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Privacy Policy

Last updated: 1 July 2026

1. Information We Collect

LEGALBOOKS AI collects the following types of personal and financial information:

  • Account data: Your name, email address, and firm details provided during registration and onboarding.
  • Receipts: Images of receipts you upload, including vendor names, ABNs, amounts, GST, and line items extracted by AI.
  • Invoices: Client billing data including invoice numbers, client names, email addresses, matter references, and payment status.
  • Trust transactions: Deposits, withdrawals, and transfers recorded against trust accounts, including client and matter references.
  • Staff payroll data: Staff names, TFNs, superannuation fund details, bank account details, pay rates, and payslip records.
  • Time entries: Billable time records linked to matters, including descriptions, durations, and billing rates.
  • Bank transactions: Transaction descriptions, amounts, and categories imported for reconciliation.

2. How We Use Your Information

Your information is used to provide our bookkeeping and trust accounting services, generate AI-powered insights, process BAS summaries, manage payroll, and improve our platform. We do not sell your personal information to third parties.

3. Data Storage & Security

Your data is stored on servers located in Australia to comply with Australian data residency requirements. All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption. Trust account data receives additional security protections in line with Law Society requirements.

Receipt images are processed securely and are not retained by third-party AI providers beyond the processing period. Access to your data is restricted to authorised personnel and is logged for audit purposes.

4. Data Sharing

LEGALBOOKS AI provides an accountant sharing feature that allows you to grant controlled access to your financial data to your registered BAS agent, tax agent, or accountant. You control who is granted access and can revoke it at any time through Settings.

We share data with third-party service providers only as necessary to operate the platform: Stripe (PCI-DSS compliant) for payment processing, and AI providers for receipt extraction and bookkeeping insights. These providers are contractually bound to protect your data and may not use it for their own purposes.

5. Australian Privacy Act Compliance

We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We are committed to handling your personal information in accordance with these principles.

6. Data Retention

Financial records are retained for the minimum period required by Australian tax law (generally 5 years). Trust account records are retained as required by Law Society regulations (generally 7 years). Upon account deletion, data is permanently removed subject to these legal retention requirements.

7. Client Data Confidentiality

LEGALBOOKS AI takes client and matter confidentiality seriously. Client information — including names, contact details, matter references, trust transaction details, and billing records — is stored securely with access restricted to authorised personnel who are bound by confidentiality obligations. This tool manages financial and billing records only and is not a practice management system for legal documents. We do not access or store your legal case files, correspondence, or privileged communications.

LEGALBOOKS AI assists with record-keeping and automation but does not replace a solicitor's professional obligations, including the duty to maintain compliant trust accounts, obtain required audits, or seek independent legal or compliance advice. Users remain solely responsible for fulfilling their obligations under the Legal Profession Act and their state's Law Society regulations.

8. Your Rights

You have the following rights regarding your personal information:

  • Access: You may request a copy of all personal information we hold about you.
  • Correction: You may request correction of any inaccurate or incomplete personal information.
  • Deletion: You may request deletion of your account and personal data at any time through Settings or by contacting us. Data will be removed subject to legal retention requirements.
  • Withdrawal of consent: You may withdraw consent for data sharing with your accountant or BAS agent at any time.

9. Third-Party Services

We use AI services for receipt processing and bookkeeping insights. We use Stripe for payment processing, which is PCI-DSS compliant. We do not share your data with any other third parties without your consent unless required by law.

10. Contact for Privacy Concerns

If you have any questions, concerns, or requests regarding your privacy or personal information, please contact us through the support channel in Settings or by writing to the privacy officer. We will respond to all privacy enquiries within 30 days.