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Last update: 9 April 2021

PocketLaw's Privacy Policy

PocketLaw cares about privacy and protecting the Personal Data handled by us. All Personal Data is Processed in accordance with Applicable Law. In this Policy we describe how and the purposes for which we use your personal information as well as what lawful basis we use and what measures we take to protect Personal data. We also provide information on how you exercise the rights you have linked to our Processing of Personal data.

Why and who?

PocketLaw Limited (Company number 13149151) ("PocketLaw", "we", "us", "our") is the Controller of all Personal Data listed in this Privacy Policy (the "Policy"). In order to be fully transparent regarding where your Personal Data is stored and Processed, we will also provide a list of all our data Processors. This Policy provides information on how we handle Personal Data when you communicate with us, use the Services or visit our website pocketlaw.com (together the "Functions").

The intended recipient of the information provided in this Policy is:

  • Users of the Services
  • Employees of potential customers
  • Employees of existing customers
  • Visitors of our website

Definitions

"Applicable Law" refers to the legislation applicable to the processing of Personal Data, including the GDPR, supplementary national legislation, as well as practices, guidelines and recommendations issued by a national or EU supervisory authority.

"Controller" is the company/organisation that decides for what purposes and in what way personal data is to be processed and is responsible for the Processing of Personal Data in accordance with Applicable Law.

"Data Subject" is the living, natural person whose Personal Data is being processed.

"Personal Data" is all information relating, directly or indirectly, to an identifiable natural person.

"Processing" means any operation or set of operations which is performed on Personal data, e.g. storage, modification, reading, handover and similar.

"Processor" is the company/organisation that processes personal data on behalf of the Controller and can therefore only process the Personal Data according to the instructions of the Controller and the Applicable Law.

"The Services" means our web application (app.pocketlaw.com)..

The definitions above shall apply in the Policy regardless if they are capitalised or not.

PocketLaw's role as a Controller

The information in this Policy covers Personal Data Processing for which PocketLaw is the Controller. As a Controller we are responsible for the Processing for which we decide the purpose of ("the why") and the means for the Processing (what methods, what personal data and for how long it is stored). The Policy does not describe how we Process Personal Data in the role of a Processor - i.e. when we process Personal Data on behalf of our customers.

PocketLaw provides a platform for companies to manage legal. With our service, users can, among other things: 1) get access to general legal information, receive guidance and get help identifying their legal needs, 2) create agreements and other documents, 3) upload and store agreements and other documents in a digital contract management system, 4) be referred to an external lawyer for advice.

PocketLaw's processing of personal data

We have a responsibility to describe and demonstrate how we fulfill the requirements that are imposed on us when we Process your Personal Data. This section aims to describe:

  • That Processing of Personal Data is necessary is for the purpose
  • That we have identified the lawful basis for the Processing

Lawful basis

Legitimate interest - PocketLaw may process Personal Data if we have assessed that a legitimate interest overrides the interest of fundamental rights and freedoms of the Data Subject, and if the processing is necessary for the purpose in question.

For how long do we store your personal data?

We will keep your personal data as long as it is necessary for the purpose for which it was collected. Depending on the lawful basis on which we support the Processing, this may a) be regulated in a contract, b) be dependent on valid consent, c) be stated in legislation or d) follow by an internal assessment based on a legitimate interest assessment (LIA). In the list below, we indicate, where possible, the period during which the Personal Data will be stored and the criteria used to determine the storage period.

Processings

  1. Processing and purpose of Processing: egister a user account to enable the customer's employees to log in and gain access to the Service. Personal Data: Name, e-mail, company.
    Personal Data: Name, e-mail, company.
    Source: Directly from the Data Subject.
    Lawful basis: The legitimate interest of providing the Service in accordance with the agreement with the customer.
    Storage period: As long as the Data Subject has access to a user account linked to a customer.\

  2. Processing and purpose of processing: Register the user account linked to a test account to enable the customer's employees to log in and test the Service.
    Personal data: Name, e-mail, company.
    Source: Directly from the Data Subject.
    Lawful basis: The legitimate interest of resenting the Service for the purpose of converting the customer into a paying customer.
    Storage period: One year from the time the user linked to the test account was created.\

  3. Processing and purpose of processing: Verify the users credentials in order to increase security and prevent abuse.
    Personal data: Name, e-mail.
    Source: Directly from the Data Subject.
    Lawful basis: The legitimate interest of verifying the user's identity in order to increase security and avoid misuse of the Service.
    Storage period: As long as the Data Subject has access to a user account linked to a customer.

  4. Processing and purpose of processing: Communicate in order to effectively help customers with any problems (customer support) and provide relevant information about the Service.
    Personal data: Name, e-mail, telephone number, company.
    Source: Directly from the Data Subject.
    Lawful basis: The legitimate interest of providing the Service in accordance to the agreement with the customer and to increase and maintain customer satisfaction.
    Storage period: As long as the Data Subject has access to a user account linked to a customer.

  5. Processing and purpose of processing: Marketing and information initiatives with the aim of arousing and maintaining potential customers' interest in the Service.
    Personal data: Name, e-mail, telephone number, company.
    Source: Directly from the Data Subject and through sourcing from publicly available sources (LinkedIn, potential customers' websites, etc.) and from third parties.
    Lawful basis: The legitimate interest of increasing sales and conducting our business.
    Storage period: Two years or until the Data Subject unsubscribes for mailing by e-mail.

  6. Processing and purpose of processing: Marketing and information initiatives with the aim of retaining and upgrading existing customers.
    Personal data: Name, e-mail, telephone number, company.
    Source: Directly from the Data Subject.
    Lawful basis: The legitimate interest of creating a long-term customer relationship where we provide value for the customer over time.
    Storage period: As long as the Data Subject has access to a user account linked to a customer or until the Registered Party unsubscribes for mailing.

  7. Processing and purpose of processing: Collection / sourcing of contact information for potential customers.
    Personal data: Name, e-mail, telephone number, company.
    Source: Sourcing from publicly available sources (LinkedIn, potential customers' websites, etc.) and from third parties.
    Lawful basis: The legitimate interest of of increasing sales and conducting our business.
    Storage period:

  8. Processing and purpose of processing: Save information about the Data Subject who has unsubscribed from information mailings to avoid sending similar, unwanted e-mails in the future.
    Personal data: E.mail.
    Source: Directly from the Data Subject.
    Lawful basis: The legitimate interest of complying with applicable law and meeting the wishes of the Data Subject.
    Storage period:

  9. Processing and purpose of processing: Compile statistics and analyses in order to be able to improve the Service and the user experience as well as for business purposes.
    Personal data: E-mail, IP address, browser.
    Source: Internally generated.
    Lawful basis: The legitimate interest of Improving and developing the Service.
    Storage period:

Your rights

You are the one in control of your Personal data and we always strive to ensure that you can exercise your rights as efficiently and smoothly as possible.

Access - You always have the right to receive information about the Processing of data that concerns you. We only provide information if we have been able to verify that it is you that are requesting the information.

Rectification - If you find that the Personal Data we process about you is incorrect, let us know and we will fix it!

Erasure - Do you want us to completely forget about you? You have the right to be forgotten and request deletion of your Personal Data when the Processing is no longer necessary for the purpose for which it was collected. If we are required to retain your information under applicable law or a contract that we have entered with you, we will ensure that it is processed only for the specific purpose set forth in such applicable law or contract. We will thereafter erase the information as soon as possible.

Objections - Do you disagree with our assessment that a legitimate interest for Processing your Personal Data overrides your interest in protecting your privacy? Don’t worry - in such case, we will review our legitimate interest assessment. Of course, we add your objection to the balance and make a new assessment to see if we can still justify our Processing of your Personal Data. If you object to direct marketing, we will immediately delete your personal information without making an assessment.

Restriction - You can also ask us to restrict our Processing of your Personal Data

  • Whilst we are Processing a request from you for any of your other rights;
  • If, instead of requesting erasure, you want us to limit the Processing of Personal Data for a specific purpose. For example, if you do not want us to send advertising to you in the future, we still need to save your name in order to know that we should not contact you; or
  • In cases where we no longer need the information in relation to the purpose for which it was collected, provided that you do not have an interest in retaining it to make a legal claim.

Data portability - We may provide you with the data that you have submitted to us or that we have received from you in connection with a contract that we have entered with you. You will receive your information in a commonly used and machine-readable format that you can transfer to another personal data manager.

Withdraw consent - If you have given consent to one or several specific processing(s) of your Personal Data, you have the right to withdraw your consent at any time and thus ask us to terminate the Processing immediately. Please note that you can only withdraw your consent for future processing of Personal Data and not for Processing that has already taken place.

How you use your rights

Contact us at legal@pocketlaw.se and we will help you.

Transfer of personal data

In order to run our business, we may need help from others who will process Personal Data on our behalf, so-called Processors.

In cases where our Processors transfer Personal Data outside the UK, we have ensured that the level of protection is adequate, and in compliance with Applicable Law, by controlling that either of the following requirements are fulfilled:

  • the level of protection is adequate in the third country where the data is processed;
  • the Processor use specific contracts approved for use in the UK which give Personal Data the same protection it has in the UK.
  • the Processor has taken other appropriate safeguards prior to the transfer and that such safeguards comply with Applicable law.

We have entered into Data Processing Agreements (DPA) with all our Processors. The DPA sets out, among other things, how the Processor may process the Personal Data and what security measures are required for the Processing.

We may also need to disclose your personal information to certain designated authorities in order to fulfill obligations under applicable law or legally binding judgements.

Our processors

  1. Processor: Auth0
    Personal data being processed: Email, name, IP address, password.
    Instructions: Auth0 is a trusted authentication and authorization provider that helps us securely collect, store and manage sensitive user data as passwords.

  2. Processor: Sendgrid
    Personal data being processed: E-mail, name.
    Instructions: Sendgrid helps us to communicate with our customers by sending out automatic e-mail linked to the use of the Service.

  3. Processor: Google (GSuite)
    Personal data being processed: E-mail, name, company and other information that arises through communication.
    Instructions: We use GSuite as an email provider.

  4. Processor: Cloudflare
    Personal data being processed: IP address.
    Instructions: Cloudflare is our first line of defense against malicious software. It provides secure certification for all our services and protects us from DDoS attacks.

  5. Processor: Amazon Web Services (AWS)
    Personal data being processed: E-mail, name, telephone number, company.
    Instructions: AWS is the largest and most secure cloud infrastructure provider and it is therefore natural for us to use them for handling and storing our application information.

  6. Processor: Hubspot
    Personal data being processed: E-mail, name, company, telephone number.
    Instructions: We use Hubspot as a customer management system (CRM). Through Hubspot, we can create and share marketing content, customer service content and sales content. We can also organize our sales data (leads, customers, offers, etc.). We also use it to track ads in order to collect data on their effectiveness.

  7. Processor: Sumo Logic
    Personal data being processed: Email, IP address, browser.
    Instructions: We use Sumo Logic for statistics and analysis, for example the number of logins per user and from which country they use the Service.

Transfer of Personal Data to another Controller

When our customers request "Legal support", they are referred to one of our partners. To streamline the process regarding Know Your Customer (KYC) and conflicts of interest, we collect personal data on behalf of our partner.

For more information on what this means, see the current partner's privacy policy.

Security measures

PocketLaw has taken technical and organisational measures to ensure that your Personal Data is processed securely and protected from loss, abuse and unauthorised access.

Our security measures

Organisational security measures are measures that are implemented in work methods and routines within the organisation.

  • Internal governance documents (policys/instructions)
  • Information security policy
  • Physical security (premises etc.)

Technical security measures are measures implemented through technical solutions.

  • Encryption
  • Access control level
  • Access log
  • Secure network
  • Regular security inspection
  • Two-step verification
  • Password management software for all passwords.

Cookies

PocketLaw uses cookies and similar tracking techniques to analyse the use of the Functions so that we can give you the best user experience. For more information on how we use cookies, see our Cookie Policy.

If we don’t keep our promise

If you think that we are not Processing your Personal Data correctly, even after you have notified us of this, you are always entitled to submit your complaint to the Information Commissioner's Office (ICO), the UK supervisory regulator for data protection issues.

More information about our obligations and your rights can be found at https://ico.org.uk//.

Changes to this policy

We reserve the rights to make changes to this Policy. In the event that the change affects our obligations or your rights, we will inform you about the changes in advance so that you are given the opportunity to take a position on the updated policy.

Contact

Please contact us if you have questions about your rights or if you have any other questions about how we process your personal information:

legal@pocketlaw.se