Privacy Policy

1. Who We Are

LegalForms is a product of TechBusy, providing AI-assisted digital attendance note software for UK solicitor firms. Our website is legalformsapp.co.uk.

For all data protection enquiries, contact us at: f.sewava23@hotmail.com

2. Data We Collect

When you use LegalForms to create attendance notes, the following information is entered by you and processed through the app:

• Solicitor and firm information — your name, firm name, and contact details entered in settings
• Client information — name, date of birth, address, and contact details of the client you are representing
• Case information — UFN, DSCC reference, custody number, case reference numbers, offence details
• Attendance note content — notes from police station, magistrates court, and crown court attendances, including interview notes, advice given, and client instructions
• Access credentials — your firm's access code, stored locally in your browser (localStorage) for session management

We do not collect payment card details, national insurance numbers (beyond what you choose to enter into a form field), or sensitive personal data beyond what is necessary to create your attendance note.

3. How We Use Your Data

Data entered into LegalForms is used exclusively for the following purposes:

• PDF generation — attendance note content is formatted and exported as a PDF document on your device using jsPDF, a client-side library
• AI narrative generation — for Crown Court attendance notes, note content may be sent to our AI provider (Anthropic) to generate a narrative summary. This transmission occurs over an encrypted connection
• Session authentication — your access code is verified against our server to confirm you have a valid subscription

We do not use your data for marketing, profiling, or any purpose beyond providing the service you have requested.

4. Third Parties We Share Data With

To deliver the service, data may be transmitted to the following third parties:

• Render (render.com) — our hosting provider. Your attendance note data passes through Render's servers when API requests are made (e.g. AI narrative generation). Render is based in the United States and operates under standard contractual clauses for international data transfers. See render.com/privacy
• Anthropic (anthropic.com) — we use Anthropic's Claude API to generate narrative summaries for Crown Court notes. Data sent to Anthropic is used only to fulfil the request and is subject to Anthropic's privacy policy at anthropic.com/privacy. Anthropic does not use API-submitted data to train its models
• Clio (clio.com) — if you use the Clio integration feature, completed attendance notes or invoice data may be transmitted to your Clio account. This data is processed under your existing agreement with Clio. See clio.com/privacy-policy

We do not sell, rent, or share your data with any other third parties.

5. Data Retention

We do not permanently store your attendance note content. Attendance note data is processed in memory to fulfil your request (e.g. AI generation) and is not written to a database or retained after the request completes.

The following data is retained:

• Access codes — stored securely as environment variables on our server for authentication purposes
• Draft notes — saved locally in your browser's localStorage. This data never leaves your device unless you trigger a PDF export or AI generation request. You can clear drafts at any time from within the app
• Server logs — our hosting provider (Render) may retain standard access logs (IP address, timestamp, request type) for up to 30 days for security and debugging purposes

6. UK GDPR Compliance

We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our lawful basis for processing personal data is legitimate interests (providing the service you have contracted us to deliver) and, where applicable, contractual necessity.

You have the following rights under UK GDPR:

• Right to access the personal data we hold about you
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restriction of processing
• Right to data portability
• Right to object to processing

Because we do not permanently store attendance note content, most subject access requests can be fulfilled by confirming that no such data exists on our servers. To exercise any of these rights, contact us at f.sewava23@hotmail.com.

If you believe we have handled your data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

7. Security

All data transmitted between your device and our servers is encrypted using HTTPS/TLS. We do not transmit attendance note content except when you explicitly trigger a feature that requires it (AI narrative generation). API keys and access credentials are stored as environment variables and are never exposed to the frontend.

8. Cookies and Local Storage

LegalForms does not use tracking cookies. We use your browser's localStorage to store:

• Your firm name and solicitor name (settings)
• Your authentication session token
• Draft attendance notes
• UI preferences (e.g. whether you have seen onboarding tooltips)

This data is stored entirely on your device and is not transmitted to us unless you explicitly use a feature that requires it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify subscribers of material changes by email or via an in-app notice. The date at the top of this page reflects when it was last updated.

10. Contact Us

For any privacy-related questions, data requests, or concerns, please contact: