Skip to main content

Terms of Use for the System – Lawyers’ Dashboard (Terms of Service – LegalCRM.co)

Last updated: September 2026

Service operator: Sitehood Internet Communication LTD (company number / operator), email: legalpdfemails@gmail.com

Platform address: LegalCRM.co (and any local/country subdomain such as il.legalcrm.co, uk.legalcrm.co and the like)

1. Introduction, Acceptance of Terms and Definition of the Service

1.1. Welcome to the LegalCRM.co system (hereinafter: the "System" or the "Dashboard"), operated by Sitehood Internet Communication LTD (hereinafter: the "Company"). The System provides a technological platform for managing, issuing and sending invitations to end customers for the purpose of extracting, transcribing, algorithmically analysing (AI) and formatting evidentiary correspondence into consolidated PDF documents for legal needs.

1.2. Binding acceptance: Access to the Dashboard, opening an account, activating a voucher, entering a secret code or sending an invitation to an end customer constitutes express, full and irrevocable acceptance of all terms of these Terms of Use, the Privacy Policy and the Voucher Policy incorporated herein. If you do not agree to any of these terms, you are not authorised to make any use of the System.

1.3. Change of domains and environments: The service is presently provided at LegalCRM.co. The Company reserves the right to change, replace or add international/local subdomains (for example: il.legalcrm.co, uk.legalcrm.co, etc.) or alternative domains at its sole discretion, and these terms shall apply in full to any such network address.

2. Legal Capacity, User Identity and Professional Ethics Rules

2.1. Exclusive authorisation for solicitors: Access to and use of the Dashboard is permitted solely to solicitors holding a valid practising certificate issued by the Solicitors Regulation Authority (or the equivalent regulatory authority in the jurisdiction of practice) (hereinafter: the "Solicitor").

2.2. Account management and firm responsibility: The account is managed and uniquely identified by a single email address. The Solicitor bears full and exclusive responsibility for all actions performed in the account, including actions performed by partners, employees or firm staff using that email address or the access permissions thereto.

2.3. Ethics declaration and lawful authorisation: The Solicitor declares, undertakes and assumes full responsibility that:

  • Any approach to an end customer and sending of an invitation to produce a document is carried out solely within the framework of lawful legal representation, in good faith and for the purpose of handling a legal matter.
  • All consents required from the end customer under applicable law (including the UK GDPR, the Data Protection Act 2018 and any other applicable data-protection or investigatory legislation) have been obtained in advance for the provision, extraction, transfer and processing of information in the System and by third-party providers (AI).
  • Use of the System fully complies with the professional conduct rules applicable to solicitors in England and Wales (including the SRA Standards and Regulations), including the duty of confidentiality and the protection of client confidentiality and legal professional privilege.

3. Voucher Model, Payments and Cancellation Policy

3.1. Purchase of vouchers: Access to and use of document-production services is effected by purchasing physical/digital voucher packages in pre-fixed quotas (such as packages of 10, 30, 70, 160, 500 or 1,250 documents). Each individual document production (conversion of email or WhatsApp correspondence) requires the punching/redemption of one invitation from the voucher balance.

3.2. Payment mechanism and account activation: Vouchers are purchased through the Company’s sales representatives or by direct enquiry. Payment is processed via an authorised payment provider (Airwallex / Stripe). Upon completion of settlement, an automatic invoice/receipt is issued and sent to the Solicitor at the registered email address.

3.3. Activation in the Dashboard: Voucher activation is performed by entering the secret code (appearing under the scratch area on the physical voucher) in the dedicated input field in the LegalCRM.co Dashboard, and by active confirmation (check-box) of the System documents (Terms of Use, Privacy Policy and Voucher Policy).

3.4. Cancellation and refund policy:

  • The vouchers and secret codes constitute a digital product with a unique access code issued immediately.
  • Cancellation before redemption: Cancellation of a voucher-package purchase shall be permitted within 14 days of the purchase date, provided that no voucher/invitation from the package has been redeemed or sent to an end customer. Cancellation shall be effected in accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and the Consumer Rights Act 2015, subject to any lawful cancellation charges.
  • Finality of the transaction upon partial redemption: Once one or more vouchers from the package have been used or activated, or one invitation has been sent to an end customer, the transaction shall be regarded as final and complete and no refunds, proportionate credits or exchanges shall be granted in respect of the remaining vouchers in the package.

4. Account Validity, Inactivity and Intentional Deletion

4.1. Account validity and inactivity (24 months): A Solicitor account in which no login activity or invitation sending is recorded for 24 consecutive months shall be blocked automatically.

4.2. Expiry of balances: Upon blocking of the account due to inactivity, the validity of all invitations, vouchers and unused balances in the account shall expire entirely, and no refund or compensation shall be given in respect thereof. The Company shall send email notices (60 and 30 days before the end of the period) to the address registered in the account.

4.3. Account deletion initiated by the Solicitor: The System enables the Solicitor to perform a full deletion of their account independently at any time. The Solicitor declares and confirms that they are aware that performing deletion will result in the permanent deletion of all invitations previously sent, open invitations and unused voucher balances – permanently, without possibility of restoration and without any entitlement to a refund.

5. Separation of Roles, Mode of Operation and Information Security

5.1. Legal separation of roles (Data Controller vs. Data Processor): The Solicitor is the controller of the information (Data Controller) in the legal matter, while the Company acts solely as a data processor (Data Processor / Mere Conduit). The end customer is the data subject who independently uploads correspondence, grants OAuth permissions and approves AI processing in the PWA application.

5.2. Temporary processing and permanent deletion (Zero Data Retention): Source files, transcripts and generated reports are stored on the server only temporarily and are permanently deleted automatically within 24 hours at most from the time of processing, or immediately at the initiative of the end customer. The System does not retain backups or copies after this window.

5.3. Confidentiality and non-use: The Company undertakes that its employees, officers and technical staff do not read, view, analyse, sell or make any use of the content of correspondence or files uploaded by users.

5.4. Artificial intelligence (AI) providers: Processing of texts and transcripts is performed via business API interfaces (OpenAI Enterprise API or equivalent providers) under strict settings of no AI model training and zero data retention at the provider.

6. Limitation of Financial and Legal Liability (Limitation of Liability)

6.1. Absolute financial liability cap (Liability Cap): To the maximum extent permitted by law, the total and aggregate financial liability of the Company, its officers, employees or providers, for any claim, action, damage or cause of action (contractual, tortious, negligence or otherwise) arising from use of the System, the Dashboard or the vouchers, shall be limited and reduced absolutely to the amount actually paid by the Solicitor for the specific voucher in connection with which the cause of action arose.

6.2. Exclusion of consequential and indirect damages: The Company shall in no event be liable for any indirect, consequential, special or punitive damage, loss of profits, loss of data, impairment of a legal defence line, loss of working days, postponement of judicial deadlines or claims of third parties.

6.3. Exclusion of liability for algorithm and AI outputs: The report produced by means of artificial intelligence constitutes a technological assistance tool only. AI output does not constitute legal advice, an expert opinion or absolute evidence. The Solicitor bears exclusive responsibility to check, verify, cross-check and examine every datum and piece of evidence before presenting them in legal proceedings.

7. Intellectual Property

7.1. Rights in the System: All intellectual property rights, trade secrets, code, interfaces, Dashboard design, trade marks and technology of the System belong exclusively to the Company.

7.2. Rights in processed content: All copyright and ownership in the source correspondence, media files and produced PDF documents remain in the full ownership of the Solicitor and/or the end customer alone. The Company acquires no intellectual property right in the processed content.

8. Governing Law, Jurisdiction and Security Incidents

8.1. Governing law and jurisdiction: These Terms of Use, the Privacy Policy and use of the Dashboard shall be governed exclusively by the laws of England and Wales. Exclusive jurisdiction in respect of any dispute relating to the System is conferred upon the courts of England sitting in London.

8.2. Security incident reporting procedure: The Company maintains an Incident Response Policy. In the event of a serious security incident involving a risk of harm to data, the Company shall notify the Information Commissioner's Office and/or the Solicitors Regulation Authority as required by law, and shall send a direct notice to affected Solicitors together with action guidance (such as disconnection of OAuth permissions).