Privacy Policy

Last updated: 12 November 2026

This privacy policy explains how Legal Workspace Ltd collects, uses and protects personal data when you visit our website, use our legal case management software or use our mobile apps.

Summary

• We are the controller for data about website visitors, enquirers, our customers' account users and our own marketing.
• For the client and case data that law firms store in Legal Workspace, the firm is the controller, and we act as its processor.
• Your data is hosted in the UK and backed up daily to a separate location.
• We never sell personal data, and we do not use customer data to train AI models.

1. Who we are

Legal Workspace Ltd is a company registered in England and Wales (company number 13702397). Our registered address is [FULL POSTAL ADDRESS].

You can contact us about this policy or your personal data by emailing info@legalworkspace.co.uk or calling 0203 488 0008.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

2. Who this policy covers

• Website visitors: people who visit www.legalworkspace.co.uk
• Enquirers and prospects: people who contact us, request a demo or sign up for updates
• Customers and users: law firms that subscribe to Legal Workspace, and the people at those firms who use the software and mobile apps

3. Our role: controller and processor

Where we are the controller. We decide how and why personal data is used for our website, enquiries, demos, customer accounts, billing, support, service security and our own marketing. This policy explains that processing.

Where we are the processor. When a law firm uses Legal Workspace to store and manage its clients, matters, documents, emails and accounts, the law firm is the controller of that data, and we process it only on the firm's documented instructions. That processing is governed by the data processing terms in our service agreement, which meet the requirements of Article 28 UK GDPR. If you are a client of a law firm that uses Legal Workspace and you have a question about your data, please contact that firm first.

4. The personal data we collect

Information you give us

• Name, job title, firm or business name, email address, phone number and address
• The content of enquiries, demo requests and support requests
• Account details for software users, such as name, email address, role and login credentials
• Billing contact details for customer firms

Information collected automatically

• Technical data, such as IP address, browser type, device identifiers, operating system, referring page, pages visited and the date and time of access
• Software and app usage data, such as logins, features used and error logs, used to run, secure and improve the service
• Cookie data, as described in our Cookie Policy

Special category data

We do not intentionally collect special category data through our website or enquiries. Law firms may store special category data about their own clients in Legal Workspace; in that case the firm is the controller, and we process it as described in section 3.

5. How we use personal data and our lawful bases

6. Who we share personal data with

We do not sell personal data. We share it only with trusted service providers who help us run our business, under written contracts that require them to keep it secure and use it only on our instructions. These include:

• Our hosting provider, which hosts Legal Workspace in a UK data centre
• Email, SMS and communication providers, used to send emails and reminders
• Analytics and advertising providers, such as Google Analytics and LinkedIn, where you have given consent
• Payment processors and our accountants, for billing and financial records
• Professional advisers, such as lawyers and insurers, where needed
• Regulators, courts or law enforcement, where the law requires it

Customers can request our current list of sub-processors by emailing info@legalworkspace.co.uk, and we give notice before adding or replacing a sub-processor that handles customer data.

7. Integrations with other software

Your firm can choose to connect Legal Workspace to other software it uses, such as Microsoft 365 (Outlook, calendar and Word Online) and accounting software (Xero, QuickBooks or Sage). A connection is made only when an authorised user at your firm signs in to that software and gives permission. It can be withdrawn at any time, either in Legal Workspace or in the other software.

For accounting software, Legal Workspace sends the invoices, credit notes, refunds and client-to-office transfers it creates, with the client contact details needed for them. It reads back payments matched to those invoices, and the firm’s lists of accounts and VAT rates. Client account money and client ledgers stay in Legal Workspace and are not shared. This data is used only to keep your firm’s records in step without entering anything twice. It is not used to train artificial intelligence models.

Access keys for connected software are stored encrypted in your firm's own database. When you disconnect, access stops straight away. Records already in Legal Workspace stay with your firm and are kept as described in section 8.

8. Where your data is stored and international transfers

Legal Workspace software and customer data are hosted in a UK-based data centre, with backups kept at a separate location. Some of our website, analytics or communication providers may process limited personal data outside the UK. Where this happens, we use appropriate safeguards, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

9. How long we keep personal data

• Enquiry and demo data: 12 to 24 months after our last contact, unless you become a customer
• Customer account and billing records: for the length of the subscription, then up to 6 years to meet legal and tax requirements
• Customer data in the software: after a subscription ends, customers have 30 days to request a copy. We delete it from live systems within 60 days of the end date and from backups within a further 30 days
• Website analytics: 14 to 26 months, depending on provider settings
• Cookie consent records: up to 12 months
• Technical and security logs: usually 30 to 90 days, unless needed to investigate a security issue

10. How we protect personal data

• Hosting in a UK-based data centre
• Encryption in transit using SSL/TLS (HTTPS)
• Daily automatic backups stored in a separate location
• Individual user logins, permission groups and private matters to control access
• Firewalls, monitoring and protection against malware and vulnerabilities
• Staff access to customer data only where needed to provide support, keep the service secure or comply with the law

No system can be completely secure, but we work to protect your data and review our measures regularly. If a personal data breach affects customer data, we tell the affected customer without undue delay and, where possible, within 48 hours.

11. Artificial intelligence

We do not use customer data stored in Legal Workspace to train artificial intelligence models.

12. Automated decision-making

We do not make decisions based solely on automated processing, including profiling, that have legal or similarly significant effects on you.

13. Cookies

Our website uses strictly necessary cookies, and, with your consent, analytics and marketing cookies. You can change your choices at any time using our cookie banner or your browser settings. See our Cookie Policy for details.

14. Mobile apps

The Legal Workspace apps for iPhone and Android use the same account and data as the web version. They collect the information needed to sign you in, keep your account secure and make the app work, such as device and usage data. App store providers, such as Apple and Google, may also collect data under their own privacy policies.

15. Your rights

Under UK GDPR, you have the right to:

• be informed about how your data is used
• access a copy of your personal data
• have inaccurate data corrected
• have your data erased, where applicable
• restrict how your data is used
• data portability
• object to processing, including direct marketing
• withdraw consent at any time, where we rely on consent

To exercise your rights, email info@legalworkspace.co.uk. We will respond within one month. If your request is about data a law firm stores in Legal Workspace, we will pass it to that firm, as it is the controller.

16. Complaints

If you are unhappy with how we handle your personal data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

17. Children

Our website, software and apps are intended for businesses and are not aimed at children. We do not knowingly collect personal data from children.

18. Third-party websites

Our website may link to other websites. We are not responsible for their privacy practices, so please read their privacy policies.

19. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

20. Contact us

Legal Workspace Ltd
Email: info@legalworkspace.co.uk
Phone: 0203 488 0008

Last updated: 12 November 2026. Written by Asim Tauqeer, Director, Legal Workspace Ltd.