Privacy Policy

Last Updated: 2 June 2025

OUR COMMITMENT TO YOUR PRIVACY

This Privacy Policy outlines the commitment of Legal Ready Limited (Company Number: 13400758, ICO Registration: ZB348095) (“Legal Ready”, “we”, “us”, “our”) to protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

In this Privacy Policy, “you” refers to any individual in the United Kingdom about whom we collect personal data.

This Privacy Policy applies to any personal information we collect through our UK websites (including www.ebriefready.co.uk and any other Legal Ready UK websites) and our UK software platforms, Litigation Ready and Disclosure Ready.

If you are using websites or platforms provided by Australian company Legal Ready Pty Ltd that are designed for users outside of the UK, please see our non-UK privacy policy located at: https://www.legalready.ai/privacy-policy/

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 websites or document sharing platform designed for lawyers known as Litigation 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 processing of your personal information as described in our Privacy Policy.

Where Legal Ready offers its Platforms to a business customer, authorised users of that business customer may upload personal data into the Legal Ready platform (“Customer Data“). In these circumstances, Legal Ready processes Customer Data on behalf of that business customer (see “Our Role as a Data Processor” below). We act as a data processor for these relationships and our use of that data is governed by our customer agreements.

We do not consider that the information that authorised users upload to the platform is our information and we do not review or access the content of that information, unless an authorised user of the customer instructs us to do so (for example, to solve a technical issue). If the information that an authorised user uploads to the platform contains personal information, we do not collect or use that personal information. When a user shares a matter, file or document with another person, it is the user that is disclosing that matter, file or document, not us, and accordingly the user needs any appropriate rights and permissions to do so.

THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may process different kinds of personal data about you which we have grouped together as follows:

• Identity Data: includes first name, last name, username or similar identifier, title, date of birth, gender, occupation, and who you work for.
• Contact Data: includes billing address, delivery address, email address, and telephone numbers.
• Financial Data: includes bank account and payment card details.
• Transaction Data: includes details about payments to and from you and other details of products and services you have purchased from us or transactions you have participated in.
  Technical Data: includes internet protocol (IP) address, your login data (username and password), browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device information (model and ID), and other technology on the devices you use to access our Platform.
• Profile Data: includes your username and password, purchases or orders made by you, your interests, preferences, feedback, survey responses, and information regarding your use of or interest in our products and services.
• Usage Data: includes information about how you use our website, Platform, products, and services. This may include how many documents you upload, what type of documents you upload, who you share documents with, pages visited, links clicked, text entered, and mouse/cursor movements.
• Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Employment Data: For our employees or applicants, this includes CVs, references, right to work documentation, payroll information, safety information (e.g., emergency contacts), travel information, and other information necessary for the employment relationship.
• Supplier Data: Information necessary to manage our relationship with suppliers and business partners, including contact details and payment information.
• Communications Data: Records of communications and dealings with you, such as emails, SMS, telephone, and in-person communications.

Special Categories of Personal Data:

We do not routinely collect any Special Categories of Personal Data about you directly (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences through our direct interactions with you for our own purposes.

However, you or your organisation may upload documents or materials to the Platforms that contain Special Categories of Personal Data or data relating to criminal convictions and offences. In such instances, Legal Ready acts as a processor on behalf of you or your organisation (the controller). Our obligations with respect to such data are governed by our data processing agreement with the controller and Section 13 (Our Role as a Data Processor) of this policy.

If we are required to collect Special Categories of Personal Data directly for our own purposes (e.g., for employment purposes such as health information for accommodations), we will only do so with your explicit consent or where otherwise permitted or required by law, and we will inform you of the purpose.

If you fail to provide personal data:

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with access to the Platforms). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

Children’s Data:

Our Platform and services are not intended for children under the age of 18, and we do not knowingly collect data relating to children. If you are under 18, please do not provide your personal information to us.

HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

• Direct interactions: You may give us your Identity, Contact, Financial, and Profile Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
  • create an account on our Platform;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • enter a competition, promotion, or survey;
  • give us feedback or contact us (e.g., for customer support);
  • visit our offices or attend one of our events; or
  • apply for a job with us.
• Direct interactions: You may give us your Identity, Contact, Financial, and Profile Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
• Automated technologies or interactions: As you interact with our website or Platform, we will automatically collect Technical and Usage Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, pixel tags, local storage (like browser web storage or application data caches), and other similar technologies. These technologies help us track your usage and remember your preferences. For more information about the cookies we use, please see our Cookie Notice.
• Third parties or publicly available sources: We will receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from analytics providers such as Google (based outside the UK).
  • Contact, Financial, and Transaction Data from providers of technical, payment, and delivery services (based inside and outside the UK).
  • Identity and Contact Data from publicly available sources such as Companies House and online sources like LinkedIn.
  • Identity and Contact Data from your employer if they sign up for a business account or provide your details to us.

If you provide us with personal information about someone else, you must ensure you have their consent to do so and for us to collect, hold, use, and disclose their information in accordance with this Privacy Policy.

HOW WE USE YOUR PERSONAL DATA AND LAWFUL BASIS FOR PROCESSING

Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you (Performance of Contract).
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (Legitimate Interests).
• Where we need to comply with a legal obligation (Legal Obligation).
• Where you have given consent (Consent).

Purposes for which we will use your personal data and the lawful bases:

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To process and deliver your order/subscription including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us	(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications (f) Technical (g) Usage	(a) Performance of a contract with you (b) Legitimate Interests (to recover debts due to us)
To manage our relationship with you which may include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey (c) Inviting you to events and training sessions	(a) Identity (b) Contact (c) Profile (d) Marketing and Communications (e) Transaction	(a) Performance of a contract with you (b) Legal Obligation (where we are required to notify you by law) (c) Legitimate Interests (to keep our records updated, for running and improving our business)
To administer and protect our business and the website/Platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data, security monitoring)	(a) Identity (b) Contact (c) Technical (d) Usage	(a) Legitimate Interests (for running our business) (b) Legal Obligation (where we are required to take action by law)
To use data analytics to improve our website, Platform, products/services, marketing, customer relationships and experiences (including planning and forecasting)	(a) Technical (b) Usage (c) Profile	(a) Legitimate Interests (to improve our business, Platform and website)
To make suggestions and recommendations to you about goods or services that may be of interest to you (direct marketing)	(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications	(a) Consent (for third-party direct marketing or where otherwise required) (b) Legitimate Interests (to develop our products/services and grow our business for our own direct marketing, subject to your right to opt-out)
To provide customer support and respond to inquiries	(a) Identity (b) Contact (c) Profile (d) Usage (e) Communications (f) Transaction	(a) Performance of a contract with you (b) Legitimate Interests (to provide effective customer service and manage our relationship, to improve our business)
To comply with legal obligations, assist in law enforcement, resolve disputes, and enforce agreements (including investigating potential breaches of terms)	(a) Identity (b) Contact (c) Financial (d) Transaction (e) Technical (f) Usage (g) Communications	(a) Legal Obligation (where we are required to process your data by law) (b) Legitimate Interests (to protect our legal rights and business integrity)
To manage recruitment processes	(a) Identity (b) Contact (c) Employment	(a) Legitimate Interests (to assess suitability for a role and operate our business)
To manage supplier and business partner relationships	(a) Identity (b) Contact (c) Financial (d) Supplier	(a) Performance of a contract (b) Legitimate Interests (to manage business operations where no contract yet exists)

Legitimate Interests:

Where we rely on legitimate interests as a lawful basis, these interests include:

• Providing, developing, and improving our products and services (the Platforms).
• Managing our relationship with you and providing effective customer service.
• Promoting our business and services (direct marketing of our own similar products/services, subject to opt-out rights).
• Ensuring the security, integrity, and proper functioning of our Platform and systems.
• Fulfilling our corporate and social responsibilities.
• Exercising our legal rights, defending against claims, and ensuring compliance with our terms and legal obligations.
• Efficiently managing our business operations, including recruitment and supplier relationships.

We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Change of purpose:

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact our DPO.

If we need to use your personal data for an unrelated purpose, we will notify you, explain the new purpose and we either (a) explain the legal basis which allows us to do so, or (b) if necessary, obtain your explicit consent before processing your data for this new purpose.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data with the parties set out below for the purposes set out in the table above:

• • Internal Third Parties: Other companies in the Legal Ready Group (as defined in our Intra-Group Data Sharing Agreement, e.g., Legal Ready Pty Ltd in Australia) acting as joint controllers or processors. These entities are based in Australia and other specified countries and provide IT, system administration services, development, support, and undertake leadership reporting. Transfers are governed by our Intra-Group Data Sharing Agreement, which incorporates appropriate safeguards like Standard Contractual Clauses and the UK Addendum where necessary.
  • External Third Parties:
    • Service providers acting as sub-processors based in the UK, EEA, USA, Australia, and other specified locations who provide IT and system administration services, cloud hosting services (e.g., AWS, Azure), payment processing, customer support solutions, marketing automation platforms, and analytics services.
    • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers based in the UK and other relevant jurisdictions who provide consultancy, banking, legal, insurance, and accounting services.
    • HM Revenue & Customs, regulators (like the ICO), law enforcement bodies, and other authorities who require reporting of processing activities in certain circumstances or to whom we must disclose data to comply with legal obligations.
    • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
    • Other users of our Platform, as directed by you or your organisation (e.g., when you share documents or matters with barristers, solicitors, clients, experts, or judges). You control these disclosures through the Platforms’ functionality.
    • Your employer, if you are using a corporate account provided by them, for account administration and management purposes.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions and a written contract.

You can choose to connect your account on our Platform with third-party services (e.g., a third-party document management system). By doing so, you are enabling us and those third parties to exchange information about you and data in your account. All third parties’ use of your information will be governed by their own privacy policies and terms of service.

INTERNATIONAL TRANSFERS

We share your personal data within the Legal Ready Group, which involves transferring your data outside the United Kingdom (UK), for example, to our entity in Australia. Many of our external third-party service providers are also based outside the UK (e.g., in the USA, Australia), so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• Adequacy Regulations: We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data under the UK GDPR.
• Standard Contractual Clauses (SCCs): For transfers to service providers or group entities where an adequacy regulation does not apply, we will typically use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. This includes the use of the UK’s International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses with the UK Addendum. Our Intra-Group Data Sharing Agreement incorporates these mechanisms for transfers within the Legal Ready Group.

Please contact our DPO if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

When you access our Platform via our UK website, the primary computer systems on which your personal data (as controlled by Legal Ready Limited) is collected, stored, and used may be located in the UK, EEA, or other specified locations with adequate safeguards. Content that you upload to the Platforms (for which you or your organisation is the controller) will be stored in the data region selected or applicable to your account (e.g., UK, Australia, USA), and will remain in that region at rest unless you share that content with individuals or services located elsewhere.

DATA SECURITY

We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. For example, data is encrypted in transit (e.g., TLS 1.2+) and at rest (e.g., AES-256). We require users of our Platform to use two-factor authentication after an initial trial period.

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 using up-to-date operating systems and browser software, using strong unique passwords, never disclosing your password, not sharing accounts, and contacting us immediately if you notice unusual activity. Further security guidance may be provided in our terms of service or support documentation.

While we take care, no security measures are perfect, and we cannot guarantee the total security of any data transmission over the Internet or any electronic storage system.

DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

For personal data processed by us as a controller (e.g., account information, marketing preferences), we will retain this data in line with our internal data retention policies. For example, basic information about our customers (Identity, Contact, Financial, Transaction Data) is generally kept for six years after they cease being customers for tax and legal purposes.

For data uploaded to the Platforms by you or your organisation (where we act as a processor), we retain this data in accordance with the instructions of the controller (you or your organisation) and our contractual agreements. The Platforms includes functionality to allow controllers to download and delete information in their accounts. A deletion request using the Platforms deletes the file or document from the relevant account immediately, but in limited circumstances and for a limited time (e.g., up to 60 days), the deleted file or document may be recoverable from backups to protect against accidental deletion. You cannot delete information stored in another user’s account unless you are an administrator with such permissions for that account.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under UK data protection laws in relation to your personal data. These rights include:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • If you want us to establish the data’s accuracy.
  • Where our use of the data is unlawful but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
• Lodge a complaint with the UK Information Commissioner’s Office (ICO) as directed on their website (www.ico.org.uk) if you have concerns regarding our processing of personal data. Please think about telling us first though, so we have a chance to address your concerns.

If you wish to exercise any of the rights set out above, please contact our DPO at dpo@legalready.ai.

No fee usually required:

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you:

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond:

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

OUR ROLE AS A DATA PROCESSOR

This Privacy Policy primarily describes how Legal Ready processes your personal data when we act as a data controller (i.e., when we determine the purposes and means of processing).

However, when you or your organisation (our customer) use our Platform (Litigation Ready or Disclosure Ready) to upload, store, share, or otherwise process documents and information, Legal Ready acts as a data processor on behalf of our customer, who is the data controller (or a processor acting on behalf of another controller).

In our role as a data processor, we will:

• Only process personal data contained within the content uploaded to the Platforms in accordance with the lawful, documented instructions of our customer (the controller), as set out in our Data Processing Agreement (DPA) or other contractual terms with the customer.
• Implement appropriate technical and organisational measures to ensure the security of the data, as detailed in our DPA and security documentation.
• Assist the controller in meeting their UK GDPR obligations, for example, in relation to data subject rights, data security, and data breach notifications, as specified in our DPA.
• Not access, view, or use the content uploaded by our customers except as necessary to provide and maintain the Platforms, to provide support as requested by the customer, or as required by law.
• Ensure that any of our personnel authorised to process the data are subject to confidentiality obligations.
• Upon termination of the service, provide functionality in the Platform to allow the controller to delete or download all personal data and as set out in our DPA.

If you are an individual whose personal data has been uploaded to our Platform by one of our customers (e.g., you are a client of a law firm using Litigation Ready), you should direct any queries or requests regarding your personal data to that customer (the data controller), as they are responsible for your data.

CHANGES TO THIS PRIVACY POLICY

We keep our privacy policy under regular review. This version was last updated on the date shown above. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

We may update this privacy policy from time to time. If we make significant changes, we will notify you by email or through a notice on our website or Platform.

CONTACT DETAILS

If you have any questions about this privacy policy or our privacy practices, please contact our DPO in the following ways:

Email address: dpo@legalready.ai

Postal address: 71-75 Shelton Street, Covent Garden, London, England, WC2H9JQ, Attn: Data Protection Officer.