SMS Consent & Opt-In Policy
Effective March 31, 2026
Overview
LexMotus is a legal practice management platform used by law firms to manage cases, communicate with clients, and automate workflows. As part of this platform, law firms may send SMS text messages to their clients regarding legal matters. This document explains how consent is collected, documented, and managed.
How Consent Is Collected
End users (law firm clients) provide consent to receive SMS messages through one or more of the following methods:
1. Digital Client Intake Form
When a prospective or existing client completes a law firm's intake form (hosted within LexMotus or on the firm's website), the form includes a phone number field and a clearly labeled checkbox:
The checkbox is not pre-checked. The client must actively select it. The timestamp and IP address are logged in LexMotus for audit purposes.
2. Paper Intake Form or Engagement Letter
Some firms collect consent via their standard paper intake forms or engagement / retainer agreement letters. These documents include a written consent clause such as:
"By providing my mobile phone number and signing below, I consent to receive text messages from [Firm Name] sent through their case management platform (LexMotus) regarding my legal matter. Message frequency varies. Msg & data rates may apply. Text STOP to cancel, HELP for help."
Firm staff record the client's consent status in LexMotus when entering the client's contact information, noting the consent method as "written — intake form" or "written — engagement letter."
3. Verbal Consent (In-Person or Phone)
During initial consultations, phone calls, or in-person meetings, the firm may ask the client:
"We use a secure platform called LexMotus to manage your case. May we send you text message updates about your case to this number? You can opt out at any time by texting STOP. Standard message and data rates may apply."
If the client agrees, the firm staff records the verbal consent in LexMotus with a note including the date, staff member who obtained consent, and method ("verbal — phone" or "verbal — in-person").
4. Text-In / Reply Consent
When a client initiates contact by texting the firm's LexMotus number, they receive an automatic reply:
Continuing the conversation after receiving this message constitutes consent.
First-Message Disclosure
Regardless of how consent was obtained, the first SMS message sent to a client through LexMotus includes the following disclosure appended to the message body:
Consent Records
LexMotus maintains an auditable consent record for each client, including:
- Phone number
- Consent method (digital form, paper form, verbal, text-in)
- Timestamp of consent
- Identity of the person who collected consent (for verbal/paper)
- IP address (for digital forms)
- Opt-out timestamp (if applicable)
Opt-Out Handling
When a client texts STOP, the system:
- Immediately sends a confirmation: "You have been unsubscribed from [Firm Name] SMS messages via LexMotus. No further messages will be sent. Text START to re-subscribe."
- Marks the client's consent status as "opted-out" in LexMotus.
- Blocks all future outbound SMS to that number from the firm.
- Records the opt-out event with a timestamp in the audit log.
Firm staff can also manually mark a client as opted-out within LexMotus at the client's verbal or written request.
HELP Response
When a client texts HELP, they receive:
Message Types
Messages sent through LexMotus are limited to communications related to the client's legal matter, including:
- Case status updates
- Appointment and court date reminders
- Document signature and review requests
- Medical records and provider communication follow-ups
- Settlement and negotiation updates
- Billing and payment reminders
- Responses to client-initiated text conversations
No marketing, promotional, or advertising messages are sent through this program.
Required Disclosures Summary
| Requirement | How We Comply |
|---|---|
| Brand identification | Every message includes "[Firm Name] via LexMotus" |
| Message frequency | "Message frequency varies" disclosed at opt-in and first message |
| Message and data rates | "Msg & data rates may apply" at opt-in and first message |
| Opt-out instructions | "Reply STOP to opt out" at opt-in, first message, and honored on all messages |
| Help instructions | "Reply HELP for help" at opt-in and first message |
| Terms link | lexmotus.com/sms-terms linked at opt-in and first message |
| Privacy policy link | lexmotus.com/privacy linked at opt-in |
Contact
For questions about this policy, contact us at support@lexmotus.com.
See also: SMS Terms of Service · Privacy Policy · Terms of Service