Privacy Policy - Legal Ready

OUR COMMITMENT TO PRIVACY

This Privacy Policy outlines the commitment of Legal Ready Pty Ltd (ACN 006 372 265) (Legal Ready) to protect your personal information.

In this Privacy Policy, “we” and “us” refers to Legal Ready and “you” refers to any individual about whom we collect personal information.

This privacy policy applies to our Australian platform and website but does not apply to our UK platform or linked third party websites that we do not operate.

We comply with all relevant privacy laws, including the requirements applicable to us under the Australian Privacy Act 1988 (Privacy Act) and relevant State laws.

OUR PRIVACY POLICY

Our Privacy Policy sets out how we look after personal information. It explains the kinds of personal information that we collect, and why we collect it. It also describes how we hold, use, and disclose personal information.

By using our document sharing platform designed for lawyers known as eBrief Ready or Disclosure Ready (“the platform”), or by providing personal information to us including through a registration process, you agree to the terms of our Privacy Policy. If you do not agree to our Privacy Policy, please do not use the platform.

When you agree to the terms of our Privacy Policy, you consent to the collection, use, storage and disclosure of your personal information as described in our Privacy Policy.

When you use the platform, you can use the features of the platform control how you share and delete information. We do not consider that the information that you upload to the platform is our information and we do not review or access the content of that information, unless you instruct us to do so (for example, to solve a technical issue). If the information that you upload to the platform contains personal information, we do not collect or use that personal information.

THE PERSONAL INFORMATION THAT WE COLLECT

We collect personal information in the provision of our products and services, including the marketing of our products and services. We collect personal information so that we can provide products, services and information to our customers and potential customers.

We also collect information where we are required to do so by law.

We do not knowingly collect information from or direct any of our content specifically to children under the age of 18. If you are under 18 years of age, please do not provide your personal information to us.

The types of personal information we collect depends on the circumstances in which the information is collected. The types of personal information we collect may include:

Your name and contact details, including email, address, mailing address and mobile number
Identification details, such as date of birth
Who you work for and your position
Your occupation
Information regarding your use of or interest in our products and services
How you make payments to us in any transaction, such as payment details. This could include bank account and debit or credit card details.
Your transaction history with us
Records of communications and dealings with you, such as emails, SMS, telephone, and in-person communications
Information regarding your use of our website or platform, including how many documents you upload, what type of documents you upload and who you share documents with
Information we may collect as part of a survey, customer feedback request or a competition
Information that you provide to us, for example, for verification purposes or as evidence in respect of a complaint
Other information that you provide to us during the course of business

For our employees, employee records that may contain personal information including safety information (e.g. location information, emergency contacts) and travel and right to work information (e.g. copies of passports and visas) and information to pay wages.

We collect information about people who are our suppliers and business partners, or who are employed by our suppliers and business partners. The information we collect is that which we need to do business with that party.

When you communicate with us, we may collect additional information including how best to manage communications with you.

If you do not wish to provide any of the above information you may not be able to use the platform.

ONLINE SERVICES

When using our online services, including our platform and our website, our system may automatically collect information about you and how you use our online services.

We may collect information such as:

User names and passwords that you create to access the platform
which services you use and how you use them
which pages you visit on our website
device information, such as the model and ID of the device you use, operating system, telephone number and mobile phone network
server log information, such as details of how you used the service, IP address, hardware settings, browser type, browser language, the date and time of your use and referral URL
information that may uniquely identify your browser or your account
location information.

If you visit our website, we may collect information on your use of the website, such as pages visited, links clicked, text entered, and mouse or cursor movements, as well as information more commonly collected such as the referring URL, browser, device, operating system, and Internet Protocol (“IP”) address. We may use publicly available sources to approximate your geographic region and Internet Service Provider based on your IP address.

We may use your IP address or domain name for internal traffic monitoring and capacity management purposes or to otherwise administer our website and platform. No personal information is obtained, rather the patterns and usage of our website and platform may be tracked for the purposes of providing improved service and content based on aggregate or statistical review of user traffic patterns.

We may use various technologies to collect and store information, including cookies, pixel tags, local storage, such as browser web storage or application data caches, databases, and server logs. These technologies help us track your usage and remember your preferences.

For example, cookies are small files that store information on your computer browser, mobile phone or other device. Cookies enable the entity that placed the cookie to recognise you across different websites, services, devices and browsing sessions. If you choose, you can set your browser to reject cookies or you can manually delete individual cookies or all of the cookies on your computer by following your browser’s help file directions. Turning off cookies may also disable functions of many websites you visit. You can disable cookies but our platform may not work as intended if you do so. For more information, see: http://www.allaboutcookies.org/

Analytics cookies and tracking tags may also be used to collect information about your use of our website (visitation data) that allow our third-party website analytics services (e.g. Google Analytics) to help us analyse trends and understand our website users’ behaviour patterns in the aggregate.

Information collected by the Google Analytics cookie or tracking tag is transmitted to, and stored by, Google in accordance with its privacy practices. To opt out of Google Analytics, please visit: https://tools.google.com/dlpage/gaoptout

For further information about Google’s targeted advertising systems, please visit: https://policies.google.com/technologies/partner-sites

Our website contains links to other websites. We are not responsible for the privacy practices or the content of other websites. The privacy practices applicable to other websites may differ substantially from ours. Please read the privacy policy of any other websites you visit before using them.

We do not accept responsibility for the content or practices of websites operated by third parties that are linked to from or that link to our websites, however we do take reasonable steps to ensure that our commercial partners protect personal information in accordance with the Privacy Act.

We do not alter our website’s data collection and use practices when we see a Do Not Track signal from your browser.

SENSITIVE INFORMATION

Sensitive information includes information about your health, racial or ethnic origin, religious beliefs and criminal record.

Usually, we don’t collect sensitive information. If we need to do so, we will only collect sensitive information about you with your consent and where it is reasonably necessary for us to do so, or if we are otherwise allowed or required by law to collect that information. If you provide us with sensitive information, we will consider that you have consented to us collecting it.

HOW WE COLLECT PERSONAL INFORMATION

Personal information is collected in several ways, including:

directly from you, for example, when you voluntarily give it to us, when you enter your personal details on our website, when you register to use the platform, or when you use or enquire about or acquire our products or services
when you use our website or platform
when you visit our offices or attend one of our events (such as a training event or CLE)
when you contact our support function
when you respond to a survey that we run or fill in forms on our website
from third parties who disclose information to us, such as your employer
from online sources, such as LinkedIn
when you apply for a job with us

If you choose not to provide us with information, we may be unable to supply products or services to you.

If you provide us with personal information about someone else, you must only do so if that person has consented to you doing so and to us collecting, holding, using and disclosing their information in accordance with our Privacy Policy.

USE OF PERSONAL INFORMATION

We may use and disclose your personal information for the following purposes:

to provide our products and services to you
to implement transactions that you participate in via our website
to identify you and to assist you to obtain and use our products and services
to recommend or consider your eligibility for our products and services
to administer and manage our products and services including the completion of transactions and delivery of products and services acquired
to invite you to events and training sessions
to respond to inquiries from you
to provide you with customer support
to provide you with information about our platform and how to use our platform
to monitor and detect possible fraud or breaches of our terms and conditions of service
to ensure that our website and our platform are used in a legal and responsible manner
to ensure that you and your account with us complies with all relevant laws and your contractual obligations to us
to process payments
to improve our products and services
to carry our planning and forecasting activities
to conduct research
for security purposes, including to perform functions that we believe are necessary to protect the security and proper functioning of our website and our platform
to comply with our legal obligations, assist in the enforcement of laws, resolve disputes, and enforce agreements
to investigate or pursue a legal claim
to administer surveys, contests, or other promotional activities or events sponsored or managed by us or our business partners
to make special offers related to our products and services
to gain an understanding of your needs to provide you with better and more personalised products and services tailored to your requirements
to promote and market our products
to maintain and update our records
as otherwise required or authorised by law
as authorised by you

We will not sell your personal information to advertisers or other third parties.

We may de-identify information about an individual so that the information can no longer be related to that individual. We may then use and disclose that de-identified information in the course of our business.

We may also aggregate information on the use of our website and platform in such a way that the information can no longer be related to the specific individuals. We may then use and disclose such aggregated information in the course of our business (including in any promotional or marketing material).

We may use your personal information to allow other users of our platform, including barristers, advocates, solicitors clients and experts, to contact you or access and share the documents you have uploaded onto our platform for that purpose.

We do not collect, review or control the content in or of any material a user may upload via our platform, including personal information that may be in such material.

We do not disclose information about who you do business with via the platform, how often you use the platform or the cases or matters you are working on, unless we are required to do so by law.

DIRECT MARKETING & UNSUBSCRIBE

We may use and disclose your personal information to carry out market and product research, compile demographics and perform other analysis so that we can develop and implement initiatives to improve our products and services.

We may use and disclose your personal information for marketing purposes or to conduct events (such as CLEs). We will only provide you with direct marketing materials where you would reasonably expect us to, or if you consent to receive direct marketing materials. If we have obtained your personal information from a third party, we will seek your consent to provide you with direct marketing materials.

Direct marketing communications may include promotional material about us, the platform and the services we provide. We may also contact you about other services or special offers we think may be of interest to you. This information may be sent to you by email, SMS or by other means.

We may use and disclose your personal information to carry out consumer and market research, compile demographics and perform other research and analysis so that we can develop, design and implement initiatives to improve our platform and website.

You can opt-out of receiving marketing communications from us at any time by following the ‘unsubscribe’ link in the communication or contacting us using the contact details below.

If you unsubscribe from marketing communications, this will not stop you receiving service-related communications from us if we are otherwise legally entitled to send them to you, such as administration alerts about your account.

DISCLOSURE OF PERSONAL INFORMATION

We may disclose your personal information:

to your employer for example if you have a Law Firm account
to other users of our platform, including barristers, advocates, solicitors, clients, experts and judges so that they may use the platform to contact you or to share documents with you, or so that you may use the platform to share documents with them
to and between our related bodies corporate
to our commercial partners in any product or service offering
to government agencies, regulators and law enforcement bodies
to insurance companies
to a court or tribunal
to anyone who acquires or considers acquiring our assets or business (or part of it)
to a person who serves us with a subpoena or other legal document requiring us by law to disclose information or documents about you to them
to our consultants, contractors, subcontractors, suppliers, service providers and professional advisors, who assist us in operating our business, for example to payment service providers, customer analytics providers, mail house operators, banks, investigators, and organisations that we engage to deal with you on our behalf.

LOCATION

We conduct our business in Australia primarily for lawyers located in Australia.

We may disclose information to recipients that are located outside the country in which you are located. We may disclose personal information to contractors and external service providers outside of Australia.

We will take commercially reasonable steps to ensure that any overseas recipient does not breach the Australian Privacy Principles (other than Australian Privacy Principle 1) in relation to the personal information. By using our website and platform or providing us with your personal information, you consent to the storage and use of your personal information in a country other than the country in which you are located and where a different privacy or data protection regime may apply.

When accessing the eBrief platform via our Australian website, the computer systems on which your personal information is collected, stored and used are owned by third party vendors but the computer systems are located in Australia. Your personal information may be transferred to, used, processed or held by us on systems located in Australia.

You consent to your personal information being stored in this location. We may change this location, and if we do, we will give you reasonable notice.

SECURITY AND STORAGE

We may store customer information (including personal information and payment information) in a variety of formats, including electronic or paper formats.

In respect of the platform, data is encrypted in transit and at rest.

We require that all users of our platform use two factor authentication after a short trial period.

Transmissions sent to or from our website and platform are routinely monitored for quality control and systems administration.

We take other reasonable steps to ensure that your personal information is stored securely.

Security is a shared responsibility. If you are a customer or user of our platform, it is important for you to take reasonable steps to enhance security. These include:

Use up-to-date operating system and browser software.
If possible, when viewing documents stored in the platform, open the documents in our online viewer.
When downloading documents, always scan them for virus and malware.
Similar to emails, never execute any binary code on your computer or work with a file format you don’t understand.
Office document macros should be disabled when opening documents from the Internet.
Use app-based 2FA wherever possible, since this is widely considered to be more secure than SMS-based 2FA (which is supported only as a convenience).
Use a complex, unique password (i.e. one that you don’t use anywhere else).
Never disclose your password to others.
Accounts should not be shared — it’s expected that each user will have their own eBrief Ready account (this in fact required by our end user agreement.)
Contact support@ebriefready.com.au immediately if you notice any unusual activity related to your account.

Although we take care, we cannot guarantee the security of information provided to us via electronic means or stored electronically. No security measures are perfect, and we cannot promise to be able to withstand security threats in all circumstances. We cannot guarantee the total security of any data transmission over the Internet.

Personal information is only retained for as long as is necessary or as required by law.

ACCESS TO AND CORRECTION OF PERSONAL INFORMATION

You have the right to access, update and correct the personal information that we hold about you.

If you would like to access the personal information that we hold about you, please let us know by sending an email to privacy@legalready.ai. We will provide you with a copy of your personal information within a reasonable period after the request is made, usually within 30 days. In some cases, we may charge a reasonable fee to provide access to your personal information, but we will never charge you a fee to make a request. If a fee applies, we will advise you before we provide access. Sometimes, we may not be able to provide you with access to all your personal information and, where this is the case, we will tell you why. We may also need to verify your identity when you request your personal information.

We take reasonable steps to ensure the personal information we hold about you is accurate, complete, up-to-date, relevant, and not misleading.

If you would like to make an update or correction to any personal information we hold about you, please let us know by sending an email to the Privacy Officer.

If there is a reason for not granting you access to your information or making a correction to any personal information, we will provide you with a written explanation of the reasons for the refusal (unless unreasonable to do so) and inform you of the mechanisms to complain about the refusal.

DELETION

In respect of information stored in our platform, the platform includes working functionality to allow you to download and delete any of the information in your account at no charge.

A deletion request using the platform deletes the file or document from the relevant account immediately, but that in limited circumstances and for a limited time (e.g. 60 days), the deleted file or document may be able to be re-instated into the relevant account upon written request to us. This functionality is primarily to protect against accidental deletion.

You cannot (and we will not) delete information that is stored in another user’s account.

In respect of information that is held by us but that is not stored in our platform, if you choose to have your personal information deleted from our records, we will do so within a reasonable time of your request to us. If so, we will take reasonable steps to ensure that your personal information is not used (except as may be required by law) by us after your request.

Your information may still be retained, however, to resolve potential or actual disputes, enforce our End User Agreement or due to technical and legal requirements and constraints related to the security, integrity and operation of the platform.

EUROPEAN RESIDENTS

If you are a European resident using the Australian version of our platform, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.

Additionally, if you are a European resident using the Australian version of our platform, we are processing your information to fulfill contracts we might have with you (for example if you make an order through the website), or otherwise to pursue our legitimate business interests listed above. Additionally, your information will be transferred outside of Europe, including to Australia.

If you are a European resident using the UK version of our platform, please see our UK Privacy Policy.

GENERAL

Other important agreements that govern your use of our Websites and Services
In addition to our Privacy Policy, your rights and obligations concerning our platform are governed by our End User Agreement. Please review the relevant End User Agreement carefully as you must agree to comply before you use the platform.

Business transfers
We reserve the right to transfer information (including personal information) that you provide or that we otherwise collect in connection with a sale or transfer of assets or of any portion of our business.

Links to other sites
Our website and platform may contain links to other websites. We are not responsible for the privacy practices or the content of those other websites. The privacy practices applicable to those other websites may differ substantially from ours, so we advise you to read the privacy policy of those other websites before using them.

Links from other sites
Additionally, there may be third party websites that may be providing links to our website without our knowledge or control. We are not responsible for the content of any third-party websites, expressly disclaim any statements or assertions made on such websites, and deny all liability associated with your use of, and the content on, such other websites or advertisements contained therein.

FURTHER INFORMATION AND COMPLAINTS

For further information, or if you would like to make a complaint about our use, handling or disclosure of your personal information, please contact us via email at: privacy@legalready.ai. Following receipt of your complaint, we will investigate and respond to you within a reasonable period of time.

If you are not satisfied with our response, you may also contact the relevant regulator such as the Australian Information Commissioner. As at the date of this Privacy Policy, the contact details are as follows:

Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001

Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Online: https://www.oaic.gov.au/individuals/how-do-i-make-a-privacy-complaint

If you would like more information about the Privacy Act or Australian privacy requirements in general, please visit the Office of the Information Commissioner’s website at www.oaic.gov.au.

CHANGES TO THIS POLICY

We regularly review this Privacy Policy and our privacy practices.

From time to time, we will change this Privacy Policy. If we do, we will update the Privacy Policy on our website. The changes will come into effect immediately upon notification on our website.

If the changes are significant, we will aim to provide customers with an email notification of the changes.

You should check our website from time to time to understand how the current version of our Privacy Policy applies to you.

Last updated on: 12 June 2023

LEGAL READY, EBRIEF READY, DISCLOSURE READY and AI READY are trademarks of Legal Ready Pty Ltd.