LegalynX
Linking you to legal clarity

Privacy Policy

Effective Date: August 1, 2025

Welcome to LegalynX. We are committed to protecting your privacy and ensuring the security of your personal information and legal documents. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI-powered legal document management platform.

1. Information We Collect

1.1 Personal Information

Required Information:

  • Email address (used for account creation, authentication, and communication)
  • Password (encrypted and stored securely)

Optional Information:

  • Full name
  • Job title
  • Profile picture

1.2 Document and File Data

We collect and process documents you upload to our platform, including:

  • PDF files (including scanned documents processed)
  • DOCX files (automatically converted to PDF)
  • Document metadata (file names, upload dates, file sizes)

Important: We understand that your legal documents may contain highly sensitive and confidential information. All documents are encrypted and stored securely with access limited to your account only.

1.3 Usage and Interaction Data

  • Chat logs and conversation history with our AI assistant
  • User preferences and settings
  • System performance and error logs (anonymized)

2. How We Use Your Information

2.1 Core Service Functionality

  • Provide AI-powered document analysis and legal insights
  • Process and index your documents for searchability
  • Maintain chat sessions and conversation history
  • Enable document management and organization features

2.2 Account Management

  • Create and maintain your user account
  • Authenticate your identity and secure your account
  • Send important service-related communications
  • Process payments and billing (through PayMongo)

2.3 Service Improvement

  • Improve our AI models and algorithms
  • Enhance platform performance and user experience
  • Develop new features and capabilities

3. AI Processing and Third-Party Services

3.1 AI Model Processing

We use OpenAI's GPT-4.1 mini model to process your documents and provide AI-powered insights. Your document content is sent to OpenAI's API for processing but is not used by OpenAI to train their models.

3.2 Third-Party Service Providers

We work with the following trusted third-party providers:

  • SendGrid: Email delivery service for account notifications and communications
  • PayMongo: Payment processing for subscription and billing services
  • Amazon S3: Secure cloud storage for your documents and files
  • NeonDB: Database hosting for account information and metadata

4. Data Storage and Security

4.1 Storage Infrastructure

  • Documents: Stored securely in Amazon S3 with encryption at rest
  • Database: User accounts and metadata stored in NeonDB with industry-standard security
  • Encryption: All data is encrypted both in transit and at rest

4.2 Security Measures

  • JWT-based authentication with secure token management
  • Role-based access control
  • Two-factor authentication (2FA) available
  • Regular security monitoring and anomaly detection
  • Environment-managed API keys and credentials

5. Your Privacy Rights and Controls

5.1 Account Settings

You have full control over your privacy settings, including:

  • Notification settings
  • Security alert preferences

5.2 Data Access and Portability

  • Access all your personal data and documents through your account
  • Download your documents at any time
  • Export your chat history and conversation data

5.3 Data Deletion

  • Delete individual documents and chat sessions
  • Delete your entire account and all associated data
  • Request complete data removal from our systems

6. Data Retention

We retain your data for as long as your account remains active. Specifically:

  • Account Data: Retained while your account is active
  • Documents: Stored until you delete them or close your account
  • Chat Logs: Maintained for your reference until deletion
  • After Account Deletion: All personal data and documents are permanently deleted within 30 days

7. Data Sharing and Disclosure

We do not sell, rent, or share your personal information or documents with third parties, except:

  • With your explicit consent
  • To comply with legal obligations or court orders
  • To protect our rights, property, or safety, or that of our users
  • In connection with a business transfer or acquisition (with prior notice)

8. International Data Transfers

Your data may be processed and stored in servers located outside your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with applicable privacy laws.

9. Children's Privacy

LegalynX is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Sending you an email notification
  • Displaying a prominent notice in your account dashboard

11. Legal Basis for Processing

We process your personal information based on the following legal grounds:

  • Contract Performance: To provide our services as agreed
  • Legitimate Interest: To improve our services and ensure security
  • Consent: Where you have provided explicit consent
  • Legal Obligation: To comply with applicable laws and regulations

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

LegalynX Privacy Team

Email: privacy@legalynx.com

System Developers: Git Merge

We are committed to addressing your privacy concerns promptly and transparently.

Your Trust Matters: At LegalynX, we understand that you're entrusting us with sensitive legal documents and confidential information. We take this responsibility seriously and are committed to maintaining the highest standards of privacy and security.