Linq Legal – Privacy Policy
Effective date: 01 Jan 2025
Company: Linq Legal Software Ltd, a company registered in England and Wales (company number 13894201).
1. Introduction
This Privacy Policy explains how Linq Legal Software Ltd (“we”, “our”, “us”) collects, uses, stores, and protects personal data when you use our services, including our web platform, integrated accounting features, client onboarding (KYC/AML), document management, and Microsoft Outlook add-in (collectively, the “Services”).
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Applicability to Microsoft Outlook Add-in (Linq Legal for Outlook)
This Privacy Policy also applies to the Linq Legal Outlook Add-in published on the Microsoft AppSource Marketplace. Any references to “our services” or “the platform” in this document include the Outlook Add-in, which connects to the Linq Legal platform to provide matter management, client information, and document services.
2. Data We Collect
We may collect and process the following types of personal data:
- User account information: Name, email address, organisation, role.
Client data (entered by your organisation): Contact details, identification documents, case and matter data.
Financial data: Billing information, payment records, accounting entries.
Usage data: Log-in activity, device information, IP address.
Integration data: Information shared with or retrieved from Microsoft 365, DocuSign, or other third-party integrations.
3. How We Use Data
We use personal data to:
Provide and maintain the Services.
Enable legal practice management, client onboarding, and accounting features.
Authenticate and secure user access.
Respond to support requests.
Comply with legal and regulatory obligations (including anti-money laundering checks, if applicable).
Improve and develop our Services.
We do not sell personal data to third parties.
4. Legal Basis for Processing
We process personal data under the following lawful bases:
- Contract: To deliver the Services under our agreement with you.
Legal obligation: To comply with regulatory and anti-money laundering requirements.
Legitimate interests: To improve, monitor, and secure our Services.
Consent: Where required, e.g., for marketing communications.
5. Data Sharing
We may share data with:
Third-party service providers (Microsoft, Azure hosting, DocuSign, identity verification providers) solely to provide the Services.
Regulators or law enforcement if legally required.
Professional advisers (legal, accounting, audit).
6. Data Storage and Security
Data is hosted securely in Microsoft Azure UK & EU data centres.
We implement technical and organisational measures (encryption, access controls, monitoring).
Access to client data is restricted to authorised personnel only.
7. Data Retention
We retain data only for as long as necessary to fulfil the purposes described, or as required by law (e.g., accounting and regulatory obligations).
8. Your Rights
Under UK GDPR, you have rights including:
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Access to your personal data.
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Correction of inaccurate data.
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Erasure of data (“right to be forgotten”).
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Restriction of processing.
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Data portability.
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Objection to processing.
Requests can be made by contacting us at: gdpr@linqlegal.com
9. International Transfers
Where data is transferred outside the UK/EEA (e.g., via third-party providers), we ensure appropriate safeguards are in place (such as Standard Contractual Clauses).
10. Children’s Data
Our Services are intended for professional use by law firms and are not directed at children. We do not knowingly collect personal data relating to children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on our website, and continued use of the Services constitutes acceptance of the revised Policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact:
Linq Legal Software Ltd
SUITE 48, THE WENTA BUSINESS CENTRE, ENFIELD.
EN3 7XU