Lawgik - Privacy Policy

1. Information We Collect and How We Collect It

We collect two primary types of information: Personal Data (related to the firm’s users) and Customer Case Data (related to your legal cases and clients).

1.1 Personal Data (Related to Users and Billing)

This is information required to set up and manage your Lawgik account:

• Account Setup and Billing Data: Names, professional email addresses, phone numbers, job titles, firm name (Codeone by Zero Labs LLP is the controller of this data), and encrypted payment details (collected via a secure third-party processor).
• Technical and Usage Data: Information collected automatically when you access the Service, including IP address, device type, operating system, browser type, login dates/times, and the features you interact with. This data helps us ensure system security and functionality.
• Communications: Records of correspondence, support tickets, and feedback exchanged between you and Lawgik personnel.

1.2 Customer Case Data (Related to Client Files)

This is the confidential, highly sensitive data you upload, for which your firm is the primary Data Controller and Lawgik is the Data Processor.

• Client Personally Identifiable Information (PII): Names, addresses, contact details, dates of birth, and any other personal identifiers of clients, related parties, or opposing parties relevant to a case.
• Case Specifics: Court names, case numbers, filing dates, hearing schedules, legal notes, strategic documents, correspondence, and evidence.
• Document Uploads: All PDF files, text documents, images, and other attachments uploaded to a case file.

2. Our Legal Basis and How We Use Information

2.1 To Provide the Service (Contractual Necessity)

We use your data for the following purposes:

• To create, manage, and secure your firm’s user accounts.
• To facilitate Admin Case Assignment and Monitoring and team collaboration within the platform.
• To process billing and payment information for subscription fees.
• To enable features like Dynamic Reminders and Invoice Generation.
• To provide necessary customer support and technical assistance.

2.2 To Maintain and Improve the Platform (Legitimate Interests)

We use technical data (anonymized where possible) to:

• Monitor system performance and security, including preventing fraud and ensuring network safety.
• Analyze usage patterns to improve the user experience and develop new features, such as enhancing Fantastic Analytics and Reports.

3. Data Security and Protection

We implement robust administrative, technical, and physical safeguards to protect all information, particularly the highly sensitive Customer Case Data, against unauthorized access, destruction, loss, alteration, or disclosure.

• Encryption: Data is protected using industry-standard encryption protocols both in transit (using SSL/TLS) and at rest (within our secure cloud infrastructure).
• Access Controls: Access to Customer Case Data by Lawgik personnel is strictly limited to authorized staff on a need-to-know basis and is only permitted for necessary maintenance, support, or security monitoring, subject to written agreements of confidentiality.
• Data Location: All data is stored on secure, professional-grade cloud servers.

4. Disclosure and Sharing of Your Information

Lawgik does not sell or rent your Personal Data or Customer Case Data to third parties. We only share information in the following limited circumstances:

• With Your Consent/Instruction: When you explicitly authorize sharing (e.g., integrating with a payment gateway, enabling SMS/WhatsApp Integration).
• To Sub-processors: We may share data with trusted third-party vendors and service providers (sub-processors) who perform functions necessary to deliver the Service, such as:
  • Cloud hosting providers (e.g., AWS, Google Cloud).
  • Payment processors (for billing).
  • Security and analytics services (bound by strict confidentiality).
• For Legal Reasons: If required by law, subpoena, court order, or governmental regulation, we will disclose information as required. We will attempt to notify the affected firm unless legally prohibited from doing so.
• Business Transfers: In the event of a merger, acquisition, sale of assets, or bankruptcy, user and case data may be transferred to the successor entity, provided they agree to adhere to this Privacy Policy.

5. Data Retention and Your Rights

5.1 Data Retention

We retain Personal Data and Customer Case Data only for as long as your firm maintains an active Lawgik account and for a limited time thereafter as necessary to comply with our legal obligations, resolve disputes, or enforce our agreements. Upon account termination, your Customer Case Data is permanently deleted within a reasonable period, subject to backup cycles and regulatory requirements.

5.2 Your Rights

As a user of Lawgik, you and your firm have the right to:

• Access the Personal Data we hold about you.
• Rectify any incomplete or inaccurate Personal Data (subject to legal retention requirements).
• Request Deletion of your Personal Data (subject to legal retention requirements).
• Portability of your Personal Data in a machine-readable format.
• Object to the processing of your data for certain purposes.

To exercise these rights regarding your Personal Data, please contact us using the details below. For rights concerning Customer Case Data, your firm, as the Data Controller, is responsible for managing these requests from your clients.

6. Changes to This Policy and Contact Us

6.1 Changes to the Policy

We reserve the right to update or modify this Privacy Policy at any time. We will notify all users of any significant changes by posting the new policy on our website and updating the "Effective Date" at the top of this document. We may also notify you via email or in-app notification. Your continued use of the Service after any changes constitutes your acceptance of the revised policy.

6.2 Contact Us

If you have questions or concerns regarding this Privacy Policy, please contact our Privacy Compliance Team: