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Privacy Policy

Privacy Policy of Sitehood Internet communication LTD (operator of LEGALPDF.CO)

Last Updated: 26 August 2026

1. Introduction

1.1 Sitehood Internet communication LTD ("we", "us", "our", "the Company"), operator of LEGALPDF.CO (the "Platform"), provides a web-based service that extracts email and WhatsApp correspondence and turns it into organised documents suitable for legal work. The Platform may also analyse correspondence content using artificial intelligence.

1.2 The Platform is intended for use by lawyers and their clients. Only lawyers may open an account on the Platform. End clients use the service through an invitation sent by their lawyer and generate documents via our mobile application (PWA) on Android or iOS.

1.3 This Privacy Policy explains what personal data we collect, how we use it, with whom it is shared for processing, how long it is retained, and the commitments we make regarding your correspondence and documents.

1.4 By using the Platform you acknowledge that you have read and understood this Privacy Policy. If you do not agree, please stop using the Platform.

2. Definitions

For the purposes of this Privacy Policy:

  • "Lawyer Account" means a lawyer's registered profile on the Platform, accessed via Google or Microsoft sign-in and activated with a voucher (scratch) code.
  • "Lawyer" means a legal professional who purchases vouchers, invites clients, and manages invitation activity on the Platform.
  • "Client" / "User" means an individual invited by a Lawyer to generate a Document from email or WhatsApp correspondence.
  • "Voucher" means a paid package purchased by a Lawyer that allows a defined number of client invitations / Document generation events.
  • "Document" means the organised PDF (or related files) produced by the Platform from email or WhatsApp data, which may include an AI report at the end.
  • "Third-Party Services" means external providers used to operate the Platform, including Google LLC, Microsoft Corporation, OpenAI, Airwallex, and (where relevant) WhatsApp export mechanisms controlled by the Client.
  • "Personal Data" means any information relating to an identified or identifiable individual in connection with the Platform.
  • "Services" means retrieval, processing, formatting, temporary storage, delivery of Documents, and optional AI analysis of correspondence.

3. What Personal Data We Collect

3.1 For Lawyers we may collect:

  • Email address used to open and sign in to the Lawyer Account (via Google or Microsoft);
  • Name and account identifiers shown after sign-in;
  • Voucher details (type, serial number, secret code, total / used / sent / remaining counts);
  • Client invitation emails and invitation status (waiting / used);
  • Payment-related transaction details processed via Airwallex (we typically know the Lawyer's email at account creation; card details are handled by the payment provider).

3.2 For Clients / Users we may collect:

  • The invitation email address (which must be the same address used to sign in and extract correspondence);
  • For email Documents: the Client's email address and the correspondent's email address, optional date range, keywords, display preferences, and an AI prompt (limited, e.g. up to 150 words);
  • For WhatsApp Documents: whether the chat is with a single contact or a group; the Client's phone number and WhatsApp display name; optional date range, keywords, and AI prompt; and the chat export file uploaded by the Client;
  • Correspondence content retrieved from the authorised mailbox (via Google/Microsoft APIs) or from a WhatsApp export provided by the Client;
  • The generated Document and temporary download / share-link data.

3.3 We do not collect or store login passwords for Google or Microsoft. Authentication is performed directly with those providers. We do not collect unrelated personal data beyond what is needed to provide the Services.

4. How We Process Your Data

4.1 Typical Client flow:

  • The Client receives an email invitation from their Lawyer and installs the LegalPDF mobile app (PWA) on a supported Android or iOS device;
  • The Client signs in with the same email address used in the invitation (Google or Microsoft);
  • The Client chooses email-to-Document or WhatsApp-to-Document and submits the required form details;
  • For email: the Platform connects to the Client's mailbox via Google or Microsoft APIs and retrieves correspondence matching the request;
  • For WhatsApp: the Client manually exports the chat and uploads the export into the app (direct into the app on Android; local save then upload on iPhone);
  • Retrieved or uploaded content is processed on our servers (PHP / Laravel) to build the Document;
  • Where requested, content is sent to OpenAI for analysis and the response is embedded as an AI report in the Document;
  • The Client may download the Document and receive a unique share link to send to their Lawyer or another recipient.

4.2 We process Personal Data to provide the Services requested by the Lawyer and Client, operate accounts and invitations, process Lawyer payments, secure the Platform, and delete temporary Document files according to the retention rules below.

4.3 We are not legally responsible for the substance of correspondence extracted from email or WhatsApp, or for how recipients use a downloaded Document after it leaves our temporary storage.

5. Artificial Intelligence (OpenAI)

5.1 When an AI report is requested, correspondence content (and the Client's prompt) is sent to OpenAI's API for analysis. OpenAI returns a response that we embed in the final part of the Document (the AI report).

5.2 This transfer is necessary to provide the optional AI analysis feature. OpenAI's own terms and privacy notices may also apply to processing performed on its systems.

5.3 We use AI analysis only to generate the report requested for the Document. We do not use correspondence content for our own marketing or unrelated profiling.

6. Third-Party Services

6.1 We share or transmit data to third parties only as needed to operate the Platform:

  • Google LLC and Microsoft Corporation – sign-in and (for email Documents) mailbox API access authorised by the user;
  • OpenAI – optional AI analysis of correspondence content for the Document's AI report;
  • Airwallex – payment processing for Lawyer voucher purchases;
  • The inviting Lawyer – who may receive or be sent a share link / Document produced for their invited Client;
  • WhatsApp export files are provided by the Client; we do not log into the Client's WhatsApp account.

6.2 We do not sell, trade, or lease your Personal Data or Document contents to third parties for their marketing.

6.3 We may disclose data if required by law, a court order, or a competent regulatory authority.

7. Storage, Retention & Deletion

7.1 Generated Documents (and associated temporary files) are stored on our servers so the Client can download them and share a unique link with others.

7.2 Client Documents are retained for a maximum of 24 hours. After 24 hours they are removed and permanently deleted automatically.

7.3 Clients may also delete a Document manually before the 24-hour period ends.

7.4 After the Client downloads a Document, further use or distribution of that copy is the Client's responsibility.

7.5 Lawyer Accounts that have no activity for 24 months may be blocked, even if unused invitations remain.

8. Our Commitment Not to Use Your Content

8.1 During the temporary storage period (up to 24 hours, or until earlier manual deletion), company staff may have technical access to files stored on our servers for system operation and support.

8.2 We commit that we will not use Document contents for our own purposes, will not sell or trade them, will not learn from or commercially exploit them, and will not open or read them except where strictly necessary for technical operation or legal obligation. We treat temporary Document storage as confidential.

8.3 We do not use Client correspondence or Documents to train our own marketing models, and we do not transfer them to unknown third parties outside the processors listed in this Policy.

9. Data Security

9.1 Lawyer Accounts and Platform traffic are protected using industry-standard measures including SSL/HTTPS.

9.2 Processing on our servers is performed under the protections of the user's authenticated session with their email provider (for email extraction) and our server security controls.

9.3 The Platform undergoes an annual security review by TAC Security.

9.4 No system is perfectly secure. You acknowledge that transmitting and storing correspondence involves residual risk.

10. Lawyer Accounts & Payments

10.1 Only Lawyers may open Platform accounts. Clients do not pay us directly and are not shown voucher pricing; they use invitations issued by their Lawyer.

10.2 A Lawyer Account may be created by our sales representative using the Lawyer's email, or by the Lawyer entering a purchased voucher secret code on the site after Google/Microsoft sign-in.

10.3 Payment for vouchers is processed through Airwallex. After payment, the Lawyer receives an invoice/receipt by email. Card data is handled by the payment provider.

10.4 A Lawyer Account is tied to a single email address. Anyone with access credentials to that email mailbox may be able to sign in to the same Lawyer Account.

11. Cookies

11.1 We use cookies and similar technologies as needed for the website and app to function, remain secure, and remember language or session preferences.

11.2 You can manage cookie preferences through your browser settings and any cookie controls shown on the Platform.

12. Your Rights

12.1 Depending on applicable law (including UK data protection law where relevant), you may have rights to access, rectify, erase, restrict, or object to certain processing, and to lodge a complaint with a supervisory authority (in the UK, the ICO).

12.2 Because Documents are deleted within 24 hours (or earlier on request/manual deletion), erasure of Document files is already built into the Service lifecycle. For account or invitation data, contact us using the details below.

13. Changes to This Policy

13.1 We may update this Privacy Policy from time to time. The "Last Updated" date at the top will reflect the effective date of the revision.

13.2 Significant changes will be posted on the Platform. Continued use after changes constitutes acceptance of the updated Policy.

14. Contact Information

If you have questions or complaints about this Privacy Policy or our data handling practices, contact: