providers
When an inquiry is considered for a potential attorney match, relevant information may be shared with a participating attorney or law firm so that provider can independently decide whether to contact you, evaluate the matter, or consider representation. Submission does not guarantee a referral, match, case acceptance, or legal representation.
Calls, texts, and TCPA consent
A case-review request includes ordinary permission to review the inquiry and respond through non-automated contact. Prior express consent for automated or prerecorded calls and texts is a separate, optional yes-or-no choice and is not a condition of intake review or a potential attorney connection. CaseClosedFL records the choice even when the consumer declines.
If you opt into automated or prerecorded calls or text messaging, message frequency may vary and message/data rates may apply. You may reply STOP to a text message to request that further texts stop. You may also request that calls or texts stop by emailing [email protected]. Consent records may include the service state, consent version, telephone number provided, exact selection, and timestamp.
Inbound call recordings
Before a Vapi phone intake begins recording, a separate recording-consent prompt asks for verbal permission. If permission is not granted, CaseClosedFL does not retrieve or attach a call recording. When permission is granted and the caller completes a qualified intake, the audio may be retrieved by the server from Vapi's private authenticated recording endpoint and uploaded as a private attachment to the matching HubSpot contact. The call evidence note may include the Vapi call ID, consent type and time, caller number, call end time and reason, and transcript. Vapi's short-lived recording download URL is not stored in HubSpot.
Security and retention
We use reasonable technical and organizational safeguards for website and CRM data, including HTTPS in production and server-side handling of the HubSpot credential. No internet transmission or storage system can be guaranteed completely secure. Records may be retained as reasonably necessary for operations, compliance, dispute resolution, fraud prevention, security, and legal obligations.
Your choices and privacy requests
You may choose not to submit the form. To request access, correction, deletion, or information about an intake record, contact [email protected]. Some records may be retained where reasonably necessary or legally required, including records documenting consent, opt-outs, security events, or compliance.
State privacy notices
Rights and exceptions can depend on the state, the activity, and whether a law applies to the operator or data involved. CaseClosedFL will verify a request before acting on it and will explain if an exception prevents all or part of a request.
Florida
Florida consumers may ask to access, correct, or delete intake information, subject to records CaseClosedFL must retain for consent, opt-out, security, fraud-prevention, or legal obligations.
California
California consumers may request access, correction, deletion, and information about categories of personal information collected, used, or disclosed. They may also ask to opt out of a sale or sharing if an activity is treated that way under California law.
Arizona
Arizona consumers may request access, correction, or deletion of intake information, subject to consent, opt-out, security, fraud-prevention, and other legally necessary records.
Texas
Texas consumers may request access, correction, deletion, or a portable copy of covered personal data and may ask to opt out of covered sale, targeted-advertising, or profiling activity where applicable.
New York
New York consumers may request access, correction, or deletion of intake information, subject to records retained for consent, opt-out, security, fraud-prevention, and legal obligations.
Do Not Call and communication preferences
CaseClosedFL honors applicable opt-out and do-not-call requirements. A consumer who asks not to receive further calls or texts is placed on the appropriate internal suppression list. A later request for information does not automatically erase a prior opt-out; new automated contact requires a new legally sufficient consent where required.
Children
This service is intended for adults seeking information about accident and injury matters. It is not directed to children. Do not submit information about a minor unless you are legally authorized to act for that person.
Not legal or medical confidentiality
Submitting information to CaseClosedFL does not create an attorney-client relationship, and CaseClosedFL is not a medical provider. Do not use the site for emergencies or assume information submitted before an attorney relationship exists is protected by attorney-client privilege.
Changes to this notice
We may update this notice as the service, vendors, communications practices, or legal requirements change. The effective date at the top should be updated when material revisions are made.