Personal information we handle
We process personal information that a law firm may provide when using our platform, including names, contact details, matter references, firm profile details, document content, user logins and workflow notes. Depending on how a practice uses the service, records may also include client matter data, template selections, questionnaire responses, version history and review notes linked to document preparation.
We process only the details needed for platform access, document creation, user administration, support and account management. We do not use personal information for anything outside those purposes. Where a firm uploads information about its own clients, we process it according to that firm’s instructions and operational needs.
How information enters the system
Information may be submitted by a firm’s authorised users through onboarding forms, guided questionnaires, template mapping exercises, document uploads and support interactions. It may also be captured when users edit matter data, trigger merge fields, approve drafts or save documents into secure storage. We may collect technical information about access and usage to support service delivery and system integrity.
- Account and user administration details
- Matter data entered for document preparation
- Document files, templates and clause banks
- Audit history linked to editing and sign-off steps
- Technical logs that support security and troubleshooting
Use of information within the platform
We use personal information to provide the service, manage user access, maintain template libraries, support document assembly and assist with migration from existing files. Information may be used to apply version control, store approved wording, track review steps and keep records aligned with the instructions given by the firm. We also use it to respond to operational requests and maintain the service in a stable working state.
Where a firm requests training, workflow tuning or helpdesk support, information needed for that task may be viewed by the relevant team members. Access is limited to people who require it for their role and duties. Internal handling is guided by confidentiality and POPIA-aware procedures appropriate to the type of information stored.
Sharing and disclosure limits
We do not sell personal information. We may share information only where it is needed to operate the service, meet a legal obligation, protect the integrity of the platform or carry out instructions from an authorised client user. Any disclosure is handled with care and only to the extent required for the purpose at hand.
- Service operations and technical support
- Data hosting and secure cloud storage functions
- Legal or regulatory compliance requests
- Protection against misuse, fraud or unauthorised access
If information is processed by third parties in support of hosting or security functions, they are expected to apply safeguards that suit the sensitivity of the material. We do not disclose client matter content unless a lawful basis exists or the firm has instructed us to do so.
Security, retention and document control
We use access controls, authentication measures and controlled storage practices to protect personal information against unauthorised use, loss or alteration. Document handling includes review and sign-off steps, version control and storage arrangements intended to preserve the integrity of approved drafts. These measures are applied to support the work of small law firms that rely on accurate records and careful document history.
Information is kept only for as long as needed for the service, record keeping or legal obligations. When information is no longer required, we take steps to delete or securely archive it in line with business needs and applicable law. Retention periods may vary by document type, account status and the instructions of the firm.
Your rights under POPIA
Individuals whose personal information is processed through the service may have rights under POPIA, subject to the Act and applicable legal duties. These rights may include requesting access to personal information, asking for correction of inaccurate details and objecting to certain forms of processing where the law allows it. In some situations, a law firm may need to make the request because it controls the underlying matter record.
Requests must be made by an authorised person and may require enough detail to identify the relevant information. We may need to verify identity and confirm the scope of the request before taking action. Where information belongs to a law firm’s client matter, the firm’s own duties and instructions may also apply.
Contacting us about privacy
Questions about this policy, our handling of personal information or a POPIA request can be directed to our contact form. LawMachine operates from Rosebank, Johannesburg and is provided by Astros Marketing (Pty) Ltd. We may update this policy when our processing practices, service structure or legal duties change.
By using the platform, authorised users acknowledge that personal information may be processed as part of legal document automation, template management and related support services. Users should only provide information they are authorised to share in the course of the firm’s work.