This Privacy Policy explains how SolicitorOS handles personal information in connection with law-firm practice-management workspaces.
SolicitorOS may process firm information, user account information, client and matter records, contact information, diary records, billing records, client-account record information, documents, audit activity and technical usage information.
Technical usage information includes recordings of how the interface is used (pages opened, clicks, scrolling and the layout on screen), made by the browser and stored only on SolicitorOS servers in England & Wales, never with a third party. Anything typed into a field is masked before it is recorded, and inside a workspace all client, matter and financial text is masked too, so a recording never contains a client's name, a document or a balance. Recordings are deleted after 30 days and are used to find and fix parts of the interface that people struggle with.
Information is processed to provide the SolicitorOS platform, secure access, manage firm workspaces, support billing and client-account workflows, maintain audit logs, improve reliability and support user administration.
Each firm is responsible for the personal information it enters into SolicitorOS and for ensuring that it has a lawful basis to process such information.
SolicitorOS supports role-based access, firm tenancy, assigned-work views and permission-checked access to documents and sensitive modules.
SolicitorOS protects data with these measures:
Firm data is retained for as long as the workspace is active or as otherwise required for operational, legal, backup or audit purposes.
A workspace whose free trial ended without a subscription is kept for 90 days from the end of the trial so the firm can come back to it. The account owner is written to 60 days after the trial ends, with the date and every way to keep the workspace, and can take a copy of the firm's data or ask for it to be removed sooner. After the 90 days everything in the workspace is deleted, including its documents, and only a record that the workspace existed and was removed is kept.
SolicitorOS is designed to support UK GDPR-conscious workflows, but each firm remains responsible for its own UK GDPR compliance, client notices, consent records and operator/controller obligations.
We do not sell personal information. We share it only with the service providers that run SolicitorOS for us, and only as far as they need it to do so:
We may also disclose information where the law requires it.
A user may connect their own Google account to SolicitorOS. We then access only the following:
We use Google user data only to provide these features to the user who connected their account. We do not sell it, use it for advertising, or transfer it to anyone except as needed to provide these features, for security, or to comply with the law. Google user data is never sent to OpenAI or any other AI service, and it is never used to develop, improve or train artificial intelligence or machine learning models, whether generalised or not. People at SolicitorOS do not read Google user data unless the user asks us to for support, it is needed for security, or the law requires it.
SolicitorOS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Google access tokens are encrypted at rest with AES-256 and sent only to Google over TLS. A user can disconnect Google in SolicitorOS at any time; we then delete the stored tokens and withdraw SolicitorOS's access at Google. Access can also be removed at myaccount.google.com/permissions. Files a user has already added to a matter stay in the firm's workspace, as part of the firm's records, until the firm deletes them.
A firm can disconnect Facebook, Instagram, LinkedIn, Google, Microsoft or Xero at any time from the page where it was connected. SolicitorOS then deletes the stored access tokens for that account at once and stops all further access. Posts already published stay on the firm's own Page or account.
To have all data about you or your firm deleted, email support@solicitoros.co.uk from the address on the account. We confirm the request, then delete the data within 30 days, except records the law requires us to keep. Copies in encrypted backups are deleted as those backups expire, within a further 30 days.
Questions about this policy or a request about personal information: support@solicitoros.co.uk. SolicitorOS is provided by Ophir Technologies (Pty) Ltd, a company registered in South Africa, for law firms in England & Wales.
Last updated 19 September 2026.