Privacy Policy
Pocketlaw's Privacy Policy
Last update: 02 May 2024
Pocketlaw cares about privacy and protecting any Personal Data handled by us. All Personal Data is Processed in accordance with Applicable Law. This policy describes how and why we use your Personal Data, the lawful basis on which we use your Personal Data and what measures we take to protect it. It also provides information on how to exercise your rights in connection with our Processing of Personal Data.
Why and who?
Pocket Solutions AB (company reg. no 559169-9623) ("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, www.Pocketlaw.com (together, the "Functions").
The intended recipients of the information provided in this Policy are:
Users of the Services
Employees of potential customers
Employees of existing customers
Visitors to 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 the Information Commissioner's Office or an applicable 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.
"GDPR" means the retained EU law version of the General Data Protection Regulation ((EU) 2016/679).
"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 is an all-in-one, digital solution for legal. It is a technology platform that bridges the gap between companies and external lawyers, by providing:
automated legal document templates
automation of a company's own existing document templates
secure contract storage and management, and
access to law firms for when legal advice is needed.
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
Performance of a contract - The Processing is necessary for the performance of a contract entered between us and the Data Subject, or to prepare for entering into an agreement with the Data Subject.
Consent - Pocketlaw may process your Personal Data after you have given your consent to the Processing. Information regarding the processing is always provided in connection to the request of consent.
How long do we store your Personal Data?
We will keep your Personal Data for no longer than is necessary for the purpose for which it was collected. Depending on the lawful basis on which we justify the Processing, this may: a) be regulated in a contract, b) be dependent on valid consent, c) be stated in legislation or d) be 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.
Processing that we carry out
Purpose: Register a user account to enable the customer to access the Services.
Personal Data: Name, E-mail address, Company.
Source: Directly from the Data Subject or from a representative of the company that is a Pocketlaw customer.
Lawful basis: The legitimate interest of providing the Services.
Storage period: As long as the Data Subject is entitled to a user account.Purpose: Verify user login credentials to increase security and prevent abuse.
Personal Data: Name, E-mail address.
Source: Directly from the Data Subject or from a representative of the company that is a Pocketlaw customer.
Lawful basis: The legitimate interest of verifying the user identity to increase security and prevent abuse.
Storage period: As long as the Data Subject is entitled to a user account.Purpose: Communicate in order to efficiently help our customers with any problems and provide relevant information regarding the Service.
Personal Data: Name, E-mail address, Phone number, Company.
Source: Directly from the Data Subject or from a representative of the company that is a Pocketlaw customer.
Lawful basis: The legitimate interest of providing the Service.
Storage period: Chat conversations are stored for 12 months or as long as the Data Subject is entitled to a user account.Purpose: Activities to increase awareness of the Service for sales purposes.
Personal Data: Name, E-mail address, Phone Number.
Source: Directly from the Data Subject and Sourcing.
Lawful basis: The legitimate interest of conducting business and networking.
Storage period: 2 years or until the Data Subject unsubscribes.Purpose: Provide information about the Service to customers for marketing and business purposes.
Personal Data: E-mail address, Phone Number, Company.
Source: Directly from the Data Subject.
Lawful basis: The legitimate interest of marketing.
Storage period: As long as the Data Subject is entitled to a user account or until the Data Subject unsubscribes.Purpose: Keep information of who has unsubscribed to not send them marketing emails in the future.
Personal Data: E-mail address.
Source: Directly from the Data Subject.
Lawful basis: The legitimate interest of complying with Applicable Law.
Storage period: 2 yearsPurpose: Statistics and analytics for the purpose of improving the Services and enhancing the user experience as well as for business purposes.
Personal Data: E-mail address, IP-address, Browser information.
Source: Directly from the Data Subject.
Lawful basis: The legitimate interest of providing the Service.
Storage period: 7 daysPurpose: Customer relationship management for the purpose supporting existing customers.
Personal Data: E-mail address, Full Name, Phone number, Company.
Source: Directly from the Data Subject.
Lawful basis: The legitimate interest of sales and customer success.
Storage period: As long as the Data Subject is entitled to a user account.Purpose: Customer relationship management for the purpose of sales to potential customers.
Personal Data: E-mail address, Full Name, Phone number, Company.
Source: Directly from the Data Subject or sourcing from public sources (LinkedIn, company website etc.).
Lawful basis: The legitimate interest of sales.
Storage period: 3 months.
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 to exercise your rights
Contact us at legal@pocketlaw.com 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 (DPAs) with all our Processors. Each DPA sets out, among other things, how the Processor may process the Personal Data and the security measures the Processor must have in place when Processing your Personal Data.
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
¨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.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.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.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.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 storing any personal data necessary to provide our Service.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.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.Processor: Sopro
Personal Data being processed: Email, company, name.
Instructions: We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include:(i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: dpo@sopro.io.”
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, please contact legal@pocketlaw.com.
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 Swedish Authority for Privacy Protection (IMY).
More information about our obligations and your rights can be found at https://www.imy.se/en/.
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:
support@pocketlaw.com