Privacy Policy – End Customers (LegalPDF)

Last updated: September 2026

Service operator: Sitehood Internet Communication LTD (hereinafter: the "Company" or the "Service Operator")

Primary website address: LegalPDF.co (including local/regional sub-domains, such as il.LegalPDF.co, uk.LegalPDF.co and the like)

Email address for privacy enquiries: legalpdfemails@gmail.com

1. Introduction, Nature of the Service and Identity of the Processing Entity

1.1. Welcome to the LegalPDF system and application (hereinafter: the "System" or the "Service"), which are operated and managed by the Company.

1.2. The System offers a technological and automated assistance tool for the extraction, arrangement, processing, transcription, analysis and conversion of email correspondence and instant messages (WhatsApp) into a formatted and organised PDF document for legal purposes, including an algorithmic analysis report based on artificial intelligence (AI).

1.3. Technological processing conduit only: The System operates solely as a technological processing conduit for you and for the solicitor who invited you to use the System. The Company does not provide legal advice, is not a law firm, and is not a party to the legal representation agreement between you and your solicitor.

1.4. Commercial discretion: Use of the System by you as an end customer is effected solely on the basis of a personal invitation. The System does not display, collect or include any financial information, voucher costs, rates or commercial engagement terms between your solicitor and the Company.

1.5. Consent to the Policy: Entry into the System, granting of access permissions (OAuth), uploading of files or extraction of correspondence constitutes express and informed consent to the terms of this Privacy Policy. If you do not agree to any term of this Policy, you must immediately cease all use of the System.

2. Definitions

• "Solicitor" – a legal professional who maintains an account on the dedicated management dashboard (LegalCRM.co), purchases vouchers and issues invitations to their clients.
• "Client" / "End User" – a person who has received a personal invitation from a solicitor to produce a document from email or WhatsApp correspondence via the interface at LegalPDF.co (or an accompanying Android/PWA application).
• "Invitation" – a digital authorisation issued by a solicitor and sent to the user's email address, enabling extraction of correspondence and production of a single PDF document.
• "Correspondence" – text messages, voice messages (Audio), images and navigation/time data from a WhatsApp chat key or from a defined email thread.
• "PDF Document" – the formatted and organised PDF file created by the System, comprising the extracted correspondence and, at its end, an AI analysis report.
• "Third-Party Infrastructure Providers" – technological providers integrated into the operation of the System, including Google LLC, Microsoft Corporation, OpenAI OpCo, LLC and cloud storage providers.

3. Scope of Access and Targeted Extraction (Targeted Extraction & Scope Limits)

The System has been designed according to the principles of Data Minimisation and Privacy by Design:

3.1. Email extraction:

• Access and extraction are limited solely and exclusively to the correspondence thread between the user's email address and the counterparty email address predefined in the extraction form.
• The System does not scan, read, collect or store messages, contacts, folders or other data in the user's mailbox that do not belong to the defined counterparty address.

3.2. WhatsApp correspondence extraction:

• Extraction is limited solely to the export file (ZIP/TXT) of a single chat (with a single contact or a group) that the user has actively chosen to export and upload to the System.
• The System does not access the user's WhatsApp account directly, does not scan other chats, does not retrieve contact lists and is not exposed to information outside the exported chat.

3.3. Supported media files and filtering:

• The System processes only text messages, voice messages (for transcription) and images.
• Video files, accompanying documents (such as PDF, DOCX) or other complex files appearing in a chat are filtered and disregarded automatically. They are not inserted into the PDF document and are not sent for processing in the artificial-intelligence model.
• Active media-filtering stage: In the Android application and in the browser interface (iOS/desktop), the System presents to the client a list of voice-media files and images, and enables the client to filter and manually remove files that the client does not wish to include in the document before they are uploaded to the server.

4. Information Collected and Processed (Data Mapping)

The System processes the following categories of information only:

5. Processing Architecture, Data Flow and Deletion Mechanisms (Data Flow & Zero Retention)

5.1. Processing on the Company's servers:

All extracted data are streamed to the Company's secure processing server (based on a Laravel environment) under SSL/HTTPS security. Processing includes text scanning, conversion of audio files to textual transcripts, keyword highlighting, and chronological arrangement of the data.

5.2. Strict data-deletion mechanism (Zero Data Retention):

The System does not constitute a permanent information repository for correspondence or legal documents:

• Automatic deletion within 24 hours: All correspondence, transcripts, media files, parameter data and produced PDF files are permanently deleted from the Company's servers automatically within no more than 24 hours from the moment of document production.
• Default – immediate deletion upon completion of download: Upon completion of document production, the user is given the option to download the PDF file to their device. The System's default is immediate deletion of the file and data from the Company's servers the moment the download to the user's device is completed.
• Temporary retention option (24 hours): Only if the user has actively marked a Checkbox confirming retention of the link and file on the server for sharing with the solicitor will the file be retained on the server for a limited period of up to 24 hours. After 24 hours, the file is deleted automatically in full and without any possibility of recovery.
• Immediate deletion button (Delete Data): The user may at any time click the data-deletion button in the interface, which will result in immediate, absolute and prompt deletion of all data and files associated with their session.
• No retention of backups: The Company does not retain Backups, archives or Cache files of the user's correspondence or of PDF documents after they have been deleted.

6. Processing by Means of Artificial Intelligence (OpenAI / Enterprise AI Policy)

6.1. Manner of data transfer: For the purpose of creating the analysis report incorporated at the end of the PDF document and for the purpose of transcribing voice messages, the System transfers the agreed correspondence content and the user's instruction (Prompt) to a language model of OpenAI via Enterprise/Business API.

6.2. No AI Model Training policy: Transfer of the information is effected under strict security settings and business terms (Enterprise Terms) ensuring that:

• The information is not and will never be used for the training, refinement, learning or development of artificial-intelligence models of OpenAI or of any third party.
• The information is not retained by the AI provider after completion of the analysis task and return of the response to the Company's server.

6.3. Prohibition of profiling: The Company does not use AI analysis for any purpose outside production of the specific report requested by the user, and will not carry out profiling, behavioural analysis or AI-based promotional mailing.

7. Confidentiality, Access Permissions and Commitment Not to Use Data

7.1. Automatic operation: All extraction, transcription, arrangement, analysis and document-production operations are performed algorithmically and automatically by means of the System.

7.2. Technical accessibility and commitment to confidentiality:

• Existence of technical access: The user acknowledges and is aware that, due to the complexity of the System and the temporary storage of documents and data on the Company's servers (until their automatic or manual deletion, as detailed in section 5), the Company's team, managers and developers have technical access to the PDF documents and data created in the System.
• Commitment not to use and not to view: The Company expressly undertakes that the Company's team, employees and managers will not make any use of, will not inspect, will not read, will not listen to and will not analyse the content of the user's correspondence, voice recordings or documents, except where an express legal duty applies to do so pursuant to an operative court order of a competent court.
• Prohibition of commercialisation: The Company undertakes absolutely and irrevocably not to sell, trade, lease, transfer, mine data (Data Mining) or make any commercial or other use of the content of the correspondence or of the user's personal data.
• Privilege and discretion: Even during the temporary storage window, the Company treats the information as highly confidential and as subject to the protection of solicitor–client privilege.

8. Transfer of Data to Third Parties and Abroad

8.1. The Company transfers data to third parties only insofar as absolutely essential for the provision of the service:

• Google LLC / Microsoft Corporation: for secure authentication (OAuth) and authorised extraction of email correspondence from the user's mailbox.
• OpenAI OpCo, LLC: for audio transcription and algorithmic analysis via Enterprise API only.
• The inviting solicitor: the solicitor who issued the invitation may receive access or a temporary link for downloading the produced document, in accordance with the service settings.

8.2. International transfer: Transfer of data to API servers abroad (such as in the United States or the European Union) is effected with the user's consent upon approval of the terms of service, and under authority for strict security standards (such as ISO 27001, SOC 2 Type II), and in accordance with UK GDPR requirements for international transfers (including appropriate safeguards such as the UK International Data Transfer Agreement or Addendum where applicable).

9. Data Security

9.1. Communication between the user's device, the Company's servers and the providers' API interfaces is protected by industry-strict encryption standards (end-to-end SSL/TLS).

9.2. The System undergoes information-security testing and periodic/annual scans (such as by TAC Security or accredited laboratories).

9.3. Residual risk: Notwithstanding the advanced security mechanisms, the user acknowledges awareness that no electronic system is absolutely secure, and that transfer of information over the internet always involves a certain residual risk.

10. Cookies and Local Storage Spaces

10.1. The System uses Cookie files, local browser storage spaces (Local Storage/Session Storage) and temporary identifying technologies.

10.2. Use of these technologies is intended solely for proper operation of the website/application, maintaining session continuity (Session), identity authentication vis-à-vis Google/Microsoft, retention of language preferences, and information security.

10.3. The System does not use third-party tracking cookies for targeted advertising or marketing purposes.

11. Data Subject Rights

11.1. In accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and other applicable global laws (including the EU GDPR where relevant), the user has rights to access personal data collected about them, and to request rectification or erasure.

11.2. Practical exercise of the right to erasure: Since all source correspondence and documents are deleted automatically and in full within no more than 24 hours (or immediately upon clicking the deletion button), the service mechanism in practice implements the right to erasure as an integral part of the System's life cycle.

11.3. For further enquiries or clarifications regarding identification data (such as the invitation email), you may contact the Company's privacy officer at: legalpdfemails@gmail.com.

12. Jurisdiction and Governing Law

12.1. This Privacy Policy shall be governed solely by the laws of England and Wales.

12.2. The exclusive and unique jurisdiction in any dispute or matter concerning this Privacy Policy or use of the System is conferred upon the courts of England and Wales sitting in London.

13. Changes to the Privacy Policy

13.1. The Company may update or amend the provisions of this Privacy Policy from time to time.

13.2. The last-updated date appearing at the top of the document will reflect the date on which the changes take effect. Material changes will be accompanied by an appropriate notice in the System interface.

Disclosure Document, Caveats and Exclusion of Liability for Artificial-Intelligence Analysis (AI Disclaimer & Output Policy)

This document forms an integral part of the Terms of Use and the Privacy Policy of LegalPDF.

1. Nature of the Output and Limitations of AI Technology

1.1. The user declares and confirms that they are aware that the analysis report appearing at the end of the PDF document, as well as the transcripts of voice messages, are created by means of algorithms and large language models (LLMs) of third parties (OpenAI).

1.2. Risk of errors and inaccuracies: Artificial-intelligence technology is based on statistical and probabilistic processing. Accordingly, the output may include inaccuracies, omissions of critical details, incorrect interpretation of context or slang, errors in transcription of audio files, biases, and even creation of entirely incorrect outputs that do not reflect reality ("hallucinations" / Hallucinations).

1.3. No warranty of evidential admissibility: The Company does not undertake and does not warrant that the report, transcript or PDF file will be 100% accurate, complete, free of errors, or admissible as evidence in legal proceedings as they stand.

2. Duty of Verification and Review by a Solicitor (Mandatory Legal Review)

2.1. Assistance tool only: Every report, summary, analysis or transcript produced by means of the System constitutes a technological assistance tool only, and does not constitute a legal opinion, legal advice or a substitute for professional review.

2.2. Duty of manual verification: An absolute duty rests upon the user and/or the solicitor handling the matter to check, verify, edit and compare every output, transcript and report against the source correspondence before making any legal use, filing with a court, or taking any reliance decision.

2.3. Any reliance by the user or their solicitor upon AI outputs without independent checking and verification is at their sole responsibility.

3. Full Exclusion of Liability (Limitation of Liability)

3.1. The Company, its managers, employees, shareholders and technology providers (including OpenAI) shall not bear any liability for any direct, indirect, consequential, special or punitive damage, financial loss, distress, loss of a legal right or rejection of evidence in proceedings, caused to the user or anyone on their behalf as a result of reliance upon AI outputs, transcription errors, inaccuracies, or failures in the produced output.

3.2. The user hereby waives finally, absolutely and irrevocably any claim, demand or action against the Company and its providers in all that concerns the quality of the output, its accuracy, or the results of its use.