Privacy Policy

Effective Date: February 6, 2026

LegalFlow ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our SaaS application (the "Service"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site.

1. WHO WE ARE

1.1. Data Controller. For the purpose of the General Data Protection Regulation (GDPR), LegalFlow is the Data Controller for the personal information we collect about you as a user (e.g., your registration details, billing information).

1.2. Data Processor. With respect to the case data, client documents, and evidence files you upload to the platform ("Client Data"), LegalFlow acts as the Data Processor. You, the subscriber, are the Data Controller of such information, and we process it solely in accordance with your instructions and the Terms of Service.

2. THE DATA WE COLLECT

We may collect, store, and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data: includes first name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Data: includes billing address, delivery address, email address and telephone numbers.
  • Financial Data: includes bank account and payment card details. Note: We do not store full credit card numbers; these are tokenized via our payment processor, Stripe.
  • Transaction Data: includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data: includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Usage Data: includes information about how you use our website, products and services (e.g., time spent on specific case files, logs of actions).
  • Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • apply for our products or services;
    • create an account on our website;
    • subscribe to our service or publications;
    • request marketing to be sent to you;
    • enter a competition, promotion or survey; or
    • give us some feedback.
  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Performance of Contract: Where we need to perform the contract we are about to enter into or have entered into with you (i.e., providing access to the LegalFlow platform).
  • Legitimate Interest: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This includes fraud prevention, network security, and improving our services.
  • Legal Obligation: Where we need to comply with a legal or regulatory obligation (e.g., tax reporting, responding to court orders).

5. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

  • Internal Third Parties: Other companies in the LegalFlow Group acting as joint controllers or processors.
  • External Third Parties:
    • Service providers acting as processors based in the EU and US who provide IT and system administration services (e.g., AWS for hosting, Stripe for payments, SendGrid/SES for email).
    • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
    • Regulators and other authorities acting as processors or joint controllers based in France and the EU who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. INTERNATIONAL TRANSFERS

Some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe (Standard Contractual Clauses).

7. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Specific technical measures include:

  • AES-256 Encryption: All sensitive data at rest is encrypted.
  • TLS 1.2/1.3: All data in transit is encrypted.
  • 2FA/MFA: Multi-factor authentication support for all user accounts.

8. DATA RETENTION

8.1. How long will you use my personal data for? We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

8.2. Account Deletion. If you request account deletion, your personal data will be removed from our active databases within 30 days. However, certain data may be retained in our backup systems for up to 90 days before being completely overwritten, in accordance with our disaster recovery policies.

9. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at privacy@yourdomain.com.

10. COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

End of Privacy Policy.