Information We Collect For Platform And Enquiries
We collect personal information that is needed to assess enquiries, deliver onboarding and operate document automation, matter management and e-discovery services. This may include names, work contact details, firm details, matter references, user roles, uploaded documents and technical logs linked to platform use.
Depending on the service, we may also process evidence files, template content, workflow settings and access records. Where a firm sends information about clients, opposing parties or witnesses, that information is handled as part of the service instructions provided to us.
- Contact details and firm identity information
- User account and permission data
- Documents, evidence files and matter metadata
- Security and access logs connected to system use
How We Use Personal Information In Practice
We use personal information to set up accounts, configure workflows, migrate data, support training and keep matter records organised. It is also used to manage support requests, verify access, maintain audit trails and protect the security of hosted environments and document stores.
We process information only for legitimate business purposes linked to legal-tech services and internal administration. Where required, we may also use information to meet legal obligations, respond to formal requests or protect our systems from unauthorised access and misuse.
- Implementation Planning and Template Builds
- Workflow Configuration and Permissions Setup
- User Training, Admin Training and Go Live Support
- Health Checks, Incident Response and Secure Hosting Setup
Lawful Basis, Consent And Firm Instructions
We process personal information under POPIA on a lawful basis that is appropriate to the context, including consent where needed, contract performance, legitimate interests and legal obligation. For law firm matters, the firm usually acts as the responsible party for the information it instructs us to process.
Where a firm provides us with matter data, evidence or other client-related records, we act under that firm’s instructions and the agreed service scope. We do not use that information for unrelated purposes, and we do not disclose it except as set out in this policy or required by law.
Sharing With Service Providers And Security Controls
We may share personal information with carefully selected service providers that support hosting, secure storage, maintenance, communications and system administration. These providers are used only where needed for service delivery and are expected to apply suitable confidentiality and security measures.
We use access control, role-based permissions and other technical measures to reduce unauthorised use, loss or alteration of information. Security logs may be retained so that we can monitor access and investigate incidents affecting the platform or hosted documents.
- Limited access based on user role and job function
- Controlled administrative permissions for support tasks
- Monitoring for suspicious access or unusual activity
- Confidential handling of evidence and matter files
Retention, POPIA Rights And Record Management
We keep personal information only for as long as it is needed for the purpose collected, for contractual support, legal compliance, dispute handling or record-keeping requirements. When information is no longer required, we take reasonable steps to delete, de-identify or archive it securely.
Under POPIA, individuals may have rights to access, correct, object to certain processing or request further information about how their data is handled. Requests should be made through the enquiry form on our contact page so that we can verify the request and route it to the correct team.
Cross-Border Access, Cookies And Policy Updates
Some information may be accessed or stored through systems that involve service providers outside South Africa. Where that happens, we take steps to ensure appropriate safeguards are in place and that the handling remains aligned with POPIA expectations.
Our site and systems may use cookies or similar tools for basic functionality, security and usage measurement. We may update this policy from time to time to reflect changes in our services, legal obligations or technical controls, and the revised version will apply from the date it is published.
- Hosted systems may involve cross-border processing
- Cookies may support security and session control
- Policy updates may reflect legal or operational changes
- Updated terms apply once published