Privacy Notice

1. About this notice

This notice explains how LexIA (Pty) Ltd processes personal information that you give us when you register for early access to LexIA through this website, or when you contact us. It is written with the Protection of Personal Information Act 4 of 2013 (“POPIA”) in mind.

LexIA is a legal billing assistant that is still in development. This notice covers only the early-access registration process and ordinary contact with us. It does not cover the LexIA application itself, which will have its own privacy notice before it is made available.

2. Who is responsible for your information

The responsible party (the person or organisation that decides why and how your personal information is processed) is LexIA (Pty) Ltd (“LexIA”, “we”, “us”), which operates this website and the early-access list:

3. Personal information we collect

When you register for early access we collect:

• Required: your first name, surname and email address, and a record of your registration consent.
• Optional: your practitioner type (attorney, advocate, candidate attorney or other), the name of your firm or chambers, your description of your biggest billing challenge, and whether you have chosen to receive marketing communications.
• Automatically recorded: the date and time of your submission, which Google Forms records.

Please do not include confidential client information, or any information about your clients or their matters, when you describe your billing challenge.

This website does not use analytics, advertising trackers or cookies of its own. This website is hosted by Netlify, which may keep standard technical logs (such as IP addresses and browser types) to deliver the website securely (see section 6). Netlify’s own privacy policy (opens in a new tab) applies to that information.

4. Why we use your information

We use your personal information only to:

• record and manage your early-access registration;
• send you an acknowledgement of your registration;
• contact you about your registration, including updates about development and possible invitations to test LexIA before its public launch;
• understand the billing challenges practitioners face so that we can improve LexIA (using the information you choose to share); and
• send you product news, launch announcements and marketing communications, only if you ticked the separate, optional marketing box.

Registering for early access does not create a subscription, purchase or other contract for the LexIA product, and does not guarantee access to testing, free or discounted access, or a specific launch date.

5. Your consent

We process your registration information on the basis of your consent, which you give by ticking the registration consent box. Marketing consent is separate and optional. You can register without agreeing to marketing.

You may withdraw either consent at any time by emailing admin@lexia.co.za. Every marketing message we send will also tell you how to unsubscribe. Withdrawing consent does not affect processing that took place before you withdrew it. If you withdraw your registration consent, we will remove you from the early-access list.

6. Service providers and processing outside South Africa

We use third-party technology and infrastructure providers to operate this website and the early-access list. They process personal information on our behalf as operators (service providers that process information for us):

• Google Workspace (Business Standard), including Google Forms, Google Sheets and Gmail, which we use to collect and store registrations and to respond to you; and
• Netlify, which hosts this website.

Because these providers operate internationally, your personal information may be processed, transferred or stored in countries outside South Africa. Where your personal information is transferred outside South Africa, we will handle the transfer in accordance with the applicable requirements, including section 72 of POPIA.

When you view or submit the registration form, Google’s own privacy policy (opens in a new tab) also applies to Google’s handling of your browser’s connection, including any cookies that Google uses to operate Google Forms.

We do not sell your personal information. Apart from the service providers described in this notice, we do not share it with third parties unless the law requires us to.

7. How we protect your information

We limit access to the registration responses to authorised LexIA personnel, use access controls on the accounts that hold them, and do not copy registration data to other systems unless necessary for the purposes above. No method of transmission or storage is completely secure, but we take reasonable technical and organisational measures to protect your information, as required by section 19 of POPIA. If we believe that your personal information has been accessed by an unauthorised person, we will notify you and the Information Regulator as required by law.

8. How long we keep your information

We retain your personal information only for as long as reasonably necessary for the purposes for which it was collected, including managing early-access registrations and sending you the communications you have agreed to or that we are otherwise permitted to send. When it is no longer required for those purposes, we delete it or anonymise it so that it can no longer identify you, subject to any applicable legal or regulatory retention requirements.

9. Deletion

You may ask us to delete your registration at any time by emailing admin@lexia.co.za from the email address you registered with. We will confirm once your information has been deleted from the registration form responses and the linked spreadsheet.

10. Your rights

Under POPIA you have the right to:

• ask whether we hold personal information about you, and request access to it;
• ask us to correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained;
• object to the processing of your personal information, including for direct marketing;
• withdraw your consent at any time; and
• lodge a complaint with the Information Regulator.

To exercise any of these rights, email admin@lexia.co.za. We may need to confirm your identity before acting on a request.

If you are not satisfied with how we have handled your information, you may contact the Information Regulator (South Africa). Its current contact details are published at inforegulator.org.za (opens in a new tab).

11. Changes to this notice

We may update this notice as LexIA develops. The version number and effective date at the top of this notice show which version applies. If a change materially affects how we use information you have already given us, we will tell you by email.

12. Contact us

For any questions about this notice or your personal information, please contact our Information Officer, Marthinus Christoffel Steyn, at admin@lexia.co.za or 061 525 7580.