Version 1.0 | Last updated 5 September 2022
We also make available access to our secure client platform and services via our Website and other interfaces that we provide (the “Lawcadia Platform“), where we act as a processor on behalf of clients or law firms in respect of Personal Data that we Process on the Lawcadia Platform. This Privacy Notice does not cover the processing of personal data on the Lawcadia Platform. You should consult the privacy notices of the client or law firm if you wish to understand how they use the personal data that we process on their behalf on our Lawcadia Platform.
We recommend that you read this Privacy Notice in full to ensure you are fully informed. However, if you only want to access a particular section of this Privacy Notice, then you can click on the relevant link above to jump to that section.
If you do not live in the European Economic Area (EEA), the United Kingdom or Switzerland this privacy notice www.lawcadia.com/privacy-policy will apply.
If you have any questions or concerns about our use of your personal information, then please contact us using the contact details under the “How to contact us” heading below.
Table of contents
- What does Lawcadia do?
- What personal information does Lawcadia collect and why?
- Who does Lawcadia share my personal information with?
- Legal basis for processing personal information
- Cookies and similar tracking technology
- How does Lawcadia keep my personal information secure?
- International data transfers
- Data retention
- Your data protection rights
- Updates to this Privacy Notice
- How to contact us
1. What does Lawcadia do?
Lawcadia provides a cloud-based platform for in-house legal teams and law firms to use for matter management, email and document management, legal intake and triage, and legal spend management, as well as providing law firms with the ability to create regulatory workflows and client intake workflows and collaborate with clients. We are a registered UK company, with a head office in Australia and employees in the United Kingdom, Australia and the Philippines.
For more information about Lawcadia, please see the About Us section of our Website.
Return to top
2. What personal information does Lawcadia collect and why?
The personal information that we may collect about you broadly falls into the following categories:
Information that you provide
Certain parts of our Website may ask you to provide personal information.
Marketing Data
We may ask you to provide your contact details including your name, email, organisation and phone number to subscribe to marketing communications from us, and/or to submit enquiries to us (“Marketing Data“). Where you engage with us via a social media service and send correspondence to our social media we will also collect personal information shared in this way. Please note that the social media company will also handle your personal information for its own purposes and these sites will have their own privacy notices.
Customer services information
You may choose to provide us with additional information when you contact us about our services or otherwise interact with us (“Customer Service Data“). For example, you may report a problem with our Website or services and may send us screenshots of errors that you received and any other documentation that would be helpful in resolving the issue.
Call information
Where you contact us via email, phone or chat we may monitor or record calls you make in certain circumstances (“Communications Data“). For example, calls to us may be monitored and recorded for training and customer service purposes and we may retain records from chat functions on our Website.
Information that we collect automatically
When you visit our Website, we collect certain information automatically from your device. In some countries, including countries in the European Economic Area and UK (together, “Europe“), this information may be considered personal data under applicable data protection laws.
Specifically, the information we collect automatically will include information such as your IP address, top level domain name, the browser you use, and broad geographic location (e.g. country or city level location) (“Device Data“). We also collect information about how your device has interacted with our Website including the date and time of your visit, the pages you accessed and documents you downloaded (if applicable), the length of your visit, the previous site you visited, the search terms that you used to find our Website from search engines including Google and Bing, and if you’ve visited our Website before, (collectively, “Technical Data“).
Collecting this information enables us to better understand the visitors who come to our Website, where they come from and what content on our Website is of interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our Website for our visitors.
Some of this information is collected using cookies and similar tracking technology, as explained further under the heading “Cookies and similar tracking technology” below and in our separate cookie notice and as detailed in the cookie preferences in our consent management platform.
Information that we obtain from third party sources
From time to time, we receive personal information about you from third party sources (including your employer or other users of our Website, where they designate you as a contact for billing purposes on your company account, or where you have a customer support issue) but only where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.
The types of information we collect from third parties includes Contact Data and we use the information we receive from these third parties for client management purposes. In general, we will use the personal information we collect from you only for the purposes described in this Privacy Notice or for purposes that we explain to you at the time we collect your personal information. However, we may also use your personal information for other purposes that are compatible with the purposes we have disclosed to you if and where this is permitted by applicable data protection laws. You can request further information about the compatibility of other purposes upon request.
Return to top
3. Who does Lawcadia share my personal information with?
We share your personal information with the following categories of recipients:
Law firms and clients, for the purposes of providing on-boarding, support and verification;
our group companies, who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of our Website, or who otherwise process personal information for purposes that are described in this Privacy Notice;
third party services providers and partners who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of our Website, or who otherwise process personal information for purposes that are described in this Privacy Notice.
third-party services when you use third-party services linked through our Website and the providers of those services or products receive the information about you that you or others share with them. For example, if you interact with a third-party service through our Website (for example, via a weblink), technical information showing that the request comes from our Website, will be shared with the provider of such service or products. Please note that when you use third-party services, their own terms and privacy policies will govern your use of their services and products;
any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
an actual or potential buyer (and its agents and advisers) in connection with any actual or proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Notice; or
any other person with your consent to the disclosure.
Return to top
4. Legal basis for processing personal information
Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
We have set out a description of all the ways we will use your personal data and which of the legal bases we rely on to do so, in the table below.
In certain situations, we require your data to pursue our legitimate interests in a way which is reasonable for you to expect as part of the running our business and which does not materially affect your rights and freedoms. We have identified below what our legitimate interests are.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey | (a) Contact Data | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To provide customer support | (a) Contact Data (b) Customer Service Data (c) Communications Data | (a) Performance of a contract with you (b) Necessary for our legitimate interests (for running our business, provision of administration and IT services) |
| To administer and protect our business and this Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Contact Data (b) Customer Service Data (c) Device Data (d) Technical Data | (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To deliver relevant Website content to you and measure or understand the effectiveness of the advertising we serve to you | (a) Contact Data (b) Device Data (c) Technical Data | (a) Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences | (a) Device Data (b) Technical Data | (a) Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | (a) Contact Data | (a) Necessary for our legitimate interests (to develop our products/services and grow our business) (where consent is not required by marketing laws) |
| To contact customers and prospective customers about products, services, sector developments and events we think may be of interest to you | (a) Contact Data | (a) If required by marketing laws, we seek consent before sending marketing materials to individuals and in such cases consent is our lawful basis for sending marketing to you. |
When we process your information based on your consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on such consent before it is withdrawn. To exercise your rights, see ‘Your data protection rights’ section of this Privacy Policy.
To obtain further information about how we balance our legitimate interests against your rights and freedoms where applicable, please contact us using the contact details provided under the “How to contact us” heading below.
Return to top
Return to top
7. International data transfers
In some cases your personal information is transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country.
Specifically, our Website servers are located in the United Kingdom and Australia, and our group companies and third party service providers and partners operate around the world including Australia, UK and the U.S. This means that when we collect your personal information we will process it in any of these countries.
Where we transfer your personal information to countries and territories outside of the European Economic Area and the UK, which have been formally recognised as providing an adequate level of protection for personal information, we rely on the relevant “adequacy decisions” from the European Commission and “adequacy regulations” from the Secretary of State in the UK.
Where the transfer is not subject to an adequacy decision or regulations, we take steps to ensure that appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice.
Return to top
8. Data retention
We retain the personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements). In certain circumstance, we will need to keep your information for legal reasons after our contractual relationship has ended. The specific retention periods depend on the nature of the information and why it is collected and processed and the nature of the legal requirement. For example, we maintain a suppression list of email addresses for marketing purposes, and we will retain such information as required to ensure we do not send any further marketing communications to the email addresses or contact details included on our suppression list.
When we have no ongoing legitimate business need or legal reason to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Return to top
9. Your data protection rights
Depending on your location, you may have the following data protection rights. To exercise any of them see specific instructions below or contact us using the contact details provided under the “How to contact us” heading below.
You may access, correct, update or request deletion of your personal information.
You can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information.
You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you. To opt-out of other forms of marketing (such as postal marketing or telemarketing), then please contact us.
If we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
You have the right to complain to a supervisory authority about our collection and use of your personal information. For more information, please contact your local supervisory authority. Certain supervisory authorities may require that you exhaust our own internal complaints process before looking into your complaint.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
Return to top
10. Updates to this Privacy Notice
We may update this Privacy Notice from time to time in response to changing legal, regulatory, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if, and where, required by applicable data protection laws.
You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.
Return to top
11. How to contact us
If you have any questions or concerns about our use of your personal information, please contact us using the following details: [email protected].
The data controller of your personal information processed in accordance with this Privacy Notice is Lawcadia (UK) Limited.
