Privacy Policy
This Privacy Policy applies to the Information We collect about you when :
With the utmost concern for the protection of your personal data, LEGAL PILOT strives to establish a Privacy Policy that is understandable, transparent and in accordance with the European Regulation 2016/679, the so-called General Data Protection Regulation (RGPD) and national legislation (Loi informatique et Libertés of 6 January 1978 amended on 22 June 2018).
This Privacy Policy is effective as of 1 January 2020.
Date of last update: 25 January 2024
We may change this Privacy Policy at any time if We change the way We process your Information. We will notify you within a reasonable period of time before a new version of the Privacy Policy comes into effect, either by sending an email, by sending a notification via the Platform or by posting a message on our Site.
LEGAL PILOT is a société par actions simplifiée (simplified joint stock company) with capital of €329,609.00, registered in the Lyon Trade and Companies Register under SIRET number 830 117 735 and with its registered office at 76 rue Ney in Lyon (69006).
If you have any questions about the protection of your personal data, you can contact us by one of the following means
Please note that We will only be able to respond to questions or requests to exercise rights that relate to our Privacy Policy. For more information, please see the " When does this Privacy Policy not apply? ".
This Policy applies only where we decide how to use your Information (where we are acting as a controller within the meaning of the law).
For your understanding, our Privacy Policy does not apply in the following cases.
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To the processing that the Administrator who invites you to collaborate on his Workspace decides to do with your personal data:
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This is the case, for example, when an Administrator decides to create an account for you on his or her Workspace, when he or she grants or withdraws user rights, when he or she deletes your user account, etc. |
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To the Workspace Data administered and controlled by the Administrator:
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This is for example the case of the Information and various contents that You or other users can create, use, store, download, exchange on the Workspace of an Administrator. |
In these cases, it is your Administrator who is responsible for his or her own processing and it is up to him or her to inform you of the way in which he or she may use your personal data.
For any information on how your personal data is used or to exercise your rights with regard to the processing carried out by an Administrator, we invite you to contact that Administrator directly.
The use of Third Party Services that are compatible with LEGAL PILOT or are partners of LEGAL PILOT is subject to the respective terms and conditions of use and privacy policies of the third party companies that publish these Third Party Services.
For any information on how your personal data is used or to exercise your rights regarding the processing carried out by these third party companies, we invite you to contact the third party companies concerned directly.
Where We use capitalized terms in this Policy, We refer to the definitions below:
" Director Administrator" means a person with whom LEGAL PILOT has entered into a contract authorising him to use the Services. The Administrator may then invite and manage his own Users, for his own needs, on his Workspace.
" Customer The term "LEGAL PILOT" refers to a natural or legal person who has subscribed to LEGAL PILOT's Services, either free of charge or for a fee.
" Workspace data Data" means data created, collected or exchanged on a Workspace, which may be content, questionnaires, answers, messages, files and/or personal data or non-personal data.
" Workspace Administrator" means the private space of an Administrator on the Platform, where he/she administers his/her legal documents (questionnaires, templates, completed documents, answers provided, visibility of documents) and his/her Users (identity, rights and privileges of use).
" Information on Personal data" means personal data about you, whether such information identifies you directly or indirectly.
" We ", " Our " " Our "and " LEGAL PILOT LEGAL PILOT" means our company LEGAL PILOT as identified in the section " Who are we? ".
" Platform "means our platform software as a service This is the "Legal Pilot" that allows access to and use of our Services.
" Policy This Privacy Policy" means this Privacy Policy.
" Brochure The term "Client" refers to a natural or legal person who may be interested in the Services offered by LEGAL PILOT but who is not yet a Client.
" Services LEGAL PILOT" means the online legal document automation software services provided by LEGAL PILOT.
" Third Party Services LEGAL PILOT Services" means services, software, applications or APIs provided by third party companies to LEGAL PILOT that are usable or compatible with the LEGAL PILOT Services.
" Website "LEGAL PILOT's public website, accessible at the address www.legal-pilot.com.
" Sub-domain The term "Workspace" refers to the URL where an Administrator and its Users can access its Workspace.
" User User" means any person who is authorised to use our Services and who has the credentials to access their Workspace or the Workspace of an Administrator who has authorised them to join.
" Visitor The term "visitor" refers to any person who visits our Site.
This Policy explains the processing carried out by LEGAL PILOT on Users as defined in the section " Definitions ".
We may use different types of Information, which you may choose to provide yourself, either on an optional or mandatory basis, or which We may collect automatically.
| Categories of information collected | Information collected |
| Information related to your account: | Email, password, name, first name, avatar, your contacts, your rights and privileges, the administrator to whom your account is attached, etc. |
| Metadata : | The data you generate by using our Services, such as documents you create, modify, delete (templates, clauses, questionnaires), users you invite, privacy settings, dates and times of actions you perform on the Platform, etc. |
| Messaging : | Messages sent through the Workspace. |
| Request for support : | Messages sent as part of a technical support request |
| Connection data : | connection logs, IP address, type of web browser used, date and time, originating pages, etc. |
| Configuration information for your device : | Your operating system, device make/model, display resolution, etc. |
| Information collected from Third Party Services | Any information from a Third Party Service |
We may use your Information for a number of different reasons, which are explained below:
| Provision of Our Services | Performance of a contract |
| Conducting satisfaction surveys | Legitimate interest |
| To compile statistics on the use of our Services | Legitimate interest |
| Respond to your questions and support requests | Legitimate interest |
| Handling your requests to exercise your rights | Legitimate interest |
| Send transactional email (notifications of events on the Platform) | Legitimate interest |
| To send information emails about the operation of LEGAL PILOT, help in using our Services | Legitimate interest |
| Send you our commercial offers in relation to the Services you already use | Legitimate interest |
| Maintain and enhance the security of our Services | Legitimate interest |
| Keeping connection logs | Compliance with the law |
We retain your Information for varying periods of time depending on the purposes for which we collect it.
Information relating to traffic on our Services are kept for a maximum of 12 months from the date of their collection in accordance with the law.
The Information attached to your User account are retained for as long as you use our Services and for a maximum of 3 years from your last use of the Services or from the last contact we had with you.
Beyond that, certain Commercial Information may be kept for a longer period of time in archival form and outside our active databases, in particular for evidential purposes during the applicable limitation period (5 years in civil and commercial matters) as well as for accounting purposes (10 years as of their date).
The retention periods for Workspace Data are determined by your Administrator. For more information on how your Administrator handles your personal data in the Workspace you are working on, please contact your Administrator directly. For more information, see the section " When does this Privacy Policy not apply? "
This Policy explains the processing carried out by LEGAL PILOT on Visitors to the Site as defined in the section " Definitions ".
We use cookies and other tracking devices on Our Platform for a variety of reasons.
A "cookie" is a file of limited size, usually consisting of letters and numbers, sent by the web server to the cookie file of the browser located on your computer's hard drive.
We use different categories of cookies:
| Cookie categories | Description |
| Technical cookies |
We need to set these cookies for our Platform to function properly. For example, technical cookies will allow us to know that you are logged in, to offer you the language of your choice, to display the Internet Platform according to your presentation preferences, to better manage the load on our servers, etc. |
| Cookies for audience measurement | We set these cookies to better understand how you visit our Site, use our Services, what features you use most, etc. |
| Interaction cookies | We set these cookies to allow you to view the chat and interact with the Legal Pilot team |
The data that can be collected by cookies are :
| Identifiers : | Unique identifier, IP address |
| Technical specifications : | Web browser, type of device (tablet, PC, smartphone), operating system, screen resolution |
| Navigation : | Visited pages, originating pages, variables in URLs, browsing time, originating country/city |
Below is a list of the cookies we use:
| Category | Cookie publisher | Name of the cookie / tracker | Goals |
| Technical cookies | LegalPilot | Token | This technical cookie is used to provide our Services to you. |
| Technical cookies | Polylang | pll_language | This technical cookie is used to remember the language of your choice in which we should display our Site. |
| Technical cookies | Cloudflare | _cflb, _cf_bm, _cfduid, | These technical cookies are used to improve the network performance of our Services, manage traffic on our Site and protect us from computer attacks |
| Cookies for audience measurement | MATOMO | MATOMO | These audience measurement cookies are used to track the pages visited on our Site and the features used on our Platform. |
| Interaction cookies | Hubspot | pipe-session-token | This cookie allows the visitor to view the chat and interact with the Legal Pilot team |
You can object to the placement and use of non-technical cookies by setting our cookie consent manager.
This section explains the processing of LEGAL PILOT's Clients and Prospects as defined in the section " Definitions ".
We collect, process and use different categories of Information that you provide to us directly or that We collect automatically and indirectly.
This information is as follows:
| Categories of information collected | Information collected |
| Identity | Civil status, surname or company name, first names, address (including registered office, place of invoicing), telephone number, e-mail addresses, date of birth, internal processing code enabling the client to be identified, accounting identification code, SIREN number. |
| Settlement / Payment | Payment, terms and conditions of payment (e.g. discounts, advance payments, rebates), RIP/RIB, cheque number, bank card number, expiry date of bank card, visual cryptogram, credit terms, duration. |
| Transaction | Transaction number, details of the purchase, subscription, good or service purchased. |
| Follow-up of the commercial relationship |
Documentation requests, trial requests, services or subscriptions subscribed to, services ordered and invoiced, quantity, amount, periodicity, date and amount of order and invoice, due date of invoice, delivery conditions and address, history of purchases and services, return of products, origin of sale (vendor, representative, partner, affiliate). The order, invoices, correspondence with the customer and after-sales service, exchanges and comments from customers and prospects, person(s) in charge of customer relations. |
| In view of requests | Data necessary for the realisation of loyalty actions, canvassing, studies, surveys, product tests and promotions, for the organisation and processing of competitions, lotteries and any promotional operation such as the date of participation, the answers given to competitions and the nature of the prizes offered. |
The purposes for which we collect your Information and the legal basis for processing it are as follows:
| Goals | Legal basis |
| Contractual relationship : Contract management (including loyalty programme): orders, provision of Services, after-sales service | Performance of the contract |
| Contractual relationship : Compliance with accounting, commercial and tax obligations in relation to contract management | Legal obligation |
| Contractual relationship : Management of disputes, pre-litigation and litigation | Legitimate interest in establishing proof of a right or contract |
| Online payment : Recurring subscription | Performance of the contract |
| Online payment : fraud prevention | Legitimate interest |
| Prospect : Respond to Prospects' enquiries or send existing Customers similar products/services to those already subscribed | Legitimate interest |
| Newsletter : registration and sending of the newsletter | Consent |
| RGPD management : Management of the exercise history of rights | Legitimate interest |
We retain your Information for the following periods:
| Goals | Shelf life |
| Contractual relationship : Contract management (including loyalty programme) : Orders, provision of Services, after-sales service | Duration of the contractual relationship |
| Contractual relationship : Compliance with accounting, commercial and tax obligations in relation to contract management | In the form of an intermediate archive: legal retention period |
| Contractual relationship : Management of disputes, pre-litigation and litigation | Duration of the related prescription (civil, commercial) |
| Online payment : Recurring subscription | Until the end of the subscription |
| Online payment : fraud prevention | Intermediate archiving: Up to 13 months from the date of debit (for immediate debit cards) and up to 15 months from the date of debit (for deferred debit cards), in accordance with Article L. 133-24 of the Monetary and Financial Code. |
| Prospect : Respond to Prospects' enquiries or send existing Customers similar products/services to those already purchased | 3 years from the last contact with the person or from the exercise of the right to object by the person |
| Newsletter : registration and sending of the newsletter | Up to the request for de-registration |
| RGPD management : Management of the anti-solicitation list | 3 years from the exercise of the right of objection by the person |
Beyond that, certain Commercial Information may be kept for a longer period of time in archival form and outside our active databases, in particular for evidential purposes during the applicable limitation period (5 years in civil and commercial matters) as well as for accounting purposes (10 years as of their date).
There are times when we need your Information. For example, we need your email address and a password.
Failure to provide us with mandatory information may result in us not being able to create your account, not being able to provide you with the relevant Service, etc.
Where information is mandatory, We explain why We need it near the collection field.
Profiling is, for example, assessing personal aspects, predicting behaviour, preferences or interests. We do not engage in profiling.
Some of your Public Information may be visible to other users of your Workspace.
When an Administrator authorizes you to use Our Services and to collaborate on his Workspace, this Administrator may have access to some of your Information and Workspace Data. The Administrator is responsible for the processing he or she performs on his or her Workspace and with the Workspace Data. For more information, see our " When does this Privacy Policy not apply? ".
To Our Teams :
Your Information may be shared with our different teams depending on the purpose of our processing. For example, our Marketing team may have access to your Information to send you emails, our Support team may have access to your Information to help you use LEGAL PILOT, our Development team may have access to your Information to fix a bug in our Services, etc.
To our technical service providers:
| To whom? | Why? |
| OVH | For hosting our Site, Services and your Information |
| Elastic Mail | For sending transactional emails to Users |
| Hubspot | For customer relationship management and commercial management. For marketing activities such as our email campaigns. To make an appointment |
| Matomo (hosted on our servers) | For audience measurement |
| Microsoft | For the management of our e-mail. |
To administrative or judicial authorities :
In accordance with applicable laws, when LEGAL PILOT receives a request from a regulatory authority or the courts to disclose certain Information.
Wherever possible, we prefer to store and host your Information within the European Union.
Your User Account Information and Workspace Data are stored within the European Union.
Some of our service providers, who provide services to us to facilitate our business, may process some of your Information outside the European Union. We ensure in advance that these service providers have adequate safeguards in place to comply with the General Data Protection Regulation (GDPR).
| Recipient concerned by the transfer outside the EU |
Adequate guarantee taken (Type of guarantee + how to access it) |
Third country concerned by the transfer outside the EU |
| Hubspot | Adequacy decision, standard contractual clauses validated by the European Commission | United States, third countries |
| Elastic Mail |
European Commission adequacy decision concerning Canada, standard contractual clauses validated by the European Commission |
Canada, third countries |
| Microsoft | Adequacy decision, standard contractual clauses validated by the European Commission | United States, third countries |
You may update your Account Information at any time by changing your user profile settings.
You have a number of rights over your Information that we hold:
| Right of access : | You may ask us to access any Information we hold about you. |
| Right of rectification : |
You may ask us to correct your Information. In most cases, you can correct your Information yourself by logging onto the Platform. |
| Right to object |
You can ask us to stop using your Information where we do so because of a legitimate interest. You can also ask us to stop receiving prospecting/direct marketing messages. |
| Right to withdraw consent : | Where you have given us your consent to use your Information for a particular purpose, you may at any time decide to withdraw your consent and we will stop using your Information for that purpose. |
| Right to erasure : | You may ask us to delete your Information or to stop using it. |
| Right to limitation : | You may ask us to lock out the use of your Information, i.e. to retain it temporarily but to stop using it. |
| Right to portability : | You may export your Information in a reusable format or, where possible, request that we pass it on to another company for reuse. |
| Right to complain : | You can lodge a complaint with the authority responsible for protecting personal data (in France, the CNIL www.cnil.fr) if you feel that your rights have not been respected. |
To exercise your rights, please contact us at the contact details in the section " How can I contact you?".
We will do our best to respond within one month.
Sometimes we cannot accept an application because the law does not apply: we will explain this to you.
In case of doubt, we may also ask you for proof of identity to be sure that it is you.
Please note that We will only be able to respond to requests to exercise your rights under this Policy. For more information, please see the section " When does this Privacy Policy not apply?".
