Legal Office Privacy Policy

Version: 1.0

Last update: January 14, 2022


How we protect your privacy

On legaloffice.app and when you use our services

Legal Office offer many services to help you run your law firm. As part of running those services we collect data about you and your business. This data is not only essential to run our services, but also critical for the safety of our services and all our users.
 This policy explains what information is collected, why it is collected, and how we use it.

Information we collect

Most of the personal data we collect is directly provided by our users when they register and use our services. Other data is collected by recording interactions with our services.

Account & Contact Data: When you register on our website to use one of our products, or to subscribe to one of our services (Legal Office Online, Free Trial, Legal Office Apps, etc.), or fill in one of our contact forms, you voluntarily give us certain information. This typically includes your name, company name, email address, and sometimes your phone number, postal address (when an invoice or delivery is required),your business sector and interest in Legal Office, as well as a personal password.
 We never record or store credit card information from our customers, and always rely on trusted third-party PCI-DSS-compliant payment processors for credit card processing, including for recurring payment processing.

Browser Data: When you visit our website and access our online services, we detect and store your browser language and geolocation in order to customize your experience according to your country and preferred language. Our servers also passively record a summary of the information sent by your browser for statistical, security and legal purposes: your IP address, the time and date of your visit, your browser version and platform, and the web page that referred you to our website.
 Your browser may also be used to store and retrieved your current session data, with the help of a session cookie.

Customer Databases: When you subscribe to an Legal Office Cloud service and create your own Legal Office database (for example by starting a Free Trial), any information or content you submit or upload into your database is your own, and you control it fully.
 Similarly, when you upload an on-premises database to the Legal Office Upgrade website, you own the data in it.
 This data will often include personal information, for example: your list of employees, your contacts and customers, your messages, pictures, videos, etc. We only ever collect this information on your behalf, and you always retain ownership and full control on this data.

The other sections of this Policy explain:

  • how we process this data,

  • how long we keep it,

  • and how you can access or request deletion of this data

  • and which third-party service providers are involved.

How we use this information

Account & Contact Data: We use your contact information in order to provide our services, to answer your requests, and for billing and account management reasons. We may also use this information for marketing and communication purposes (our marketing messages always come with a way for you to opt-out at any time). We also use this data in aggregated/anonymised form in order to analyze service trends.
 If you have registered to participate in an event published on our website, we may transfer your name, email address, phone number and company name to our local organizer and to the sponsors of the event for both direct marketing purposes and in order to facilitate the preparations and booking for the event.
 If you have expressed interest in using Legal Office or otherwise asked to be contacted by an Legal Office service provider, we may also transfer your name, email address, phone number and company name to one of our official Partners in your country or region, for the purpose of contacting you to offer their local assistance and services.

Browser Data: This automatically recorded data is anonymously analyzed in order to maintain and improve our services.
 We will only correlate this data with your personal data when required by law or for security purposes, if you have violated our Acceptable Use Policy.

Customer Database: We only collect and process this data on your behalf, in order to perform the services you have subscribed to, and based on the instructions you explicitly gave when you registered or configured your service and your Legal Office database.
 Our Helpdesk staff and engineers may access this information in a limited and reasonable manner in order to solve any issue with our services, or at your explicit request for support reasons, or as required by law, or to ensure the security of our services in case of violation of our Acceptable Use Policy in order to keep our services secure.

Accessing, Updating or Deleting Your Personal Information

Account & Contact Data: You have the right to access and update personal data you have previously provided to us. You can do so at any time by connecting to your personal account on legaloffice.app. If you wish to permanently delete your account or personal information for a legitimate purpose, please contact our Helpdesk to request so. We will take all reasonable steps to permanently delete your personal information, except when we are required to keep it for legal reasons (typically, for administration, billing and tax reporting reasons).

Customer Database:You can manage any data collected in your databases hosted on legaloffice.app at any time, using your administration credentials, including modifying or deleting any personal data stored therein.
 At any time you can export a complete backup of your database via our control panel, in order to transfer it, or to manage your own backups/archive. You are responsible for processing this data in compliance with all privacy regulations.
 You may also request the deletion of your entire database via your control panel, at any time.
 When you use the Legal Office Database Upgrade service, your data is automatically deleted after your upgrade was successfully completed, and may also be deleted upon request from you.

Security

We realize how important and sensitive your personal data is, and we take a great number of measures to ensure that this information is securely processed, stored and preserved from data loss and unauthorized access. Our technical, administrative and organizational security measures are described in details in our Security Policy.

Third Party Service Providers / Subprocessors

In order to support our operations we rely on several Service Providers. They help us with various services such as payment processing, web audience analysis, cloud hosting, marketing and communication, etc.

Whenever we share data with these Service Providers, we make sure that they use it in compliance with Data Protection legislation, and that the processing they carry out for us is limited to our specific purpose and covered by a specific data processing contract.

Below is a list of the Service Providers we are currently using, why we use them, and what kind of data we share with them.

A. Subprocessors

These third-party service providers are processing data for which Legal Office is Controller or Processor, on behalf of Legal Office.

Subprocessors

Purpose

Shared Data

Digital Ocean

Infrastructure and hosting of Legal Office.com,  DDOS Protection.

Currently hosted by Digital Ocean: Production data from Legal Office.com and its affiliate services, including Legal Office Online (SaaS) Customer Databases, and the Legal Office Database Upgrade services, including Customer databases currently being upgraded; Backup data for all Legal Office cloud services.

Google Cloud EMEA Ltd

Privacy & Security

Infrastructure and hosting of Legal Office.com (production + backups), Legal Office SaaS (production + backups), Legal Office.SH (production + backups), DDOS Protection.

Currently hosted by Google: Production data from Legal Office.com and its affiliate services, including Legal Office Online (SaaS) and Legal Office.SH (PaaS) Customer Databases and the Legal Office Database Upgrade services, including Customer databases currently being upgraded; Backup data for all Legal Office cloud services.

 

B. Third-party Processors and Controllers

These third-party service providers are processing data for which Legal Office is a Controller, as Processors, on behalf of Legal Office, or they are receiving such data as Controllers, for the specific purpose of performing the services they have been contracted to provide.

Service Provider

Purpose

Shared Data

Stripe

(PCI-DSS compliant)

Privacy & Security

Payment processing on Legal Office.com.

Shared with Stripe: Order details (amount, description, reference), Customer name and email.

Only stored by Stripe: credit card info.

Google Analytics

Privacy & Security

Types of cookies

Anonymous website audience analysis.

Opt-out

Shared with Google Analytics: Non-personal browser data, anonymized IP, geolocation info, language (no identifiable information).

CloudFlare

Security & Privacy

Cookie Policy

Distributed caching of static resources and images of Legal Office.app.

Used by CloudFlare: Browser and device characteristics, CloudFlare cookies.

Data Retention

Account & Contact Data: we will only retain such data as long as necessary for the purpose for which it was collected, as laid out in this policy, including any legal retention period, or as long as necessary to carry out a legitimate and reasonable promotion of our products and services.

Browser Data: we may retain this data for a maximum of 12 months, unless we need to keep it in relation with a legitimate concern related to the security or performance of our services, or as required by law. Any server-side session information is kept only for 3 months when it is actively used, otherwise it is discarded after 7 days.

Customer Database: we will only retain this data as long as necessary for providing the services you subscribed to. For databases hosted on the Legal Office Cloud, if you cancel the service your database is kept deactivated for 3 weeks (the grace period during which you can change your mind), and then destroyed.

 Safety Retention Period: As part of our Security Policy, we always try to preserve your data from accidental or malicious deletion. As a result, after we delete any of your personal information (Account & Contact Data) from our database upon request from you, or after you delete any personal information from your database (Customer Database), or if you delete your entire database, it is not immediately deleted from our backup systems, which are secured and inalterable. The personal data could remain stored for up to 12 months in those backups, until they are automatically destroyed.
 We commit not to use those backup copies of your deleted data for any purpose except for maintaining the integrity of our backups, unless you or the law require us to do so.

Physical Data Location / Data Transfers

Hosting Services

Hosting Locations: customer databases are hosted in the Legal Office Cloud Region closest to where they are based:

  • americas 

  • asia 

  • europe 

 Backup Locations: backups are replicated on multiple continents in order to meet our Disaster Recovery objectives.

Legal Office Database Upgrade Locations: Customer databases are upgraded on their current hosting locations (see above).

International Staff
 
In some cases, the personal data mentioned in this Privacy Policy may be accessed by staff members of Legal Office subsidiaries in other countries. Such access will always be done for the same purposes and with the same privacy and security precautions as if it was done by our own local staff, so all the guarantees we provide still apply.


Third Party Disclosure

Except as explicitly mentioned above, we do not sell, trade, or otherwise transfer your personal data to third parties. We may share or disclose aggregated or de-identified information, for research purposes, or to discuss trends or statistics with third-parties.

Cookies

Cookies are small bits of text sent by our servers to your computer or device when you access our services. They are stored in your browser and later sent back to our servers so that we can provide contextual content. Without cookies, using the web would be a much more frustrating experience. We use them to support your activities on our website, for example your session (so you don't have to login again) or your shopping cart.

Cookies are also used to help us understand your preferences based on previous or current activity on our website (the pages you have visited), your language and country, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

We also use third-party services such as Google Analytics, who set and use their own cookies to identify visitors and provide their own contextual services.

Here is an overview of the cookies that may be stored on your device when you visit our website:

Here is an overview of the cookies that may be stored on your device when you visit our website:

Category of Cookie

Purpose

Cookies

Session & Security

Authenticate users, protect user data and allow the website to deliver the services users expect, such as maintaining the content of their cart, or allowing file uploads.

 

The website will not work properly if you reject or discard those cookies.

session_id (Legal Office)

fileToken (Legal Office)

__cfduid (CloudFlare)

Preferences

Remember information about the preferred look or behavior of the website, such as your preferred language, region and timezone. Your experience may be degraded if you discard those cookies, but the website will still work.

frontend_lang (Legal Office)

Legal Office_no_push (Legal Office)

tz (Legal Office)

Interaction History

Used to collect information about your interactions with the website, the pages you've seen, and any specific marketing campaign that brought you to the website. We may not be able to provide the best service to you if you reject those cookies, but the website will work.

im_livechat_history (Legal Office)

im_livechat_previous_operator_pid (Legal Office)

utm_campaign (Legal Office)

utm_source (Legal Office)

utm_medium (Legal Office)

fs_uid (FullStory)

Advertising & Marketing

Used to make advertising more engaging to users and more valuable to publishers and advertisers, such as providing more relevant ads when you visit other websites that display ads or to improve reporting on ad campaign performance.

 

Note that some third-party services may install additional cookies on your browser in order identify you.

 

__gads (Google)

__gac (Google)

_fbp (Facebook)

Analytics

Understand how visitors engage with our website, via Google Analytics. Learn more about Analytics cookies and privacy information.

 

The website will still work if you reject or discard those cookies.

_ga (Google)

_gat (Google)

_gid (Google)

_gac_* (Google)

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. Each browser is a little different, so look at your browser's Help menu to learn the correct way to modify your cookies, or look at the links below.

Policy Updates

We may update this Privacy Policy from time to time, in order to clarify it, to reflect any changes to our website, or to comply with legal obligations. The "Last Updated" mention at the top of the policy indicates the last revision, which is also the effective date of those changes.