Privacy policy

Advocate OS is operated by HelioSync Technologies, which holds a licence to the software and runs the service. In this policy "we" means HelioSync Technologies.

Operator

HelioSync Technologies

CIN / registration

[CIN / registration number: to be set by the platform admin]

Registered address

[Registered address: to be set by the platform admin]

Email

[Contact email: to be set by the platform admin]

Your account: when you sign up, we decide why and how your account data is used. For this data we are the Data Fiduciary under the DPDP Act, 2023.

Your firm's work: the matters, clients, documents, messages and invoices a firm puts into Advocate OS belong to the firm. For that data the firm is the Data Fiduciary and we are its Data Processor: we handle it only to run the service for the firm, on the firm's instructions, and never for our own purposes.

If you are a client of a firm that uses Advocate OS, please send requests about your data to that firm first. If you write to us, we pass the request to the firm and help it answer.

Public court data (cause lists, orders, judgments, Acts) is published by courts and the government. It is shared across all firms. The DPDP Act does not apply to personal data that a person or a body under a law has made public.

• Account: your name, email, phone number (if you give it), password (stored only as a one-way hash), language, and your firm and role.
• Professional details you choose to add, such as enrolment number and courts of practice.
• Billing: plan, invoices, wallet top-ups and GST details. Card and UPI details are entered with the payment gateway, not with us.
• Security: sign-in times, devices, IP addresses, two-step sign-in settings and an audit log of important actions.
• Usage: which AI features were used and what they cost (a ledger line with the task, the cost and a fingerprint of the input, not the papers), and error reports (a user id and the page).

You can withdraw consent at any time by closing your account. Withdrawing consent does not undo what was lawfully done before.

• To give you the service you signed up for: your account, your firm, the features you use. Basis: your consent when you sign up, and the legitimate use of a service you asked for.
• To bill you and keep accounts. Basis: the service you asked for, and tax law (GST and income-tax records).
• To keep the service and your data safe: sign-in checks, abuse prevention, backups, error reports.
• To tell you about the service: sign-in codes, alerts you switched on, notices about changes to these terms. We do not send marketing to clients of firms, and we do not sell data to anyone.

AI features send the text needed for a task to the AI provider and return the answer. We never use your firm’s data to train any model. A firm can switch AI off for a client’s papers, and the client can say no in the portal.

We use these providers to run the service. Each gets only what its job needs and is bound by contract to protect it. Some are used only when a firm or a person connects them.

The service and its database run on the servers of [Hosting provider: to be set by the platform admin]. The AI provider may process and cache text in any country where it has facilities; there is no India-only region on that service. Some email and messaging providers process data abroad. Transfers follow section 16 of the DPDP Act: we do not transfer personal data to a country the Central Government has restricted.

• Your account and your firm’s data: for as long as the account is open. When an account is closed, its data is deleted from the live service.
• Backups: nightly backups are kept for 7 days on the server and, if off-site backup is switched on, encrypted copies for 30 days. Deleted data leaves the backups when they expire.
• Exports: a ZIP of a firm’s or a client’s data is deleted 7 days after it is made.
• Error reports: deleted when not seen for 90 days.
• AI answers: kept where the firm saves them (a draft, a summary). Some answers stay in a cache for up to 24 hours so the same question is not paid for twice.
• Invoices and accounts: kept for as long as tax law requires, even after the account is closed (GST: 72 months after the due date of the annual return).
• When a client asks a firm to erase their data, the firm can erase it in Clients › Data requests; what the law requires the firm to keep (invoices, open matters, the conflicts register) is listed before anyone confirms.

Under the Act you also have duties: give true information, and do not file false or frivolous complaints.

• Access: ask for a summary of your personal data and who it was shared with. A firm owner can download all of the firm’s data at any time (Firm › Data and privacy).
• Correction and erasure: correct your profile yourself, or ask us. Close your account to erase it, subject to what the law requires us to keep.
• Grievance: complain to our Grievance Officer (below). If you are not satisfied with the answer, you may complain to the Data Protection Board of India.
• Nomination: you may nominate a person to exercise these rights if you die or cannot act.

Each firm's data is kept apart in code and tested on every change; passwords are hashed; secrets are encrypted; two-step sign-in is available; every important action is logged. If a personal data breach happens, we will tell the affected people and the Data Protection Board as the DPDP Rules require, and tell a firm at once about a breach of its data.

Advocate OS is a tool for advocates and law firms and is not meant for anyone under 18. We do not knowingly collect a child’s data for our own purposes, and we do not track or target children. Where a firm’s matter involves a child, the firm is responsible for the consent the law requires.

We use only the cookies the app needs and a few that remember your preferences. No advertising or tracking cookies. See the cookie notice.

Write to our Grievance Officer about anything in this policy. We acknowledge within 24 hours and resolve within 15 days.

Name

[Name of the Grievance Officer: to be set by the platform admin]

Designation

Grievance Officer

Email

[Grievance email: to be set by the platform admin]

Phone

[Grievance phone: to be set by the platform admin]

Address

[Registered address: to be set by the platform admin]

When this policy changes we update the date at the top and tell account holders by email or in the app before a material change takes effect.