Privacy policy

Protecting your privacy is very important to LegalProd. This is why we have adopted common principles in our Privacy Policy.
LegalProd SAS, headquartered at 16-18 rue de Londres, 75009 Paris, is responsible for processing your personal data. The purpose of this document is to inform you about how we use and protect your personal data, and the reasons why we process this data.
It applies uniformly to all services provided by LegalProd, although additional information may be provided if necessary in the case of a particular order.

I- WHAT PERSONAL DATA DO WE PROCESS?

The collection of personal data is limited to what is strictly necessary (data minimization principle).
We collect and use only the personal data we need to provide you with high-quality, personalized products and services.

We may collect various categories of personal data from you, including :

Identification and contact information (Company, surname, first name, postal and e-mail address, telephone number, fax number, gender, degree, position and signature);
Information required for shipping and managing your orders (delivery address, billing address, VAT number, etc.).
Identification and authentication data, in particular when using our services (technical logs, computer traces, security information, IP address);
Data relating to interactions with us on our websites, on our applications, on our pages, on social networks, during telephone or video interviews and conversations and in e-mails).

Under no circumstances will we collect sensitive data.
The data we use may be collected directly from you or obtained from the following sources, in order to verify or enrich our databases:

Publications/databases made available by official authorities (Official Journal) ;
Service providers ;
Third parties such as commercial information organizations in compliance with data protection regulations;
Websites/directories/databases/social network pages containing information that you have made public or that has been made public by third parties.

In addition, each form indicates :

What are the purposes for collecting this data?
Whether this data is obligatory or optional for the management of your request;
Who will be able to read it (in principle, only LegalProd, unless it is specified on the form that it will be passed on to a third party for the purpose of managing your request);
Your rights and how to exercise them with LegalProd.

II. SPECIAL CASES OF DATA COLLECTION, IN PARTICULAR INDIRECT COLLECTION

LegalProd may collect information about you even though you are not a customer. The following (non-exhaustive) list constitutes examples of categories of personal data collected by LegalProd from non-customers, such as :

Prospects,
Ordering parties or beneficiaries of transactions carried out in relation to a customer ;
Employees of our service providers ;
Partner distribution network.

Annexes to the Privacy Policy – Specific processing operations

1. Processing sensitive data – Nylas integration (email, calendar and contacts)

As part of our service, we offer e-mail, calendar and contact synchronization via the API of our partner Nylas. This integration automates appointment management, e-mail exchanges, contact centralization and task tracking.

*Nature of data processed:*
– Email content (subject, message body, attachments)
– Calendar information (title, description, date, time, participants)
– Associated metadata (sender, recipient, email address, etc.)
– *Contacts extracted from the email box* (name, email address, organization, phone number, etc.)

*Precision on contacts:*
Contacts are *read from the user’s mailbox* at the time of synchronization. They are *registered in the database* for use in our interface. *No processing, modification or deletion is carried out on the mailbox itself*. All processing is carried out exclusively in our database.

*Purpose of processing:*
Data is used exclusively for display and synchronization in our interface, automating tasks, enriching the contact database and improving user productivity.

*Legal basis:*
– Performance of the contract (article 6.1.b RGPD)
– Explicit consent of the user.

*Security measures and subcontracting:*
Data is transmitted securely. Nylas acts as a RGPD-compliant subcontractor. A subcontracting contract is in place guaranteeing data confidentiality and security.

*Retention period:*
Data is kept only as long as necessary. Disconnection deletes synchronized data.

*User rights:*
Access, rectification, deletion, opposition, limitation, portability, withdrawal of consent.

2. Using artificial intelligence (AI)

Purpose :

– Writing assistance
– Task suggestions and answers
– Data analysis and extraction
– Intelligent classification

Data processing :

Entered content, usage metadata, pseudonymized history. No data is used to generate models accessible to third parties.

No automated decisions :

The user retains total control. No legal or financial decision is taken without human validation.

Legal basis :

Legitimate interest (6.1.f), performance of contract (6.1.b), consent for certain functions.

Rights :

Information, opposition, withdrawal, human revision.

3. Electronic signature integration – Yousign API

Data processed :

– Name, email, telephone, IP
– Content of documents to be signed
– Proof of signature and signature certificates

Purpose :

– Electronic signature management
– Provision of legal evidence

Subcontracting and safety :

Yousign is a certified subcontractor, EU hosting, encryption, eIDAS and RGPD compliance.

Shelf life :

Retention according to legal requirements (5 to 10 years).

User rights :

Access, copy, delete (subject to legal retention), oppose.

III. WHY AND ON WHAT BASIS DO WE USE YOUR PERSONAL DATA?

A. TO COMPLY WITH OUR LEGAL AND REGULATORY OBLIGATIONS

We use your personal data to fulfill various legal and regulatory obligations.

B. TO PERFORM A CONTRACT ENTERED INTO WITH YOU OR TO PROVIDE YOU WITH PRE-CONTRACTUAL INFORMATION

We use your personal data to conclude and perform our services, including :

To provide you with information about our products and services;
Assist you with your requests.

Within the framework of customer relationship management, in particular :

Management and execution of products and services.

IV. TO WHICH CATEGORIES OF ENTITIES MAY YOUR PERSONAL DATA BE DISCLOSED?

Personal data collected as part of the services offered by LegalProd are processed using secure protocols and enable LegalProd to manage the data received in its computer applications. In order to fulfill the above-mentioned purposes, we may disclose your personal data only to :

Service providers and subcontractors performing services on our behalf ;
Independent agents and intermediaries ;
Distribution network ;
Business partners ;
Financial authorities, judicial authorities or state agencies, public bodies on request and within the limits permitted by regulations;
Certain regulated professions such as lawyers, notaries, auditors and bailiffs.

V. HOW LONG DO WE KEEP YOUR PERSONAL DATA?

We retain your personal data for the longest period necessary to comply with applicable legal and regulatory provisions, or for any other period required by operational constraints. In the case of customers, most information is kept for the duration of the contractual relationship and for 10 years after the end of the contractual relationship.
In the case of prospects, information is kept for 3 years from the date of collection or last contact with you.

VI. WHAT ARE YOUR RIGHTS AND HOW CAN YOU EXERCISE THEM?

In accordance with the applicable regulations, you have the following rights:

Right of access: you may obtain information about the processing of your personal data and a copy of such data;
Right of rectification: if you believe that your personal data is inaccurate or incomplete, you may request that it be amended accordingly;
Right to erasure: you may request the erasure of your personal data to the extent permitted by law;
Right to restrict processing: you may request that the processing of your personal data be restricted;
Right to object: you may object to the processing of your personal data for reasons relating to your particular situation. You have the absolute right to object to the processing of your personal data for commercial prospecting purposes, including profiling linked to such prospecting;
Right to data portability, where this right is applicable, you have the right to have the personal data you have provided to us returned to you or, where technically possible, transferred to a third party;
You have the right to define directives concerning the conservation, deletion or communication of your personal data, applicable after your death;
Right to withdraw your consent: if you have given your consent to the processing of your personal data, you have the right to withdraw your consent at any time.

To find out how to exercise the rights listed above, please visit our “Processing your personal data” page. In accordance with applicable regulations, you are entitled to lodge a complaint with the competent supervisory authority, such as the CNIL (Commission Nationale de l’Informatique et des Libertés) in France.

VII. HOW CAN YOU FIND OUT ABOUT CHANGES TO THIS PRIVACY POLICY?

In a world of constant technological change, we will be updating this information document regularly. We invite you to consult the latest version of this document on our website and we will inform you of any substantial changes through our websites or by our usual means of communication.

VIII. HOW TO CONTACT US

If you have any questions about the use of your personal data as described in this document, you can contact us at our e-mail address contact@legalprod.com.