Introduction

WakiliOS ("we," "us," or "our") is committed to protecting your privacy and the confidentiality of your legal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our law firm management system.

This policy applies to all users of WakiliOS, including law firms, legal professionals, and their clients who access the Service through client portals.

Information We Collect

1. Information You Provide

We collect information you provide directly to us, including:

• Account Information: Name, email address, phone number, firm details
• Legal Matter Data: Case details, client information, documents, notes
• Financial Information: Billing details, payment information
• Communications: Messages, emails, support requests
• Client Portal Data: Client information shared through portals

2. Automatically Collected Information

We automatically collect certain information when you use our Service:

• Usage Data: Pages visited, features used, time spent
• Device Information: IP address, browser type, operating system
• Log Data: Access times, pages viewed, error logs
• Performance Data: Response times, system performance metrics

How We Use Your Information

We use your information for the following purposes:

• Service Provision: To provide, maintain, and improve our Service
• Account Management: To create and manage your account
• Communication: To respond to your inquiries and send service notifications
• Security: To protect against fraud and ensure Service security
• Analytics: To analyze usage patterns and improve our Service
• Legal Compliance: To comply with legal obligations and professional standards
• Marketing: To send you information about our products and services (with consent)

Information Sharing and Disclosure

1. We Do Not Sell Your Information

We never sell, rent, or trade your personal information or legal matter data to third parties for marketing purposes.

2. Limited Sharing

We only share your information in the following limited circumstances:

• Service Providers: With trusted third-party providers who assist in operating our Service
• Legal Requirements: When required by law, court order, or legal process
• Business Transfers: In connection with mergers, acquisitions, or asset sales
• Safety and Security: To protect our rights, property, or safety, or that of our users
• Client Access: With your clients through secure client portals (as authorized by you)

Data Security and Protection

1. Security Measures

We implement industry-leading security measures to protect your information:

• Encryption: AES-256 encryption for data at rest and in transit
• Access Controls: Multi-factor authentication and role-based access
• Network Security: Firewalls, intrusion detection, and prevention systems
• Regular Audits: Security audits and penetration testing
• Compliance: SOC 2 Type II, ISO 27001, and GDPR compliance

2. Data Retention

We retain your information only as long as necessary to:

• Provide the Service to you
• Comply with legal obligations
• Resolve disputes and enforce our agreements
• Fulfill legitimate business purposes

Your Rights and Choices

1. Access and Correction

You have the right to:

• Access and update your personal information through your account settings
• Request a copy of your personal data
• Correct inaccurate or incomplete information
• Delete your account and associated data (subject to legal obligations)

2. Data Portability

You can export your data from our Service in a structured, machine-readable format at any time.

3. Marketing Communications

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or updating your account preferences.

Client Privacy and Attorney-Client Privilege

1. Privileged Communications

We understand and respect the sanctity of attorney-client privilege. Our system is designed to:

• Maintain confidentiality of privileged communications
• Prevent unauthorized access to client information
• Provide secure client portals for confidential client communications
• Enable ethical walls and conflict checking

2. Client Data Protection

Client information accessed through client portals is protected with the same security measures as attorney data, and clients have control over their own information within the portal.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international data transfers, including:

• Standard Contractual Clauses (SCCs) for EU data transfers
• Adequacy decisions where applicable
• Binding corporate rules for intra-organizational transfers

Children's Privacy

Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us immediately.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Maintain your session and authentication state
• Remember your preferences and settings
• Analyze Service usage and performance
• Provide personalized content and features

You can control cookies through your browser settings, but disabling cookies may affect Service functionality.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date. For significant changes, we will provide additional notice, such as sending you an email.

Contact Us

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

Legal Basis for Processing (GDPR)

For users in the European Union, we process personal information based on the following legal bases:

• Contractual Necessity: To provide our Service under our agreement
• Legal Obligation: To comply with legal and regulatory requirements
• Legitimate Interest: For legitimate business interests that do not override your rights
• Consent: When you have given explicit consent for specific processing