Frequently asked questions
The questions partners, practice managers and IT providers ask most — answered plainly. If yours isn't here, ask us directly.
Where is our data hosted?
MatterPilot is hosted on Microsoft Azure in the United Kingdom. Application data, audio recordings and documents are stored in Azure services in UK regions, and AI processing runs through Azure-hosted services in the UK.
Is our data used to train AI models?
No. AI processing runs through Azure-hosted services under Microsoft's enterprise terms — prompts and outputs are not used to train public AI models, and nothing is sent to consumer AI tools.
Which AI services process our data?
Azure AI Speech performs transcription and the Azure OpenAI Service performs text analysis and drafting, both through deployments MatterPilot operates in its own Azure subscription. Document conversion, comparison and bundling run in-process inside the platform and don't leave it.
Do you have a Data Processing Agreement?
Yes — our template DPA with UK GDPR Article 28 processor terms is published in the resources section for your review, alongside the Data Protection & Security Overview and Sub-processor List.
Who are your sub-processors?
Deliberately few: Microsoft Azure services in the United Kingdom. The full published Sub-processor List sets out each service, what it processes and its region. We don't use third-party email marketing, analytics or AI intermediaries to process firm data.
How is our firm's data kept separate from other firms?
Separation is enforced in the data layer: every read and write of business data carries the acting firm's identity as a database-level predicate, not just an application-code check, so one firm's users cannot reach another firm's records.
Can we control who can use what?
Yes, at three levels: role-based access across the platform, per-module switches your firm's admin controls, and per-user permission levels within a module — from full access down to read-only or denied.
Do you support multi-factor authentication?
Yes. MFA is available to every account, with administrator-managed reset. There is no public self-registration — accounts are only ever created by administrators.
How does licensing work?
Your firm is on a plan that bundles modules, and licences come as blocks of seats. Seats are assigned automatically as users are created, and a user without a seat can't sign in. Pricing is configured per firm — see the pricing page.
Do we have to review everything the AI produces?
Yes, and that's deliberate. Every AI output — transcripts, notes, summaries, actions, draft letters and emails — is a draft with its own review status in the product. A person responsible for the matter signs work off; the AI never does.
Can we share files securely with clients?
Yes. The secure exchange in Document Tools sends clients time-limited, password-protected links with capped unlock attempts and full revocation — no client accounts or portals needed.
Do we need special hardware for dictation?
No — dictation records in the browser on standard hardware. If your fee earners already use Philips SpeechMike devices, the buttons and foot controls work with MatterPilot too.
How do we get started?
Request a demo and we'll walk through your firm's own workflows — most firms start with one module that hurts the most (usually dictation) and widen from there. Pricing is quoted per firm based on size and modules.