Introduction

Data enrichment is a powerful tool that enhances the quality and completeness of organisation data within Matters.Cloud. By enriching client and organisation records with additional insights, law firms can improve their decision-making, optimise client interactions, and foster stronger relationships. Enhanced data leads to a more comprehensive understanding of clients, allowing firms to tailor their services and communications effectively.

This article outlines how Matters.Cloud implements data enrichment through secure processes while prioritising data privacy and security.

Note: Automatic contact creation and the enrichment of company data features are available exclusively to users of Matters.Cloud with an advanced license. If you are interested in upgrading your license or learning more about these features, please contact our support team for assistance.

Automatic Contact Capture via Matters.Cloud for Outlook

Matters.Cloud for Outlook streamlines the process of capturing contacts when filing emails to popular document management services, including NetDocuments, OneDrive for Business, Dropbox, Google Drive, or Docmoto.

• Email Processing: As each email is processed, contacts listed in the "From," "To," and "CC" addresses are automatically added to the Matters.Cloud system.
• Linking Contacts: New contacts are linked to existing client or organisation records based on the associated domain. Additionally, they are connected to related matters depending on where the user files the email.
• Creating New Organisations: If a new contact has an email address that includes a domain not previously recorded in the system, Matters.Cloud will create a new organisation record if publicly available information exists for that domain. This process ensures that all relevant contacts and organisations are systematically captured and enriched, facilitating better data management and client engagement.

Name to Domain Lookup Feature with Clearbit API

When an organisation is created within Matters.Cloud without an accompanying domain name, our system initiates a secure connection to Clearbit’s Name-to-Domain API, which performs a reverse lookup based on the organisation’s name. It’s important to note that only the name entered for the client is sent to the Clearbit API. No other identifying information—such as phone numbers, contacts, matter names, or email addresses—is transmitted.

The Clearbit API is utilised only when a domain is not added to the system, either via user input or when extracted from Matters.Cloud for Outlook. If a domain match is found, Matters.Cloud automatically associates this domain with the organisation record.

• Security & Privacy: The API call to Clearbit only transmits the client’s name and does not share any other identifying information or metadata related to clients, organisations, or individuals within the Matters.Cloud system. All data transmitted follows secure protocols.
• Trusted Sub-processor: Clearbit has been carefully selected as an approved sub-processor. You can review Clearbit’s commitment to data privacy and their data processing protocols on their Trust & Compliance page.

Additional Enrichment via Abstract API

Once a domain has been added to an organisation, the Abstract API enriches this data with publicly available information, such as LinkedIn URLs and high-level descriptions. This data can help firms better understand and engage with their clients but remains limited to non-personal, publicly available information.

• No Sharing of Personal Data: Matters.Cloud does not share sensitive data such as phone numbers, addresses, individual contact names, matter names, or other private details with the Abstract API.
• GDPR Compliance: The Abstract API strictly follows GDPR standards for data processing. Further details on their data privacy measures can be found on their Trust and Compliance page.

Client Logo Integration with Logo.dev

In addition to our data enrichment features, Matters.Cloud utilises Logo.dev to display client logos dynamically within the platform. This integration enhances the visual representation of client relationships, providing law firms with a more engaging interface.

• How It Works: When a client organisation is created or updated, Matters.Cloud automatically fetches the corresponding logo from the Logo.dev service. This service offers a library of logos based on domain names, ensuring that the correct branding is associated with each client.
• Security Considerations: The integration with Logo.dev is performed over a secure connection, and no sensitive or personal data is transmitted during this process. The service focuses solely on publicly available logo assets, ensuring compliance with data privacy regulations.
• Benefits: By displaying client logos, Matters.Cloud helps firms establish a stronger brand presence and recognition, making it easier to identify clients and build rapport during interactions.
• Privacy Policy: You can review Logo.dev’s commitment to data privacy and security in their Privacy Policy.

Optional Integration of News Feeds

Matters.Cloud offers the optional integration of news feeds via either Google or Webz.io, providing firms with valuable insights into their clients’ activities. This feature performs a secure search based on the client name to present recent articles and news that may be of interest to the professionals working with the client.

• How It Works: When enabled, Matters.Cloud performs a search using the client name to retrieve relevant news articles and updates. This allows users to stay informed about their clients and their industries, enhancing engagement and service delivery.
• Secure Access: The integration ensures that all searches are conducted securely, protecting sensitive information while providing access to publicly available news sources.
• Trust Sites: You can review Google News's Privacy Policy and Webz.io's Trust & Compliance page for more information on their data privacy practices.

Commitment to GDPR and Data Privacy

Matters.Cloud prioritizes data security, strictly adheres to GDPR compliance, and employs a range of safeguards to protect firm and client data. Matters.Cloud's commitment to data privacy is outlined in our Data Processing Addendum, which details our policies on data handling, security, and the role of approved sub-processors like Clearbit, Abstract API, Logo.dev, and news feed integrations.

Key Points

• No Personal Identifying Data is shared with Clearbit, Abstract API, Logo.dev, or news feed integrations.
• All Data is Transmitted Securely using industry-standard encryption protocols.
• GDPR Compliance: All third-party services utilised are fully compliant with GDPR and follow stringent data privacy standards.

If you have any further questions or concerns about the data enrichment process or the integration of client logos and news feeds, please reach out to our support team.