Privacy Policy
1. Who We Are
When we say "we", "us", or "our" in this policy, we mean LegalDominio as the responsible party for data collected through this website.
For privacy enquiries: contact@legaldominio.com
2. Information We Collect
2.1 Information You Provide
When you interact with our bot or submit a contact form, we may collect:
- Email address — to respond to your enquiry and follow up
- Name (optional) — to personalise our communication
- Phone number (optional) — for appointment scheduling
- Enquiry details — information about your needs or questions
2.2 Automatically Collected Information
- Conversation history — messages exchanged with the bot
- Device fingerprint — a browser-based identifier used to recognise returning visitors and prevent abuse (no personal data is used to create this)
- Usage data — date and time of interactions, message count
- Technical data — browser type, language preference
We do not collect your IP address, precise geolocation, or use cross-site tracking cookies.
2.3 Information We Do Not Collect
- Sensitive personal information (race, health data, religious beliefs, etc.)
- Payment or financial information
- Government-issued ID numbers
3. How We Use Your Information
- Respond to your enquiry via our AI assistant
- Follow up by email, phone, or WhatsApp regarding your interest
- Schedule consultations or demos
- Improve the quality of our AI responses (aggregate, anonymised analysis)
- Detect and prevent fraud or abuse
- Comply with legal obligations
We will not send marketing emails unless you explicitly opt in. You may unsubscribe at any time.
4. Legal Basis for Processing (POPIA)
| Purpose | Legal Basis |
|---|---|
| Responding to enquiries | Consent (by submitting the form) |
| Follow-up communication | Legitimate interest |
| Service delivery | Contractual necessity |
| Fraud prevention | Legitimate interest |
| Legal compliance | Legal obligation |
5. Who We Share Your Information With
| Provider | Purpose | Safeguards |
|---|---|---|
| Microsoft Azure | Cloud infrastructure & database hosting | ISO 27001, SOC 2, DPA in place |
| OpenAI | AI language model processing | Data Processing Agreement, Standard Contractual Clauses |
| Twilio (if WhatsApp enabled) | WhatsApp messaging | DPA in place, GDPR-compliant |
We do not sell, rent, or trade your personal information to third parties.
6. International Data Transfers
Some processing activities involve transfers outside South Africa:
- OpenAI (United States) — conversation messages are processed by the AI model. Safeguards: Data Processing Agreement and Standard Contractual Clauses. By using our bot, you consent to this transfer.
- Twilio (United States) — if WhatsApp follow-up is used. Safeguards: Data Processing Agreement.
All international transfers are conducted under appropriate safeguards as required by POPIA Section 72.
7. Data Retention
| Data Type | Retention Period |
|---|---|
| Lead contact information | 3 years from last interaction |
| Conversation history | 2 years from conversation date |
| Email correspondence | 3 years from last email |
Data is securely deleted after its retention period expires. You may request early deletion at any time (see Section 8).
8. Your Rights Under POPIA
Right of Access (Section 23)
You may request confirmation of what personal information we hold about you and receive a copy. Email us at contact@legaldominio.com with subject "Access Request". We will respond within 30 days.
Right to Correction (Section 24)
You may request correction of inaccurate or incomplete information. Response time: 14 days.
Right to Deletion (Section 25)
You may request deletion of your personal information. Exceptions apply where we are required to retain data by law or ongoing contract. Response time: 30 days.
Right to Object
You may object to direct marketing communications at any time by using the unsubscribe link in any email or by contacting us directly.
Right to Data Portability
You may request your personal information in a structured, machine-readable format (JSON, CSV, or PDF).
To exercise any right, email: contact@legaldominio.com
9. Security
We protect your data using:
- TLS 1.2+ encryption for all data in transit
- AES-256 encryption for data at rest (Azure default encryption)
- Role-based access controls and audit logs
In the event of a data breach, we will notify the Information Regulator within 72 hours and affected individuals promptly if there is a high risk to their rights.
10. Cookies and Browser Storage
We use localStorage (browser storage, not cookies) to remember your language preference and provide conversation continuity for returning visitors. This does not track you across other websites.
We do not use advertising cookies, Google Analytics, or social media tracking pixels.
11. Children's Privacy
Our services are not directed at individuals under 18. If we become aware that we have collected data from a minor without parental consent, we will delete it immediately.
12. Changes to This Policy
We may update this policy to reflect changes in our practices or applicable law. We will update the "Last Updated" date and display a notice on our website for material changes.
13. Contact & Complaints
Privacy enquiries: contact@legaldominio.com
If you are not satisfied with our response, you may contact the Information Regulator:
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: inforeg@justice.gov.za
Phone: +27 (0)10 023 5200
inforegulator.org.za