Privacy Policy

1. Who is responsible for your data

For account, billing and website data, we decide how the data is used and are responsible for it.

For the case, client and document data a law firm puts into the platform, the law firm is responsible for that data and decides how it is used. We process it only on the firm's instructions, to provide the service. If you are a client of a firm and have a question about your data, contact the firm first; we will help the firm answer you.

2. What we collect

Depending on how you use Smart Legal OS, we collect:

• Account details: name, email, phone, role, firm name, country, preferred language, and a hashed (not readable) password.
• Firm content: cases, clients, contacts, documents, notes, tasks, calendar entries, time entries, invoices and messages that a firm and its clients add.
• Billing details: the plan, subscription status and invoices. Card details are entered on Stripe's pages and are never stored on our servers.
• Bank details a firm chooses to show its clients on invoices.
• Security and usage records: sign-in times, IP address, browser type, and an audit log of important actions in a firm's workspace.
• Messages you send us, for example to support@smartlegalservices.ae.

3. How we use it

We use personal data to:

• create and run accounts, and keep each firm's workspace separate and secure;
• provide the features a firm turns on, such as the client portal, reminders, invoices, document storage, the AI assistant and WhatsApp messaging;
• send service emails such as email confirmation, password resets, invoices, receipts and reminders;
• bill subscriptions and prevent fraud and abuse;
• answer support requests and improve the service;
• meet legal, tax and accounting obligations.

4. Service providers we use

We share data only with providers that help us run the service, each for its own purpose:

• Amazon Web Services: hosting of the application and database (United States) and storage of uploaded documents (UAE region).
• Resend: sending service emails.
• Stripe: subscription payments, and card payments to firms that connect their own Stripe account.
• OpenAI: processing the questions and content a user sends to the AI assistant, when a firm uses it.
• Meta (WhatsApp Business): delivering WhatsApp messages, when a firm connects WhatsApp.
• Google Workspace: handling email sent to our support address.

5. International transfers

Some of these providers process data outside the United Arab Emirates, including in the United States. We use established providers that apply contractual and technical safeguards, and we transfer only what each needs to do its job.

6. How long we keep data

We keep account and firm data while the firm's account is open. When a firm closes its account, it can ask us to delete its data; we then delete or anonymise it, except records we must keep by law, such as invoices and payment records.

Security logs are kept for as long as needed to protect the service and investigate incidents.

7. Security

Connections are encrypted over HTTPS, stored documents are encrypted, passwords are hashed, each firm's data is isolated, access is controlled by role, and sign-in attempts are rate-limited. No system is perfectly secure; if we learn of a breach that affects your data, we will notify the affected firms and, where required, the authorities.

8. Cookies

We use only the cookies the service needs: a sign-in session cookie and a cookie that remembers your language. We do not use advertising or third-party tracking cookies.

9. Your rights

Subject to applicable law, including the UAE Personal Data Protection Law, you can ask to access, correct, delete or receive a copy of your personal data, object to or restrict its use, and withdraw consent where we rely on it. Write to support@smartlegalservices.ae. If your data is held by a law firm on the platform, we will pass your request to that firm.

10. Children

Smart Legal OS is a business service and is not directed at children.

11. Changes to this policy

We may update this policy. We will change the date at the top, and tell firm owners by email or in the app about significant changes.

12. Contact

Smart World Legal Translation - Sole Proprietorship L.L.C., Abu Dhabi, United Arab Emirates. Email: support@smartlegalservices.ae. Phone: +971 50 864 8439.