LawNeeds Privacy Policy (Website)
Effective Date: June 2026 | Next Review: December 2026
1. Who We Are
LawNeeds Ltd (‘LawNeeds’, ‘we’, ‘us’, ‘our’) is a UK legal-technology company registered in England and Wales. We operate the website at lawneeds.co.uk, which provides information about our AI-powered legal guidance application and connects prospective users with information about our services.
We are the data controller responsible for the personal data collected through the LawNeeds website. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC027272.
This Privacy Policy explains what personal data we collect when you visit and interact with lawneeds.co.uk, the lawful basis on which we process it, your rights, and how to exercise them. Please read it carefully before using the website.
Note: This policy covers the LawNeeds website only. A separate Privacy Policy governs data collected through the LawNeeds mobile application. Please refer to that document for information about data collected in the app.
2. Personal Data We Collect
2.1 Data You Provide to Us
- Contact form submissions: your name, email address, and the content of your message (for enquiries relating to feedback, partnerships, support or other topics)
- Newsletter subscriptions: your email address
- AI chat interactions: the content of queries you submit to the LawNeeds AI Support Assistant on the website. This assistant provides informational responses only.
2.2 Data We Collect Automatically
- Technical data: IP address, browser type and version, operating system, device type
- Usage data: pages visited, time spent on pages, links clicked, referral URL
- Cookie and tracking data: unique identifiers (see our Cookie Policy)
- Approximate location data: derived from IP address
2.3 Data from Third Parties (Subject to Consent as Required by Law)
- Attribution data from advertising partners to understand how you discovered the website (collected via Google Ads and LinkedIn)
3. How We Use Your Data
In addition to the processing activities described above, we use your personal data to:
- Deliver and maintain the website and ensure it functions correctly
- Respond to contact form enquiries, partnership requests, and support queries
- Send newsletters and marketing updates to subscribers who have opted in
- Analyse website usage, improve content, and optimise the user experience
- Measure the effectiveness of our advertising campaigns
- Operate the AI chat assistant to answer pre-sales and informational queries
- Detect and investigate fraud, security breaches or misuse of the website
- Fulfil our legal and regulatory obligations
4. Special Category Data
The information you share with us may include special category data as defined by Article 9 of the UK GDPR. The types of special category data we may process include:
- Religion
- Health or disability information
- Racial or ethnic origin
We treat all such information with the highest level of care. Where we rely on your explicit consent to process special category data, we will present you with a clear consent request before processing. You may withdraw this consent at any time, though this may limit our ability to provide certain guidance.
Where we process special category data under another ground (for example, where processing is strictly necessary for establishing, exercising or defending legal claims under Article 9(2)(f)), we will document our justification and apply appropriate safeguards.
4. Lawful Basis for Processing
UK GDPR requires us to have a valid lawful basis for every processing activity. The table below sets out each activity, the basis we rely on and what this means for you.
| Data Activity | Lawful Basis | UK GDPR Article | What This Means for You |
|---|---|---|---|
| Serving the website and ensuring it functions correctly | Legitimate interests | Art. 6(1)(f) | We need to process your IP address and device information to deliver website pages and ensure basic security and stability. |
| Processing enquiries submitted via the contact form | Legitimate interests / Pre-contractual steps | Art. 6(1)(b) & (f) | When you submit a contact form (for feedback, partnership, support, press or other enquiries), we process your name and email address to respond to your message. |
| Sending newsletter and marketing emails | Consent | Art. 6(1)(a) | We will only send marketing communications or newsletters if you actively opt in. You may unsubscribe at any time using the link in any email. |
| Website analytics and performance monitoring | Consent / Legitimate interests | Art. 6(1)(a) & (f) | We use Google Analytics to understand how visitors use our website. Analytics cookies are only activated after your consent via the cookie banner. |
| Advertising attribution and marketing measurement | Consent | Art. 6(1)(a) | We use advertising and tracking tools, all consent-based, which operate only after you give consent via the cookie banner. You may withdraw at any time through the Cookie Settings link in the website footer. |
| AI chat (LawNeeds Support Assistant) | Legitimate interests / Consent | Art. 6(1)(a) & (f) | The website hosts an AI-powered chat assistant. If you choose to use it, the queries you submit are processed to generate responses. A disclaimer is displayed before use noting responses are informational only. |
| Processing special category data | Explicit consent | Arts. 6(1)(a) & 9(2)(a)/(f) UK GDPR |
Certain information you share may constitute special category data under Article 9, including:
Where we rely on your explicit consent, we will present a clear consent request. You may withdraw consent at any time. Where another lawful ground applies (e.g. establishing or defending legal claims under Art. 9(2)(f)), we will document our justification and apply appropriate safeguards. |
| Fraud prevention, security monitoring and website protection | Legitimate interests | Art. 6(1)(f) | We monitor device and usage signals to detect fraudulent activity, prevent abuse and protect our users and systems. |
| Complying with legal obligations (e.g. data subject requests, law enforcement) | Legal obligation | Art. 6(1)(c) | Where we are required by law or a court order to retain or disclose data, we will do so. We will notify you where we are legally permitted to. |
6. Cookies and Tracking Technologies
The LawNeeds website uses cookies and similar technologies (including pixel tags and analytics scripts) to operate the website and, where you consent, to measure and improve our marketing and user experience.
Strictly necessary cookies are deployed without consent as they are essential for the website to function. All other cookies (analytics, functional and advertising) are activated only after you grant consent via the cookie banner that appears on your first visit.
You can manage your preferences at any time via the Cookie Settings link in the website footer. For full details of the cookies we use, their retention periods, and how to control them, please refer to our Cookie Policy at lawneeds.co.uk/cookie-policy-for-website.
7. Analytics, Diagnostics and Advertising
7.1 Analytics and Diagnostics
We use third-party tools to monitor website performance, understand usage patterns and improve user experience. These tools may collect device identifiers and usage events. Where required by applicable law, we will request your consent before enabling analytics data collection. You may withdraw consent at any time through the Cookie Settings link in the website footer.
7.2 Advertising Attribution
We use Google Ads and LinkedIn to measure the effectiveness of our marketing campaigns and understand which channels bring users to lawneeds.co.uk. These providers may collect device identifiers and browsing events solely for attribution and reporting purposes. We do not sell your personal data. These services operate only with your consent, which you may withdraw at any time via the Cookie Settings link in the website footer.
8. Data Sharing and Disclosure
We do not sell, rent or trade your personal data. We share your data only in the following circumstances:
8.1 Technology and Service Providers
We share data with trusted third-party processors who support the operation of the website under written data processing agreements. These include:
- Amazon Web Services (AWS) — cloud hosting and data storage
- OpenAI — AI language model processing to power the website chat assistant
- Google Analytics / Google Tag Manager — website analytics and performance monitoring
- Google Ads — advertising measurement
- LinkedIn — advertising attribution and marketing measurement (consent-based)
All processors are contractually required to protect your data, process it only on our instructions and comply with applicable data protection law.
8.2 Legal and Regulatory Disclosures
We may disclose your personal data to law enforcement agencies, regulators or courts where required by law, or where necessary to protect the rights, property or safety of LawNeeds, our users or others.
9. International Data Transfers
Some of our service providers process data outside the United Kingdom. Where data is transferred to a country not recognised as providing an adequate level of data protection, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses (SCCs) approved by the ICO or UK Secretary of State
- Adequacy regulations where the destination country has been approved
- Binding Corporate Rules where applicable
You may request details of the specific safeguards in place for any transfer by contacting us at support@lawneeds.co.uk.
10. Data Retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Our standard retention periods for website data are set out below:
| Data Category | Retention Period |
|---|---|
| Website server logs and IP addresses | Up to 90 days for security and operational purposes |
| Contact form submissions | Up to 2 years from the date of submission, or until the enquiry is resolved — whichever is sooner |
| Newsletter subscriber data | Until you unsubscribe. We retain a suppression record of unsubscribed addresses to prevent re-subscription in error. |
| AI chat conversation logs | Session data is not persistently stored. Aggregated, anonymised logs may be retained for up to 12 months for service improvement. |
| Analytics and advertising cookie data | As set by the relevant third-party provider (typically 13–25 months). See our Cookie Policy for details. |
| Cookie consent records | Up to 12 months, to demonstrate compliance. Renewed on your next visit. |
When your data is no longer required, we securely delete or anonymise it.
11. Security
We take the security of your personal data seriously. Our measures include:
- Encryption of data in transit and at rest
- Strict access controls and role-based permissions for staff
- Regular security monitoring and vulnerability assessments
- Contractual security obligations imposed on all processors
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the ICO in accordance with our obligations under UK GDPR.
12. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access: to request a copy of the personal data we hold about you
- Right to rectification: to request that inaccurate or incomplete data is corrected
- Right to erasure (‘right to be forgotten’): to request deletion of your data where we no longer have a lawful basis to hold it
- Right to restriction: to request that we limit how we use your data in certain circumstances
- Right to data portability: to receive your data in a structured, commonly used format
- Right to object: to object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent: where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing
- Rights relating to automated decision-making: to request human review of any solely automated decision that significantly affects you (see also Section 11a below)
To exercise any of these rights, please contact us at support@lawneeds.co.uk.
We will respond within one calendar month. We may ask you to verify your identity before acting on a request.
12.1 Automated Processing and AI-Generated Information
The LawNeeds website offers a chatbot function which uses AI technology to provide automated information based on the details you provide. You should be aware that:
- AI-generated information does not constitute legal advice.
- The AI assistant on the website uses open-source information. LawNeeds reserves the right to supplement this feature with a proprietary LawNeeds legal dataset in the future (see Privacy Policy – Mobile Application).
- AI responses may not always be complete or current. You should always seek professional legal advice for any decisions that significantly affect you.
13. Complaints
If you have a concern about how we handle your personal data, we ask that you first contact us directly so that we have the opportunity to address it:
- Email: support@lawneeds.co.uk
- Post: LawNeeds Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ
We aim to acknowledge your complaint within 14 working days and resolve it within 30 days.
If you remain dissatisfied with our response, or if you believe we are processing your data unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection:
- ICO Website: www.ico.org.uk/make-a-complaint
- ICO Helpline: 0303 123 1113
- ICO Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
You also have the right to seek a judicial remedy if you consider that your rights have been infringed.
14. Links to Other Websites
The LawNeeds website contains links to third-party websites, including partner law firms, legal professional bodies, and social media platforms. This Privacy Policy applies only to lawneeds.co.uk. We are not responsible for the privacy practices of third-party websites and encourage you to review their privacy policies before providing any personal data.
15. Updates to This Policy
We review this Privacy Policy at least every six months and whenever there are material changes to our processing activities or the technologies deployed on the website. If we make significant changes, we will display a notice on the website before the changes take effect. The updated policy will always show the effective date at the top of this document.
16. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
- General Enquiries: info@lawneeds.co.uk
- Data Protection: support@lawneeds.co.uk
- Post: LawNeeds Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ