Privacy Policy
Understand how PONS collects, uses, and protects personal data across our legal operations platform.
Privacy Policy
Last updated: 01/26/2025
At PONS LABS AS (�we,� �us,� or �our�), protecting your
personal data is a responsibility we take seriously. This Privacy Policy
explains how we collect, use, disclose, and protect your personal data when you
interact with us and use our AI-driven legal platform, tools, and services.
These services include, but are not limited to, our legal advisory services,
Marketplace, contract generation tools, case analysis tools, and our website
(collectively, the �Service�).
We are committed to ensuring that all personal data we
process is handled in a secure and lawful manner in compliance with the General
Data Protection Regulation (GDPR) and other applicable laws. This policy also
outlines your rights regarding your personal data, how we protect your data,
and the specific circumstances in which we share your data. For further
information about your rights and how to exercise them, please refer to Section
6.
PONS LABS AS serves as the data controller when
we decide the purposes and methods of processing personal data. In certain
cases, such as when our clients use the platform for managing their legal
operations, we may also act as a data processor.
- Personal
Information We Collect
We collect a wide range of personal data necessary for the
smooth operation of our platform and services. This includes information that
you provide to us directly and data that we collect automatically through the use of our services.
1.1 Personal Information You Provide
We may collect personal data in the following ways:
Account Information: When you create an account, we
collect essential information such as your name, email address, password, phone
number, billing information, and user preferences. This information is
necessary to provide you with a personalized and secure experience.
Legal Information: In the course of
providing legal consultations or processing legal documents, we may collect
identification data such as government-issued IDs, business registration
numbers, tax identification numbers, and other legal documentation required for
compliance with relevant laws.
Communication Information: Any communications you
have with legal professionals, other users on our Marketplace, or with our
customer service team may be recorded and stored. This includes inquiries,
legal case details, feedback, and all correspondences related to your interactions
on the platform.
Payment Information: When you subscribe to our
services or make purchases, we collect payment details such as your credit card
number, expiration date, billing address, transaction history, and other
financial information necessary to process payments. We use trusted third-party
processors to ensure secure payment handling.
Social Media Information: If you interact with us on
social media platforms such as LinkedIn, Instagram, or X (formerly Twitter), we
may collect your social media username, public profile data, and the content of
any messages you send us through these platforms. These interactions are
governed by the privacy settings of the respective social media service.
1.2 Automatically Collected Information
In addition to the personal data you provide, we collect
certain information automatically when you use our platform:
Log Data: We collect data such as your Internet
Protocol (IP) address, browser type, operating system, and access times. We
also log details about how you navigate and interact with our services,
including the pages you visit, the duration of your session, and any links
clicked.
Usage Data: Our platform gathers detailed information
about your usage patterns. This may include the types of content you access,
the features you use most frequently, the number of interactions with legal
professionals, your time zone, device settings, and interactions with automated
AI-driven tools.
Device Information: We collect details about the
devices you use to access our platform, such as the device name, operating
system, browser type, and network information. This data helps us optimize
performance across different devices and operating environments.
Cookies and Similar Technologies: We use cookies and
other tracking technologies to monitor your activity on our platform. Cookies
help us remember your preferences, track your interactions with the Service,
and improve your overall experience. A detailed explanation of our cookie usage
is provided in Section 2.
1.3 Data From Third-Party
Sources
We may collect personal data from third-party sources in the
following contexts:
Payment Processors: We receive transaction data from
our payment processing partners, including transaction IDs, status updates,
chargeback details, and other relevant financial information. These third
parties comply with industry-standard security practices to protect your
payment information.
Social Media Platforms: If you engage with our social
media profiles or content, we may collect personal data from those
interactions. This includes public information shared via social platforms,
analytics data provided by the platform, and any messages or inquiries you send
us.
Third-Party Analytics Providers: We work with
analytics providers (e.g., Google Analytics) that help us analyze
user behavior on our platform. These services may
collect data such as usage patterns, time spent on different features,
geographic information, and more. This data is aggregated and anonymized,
though it may still contain identifiable information such as IP addresses.
- Cookies
and Tracking Technologies
We use cookies and other tracking technologies to enhance
your user experience, provide personalized content, and analyze
performance metrics. These tools enable us to improve the Service by
understanding user preferences and behavior.
2.1 Types of Cookies We Use
Essential Cookies: These cookies are necessary for
the functioning of our platform, including account login, session management,
and security features. Without these cookies, certain parts of the Service will
not function properly.
Performance and Analytics Cookies: These cookies
collect aggregated information about how users interact with the platform. This
data helps us identify trends and usage patterns, optimize our services, and
troubleshoot any issues that may arise.
Functional Cookies: These cookies remember your
preferences, such as language settings, to provide a more personalized
experience. Functional cookies may also store user authentication details to
streamline your login process.
Advertising Cookies: These cookies track your
browsing behavior to deliver targeted advertisements
based on your interests. Advertising cookies may track interactions across
different websites, allowing us to show relevant ads on third-party websites.
2.2 Cookie Management
You can manage or disable cookies by adjusting your browser
settings. Please note that disabling cookies may affect the functionality of
certain features of our products. For more information about how we use
cookies, please review our Cookies Policy on the website.
- How
We Use Your Personal Information
We process personal data for a variety of purposes to ensure
that our services operate effectively, securely, and in compliance with legal
requirements. Below are the primary ways we use your personal data:
3.1 Service Provision and Enhancement
We use your personal data to:
Facilitate the functionality of our AI-driven legal
services, document tools, and case handling features.
Ensure that your account is maintained, payments are
processed correctly, and legal consultations proceed smoothly.
Personalize your experience on our platform by providing
AI-powered recommendations based on your interactions.
3.2 Communication and Support
We may use your personal data to:
Send you service-related notifications, such as changes to
our policies, account updates, and security alerts.
Respond to customer inquiries, provide troubleshooting
support, and assist with legal or technical questions.
Send you marketing communications, including newsletters,
special offers, and new service announcements, subject to your consent.
3.3 Payment Processing
We collect and process payment data to:
Facilitate transactions for legal services, subscriptions,
licenses, and other platform-related purchases.
Facilitate transactions between clients and lawyers.
Handle payment disputes, refunds, and chargebacks in
coordination with third-party payment processors like Stripe.
3.4 Fraud Prevention and Security
We use your personal data to:
Monitor the platform for suspicious activity or fraudulent behavior.
Implement security measures such as encryption, multi-factor
authentication, and role-based access controls to protect your account and
personal data.
3.5 Analytics and Performance Monitoring
We analyze user data to:
Identify trends in platform usage and optimize system
performance.
Gather insights to improve features, functionality, and user
experience.
Monitor service health and conduct troubleshooting to ensure
platform stability.
- Sharing
Your Personal Information
We do not sell or trade your personal data. However, we may
share your data with trusted third parties in certain circumstances, as
outlined below:
4.1 Vendors and Service Providers
We work with third-party vendors to help us provide our
services, including:
Cloud Hosting Providers: Companies like Microsoft
Azure host and process data to ensure the secure and reliable operation of our
platform.
Payment Processors: We share payment data with
partners like Stripe to securely handle financial transactions.
These vendors are contractually obligated to handle your
personal data securely and in compliance with applicable laws.
4.2 Legal and Regulatory Requirements
We may disclose personal data when required to do so by law,
in response to valid legal requests from public authorities, or to protect our
legal rights. This may include sharing data with law enforcement, regulatory
agencies, or other governmental entities.
4.3 Business Transfers
In the event of a merger, acquisition, reorganization, or
sale of assets, your personal data may be transferred as part of the
transaction. You will be notified of any significant changes in data processing
practices if such a transfer occurs.
4.4 With Your Consent
We may share your data with third parties when you
explicitly provide consent. This includes situations where you request
additional services or functionalities from third-party providers integrated
into our platform.
- Retention
of Your Personal Information
We retain personal data for as long as necessary to provide
our services and meet legal obligations. The retention period depends on the
following factors:
Service Delivery: We retain personal data for the
duration of your account�s activity or until the legal services you�ve engaged
in are completed.
Legal Compliance: We may retain personal data to meet
regulatory or legal obligations, including tax, accounting, or audit
requirements.
Security and Fraud Prevention: Personal data may be
retained to protect the integrity of our systems and prevent unauthorized
access.
When data is no longer required, we securely delete or
anonymize it, following established data retention policies and legal
requirements.
- Your
GDPR Rights
As a resident of the European Economic Area (EEA), you have
specific rights under the General Data Protection Regulation (GDPR). These
rights include:
Right to Access: You have the right to request a copy
of the personal data we hold about you and to receive information on how we
process it.
Right to Rectification: If your personal data is
inaccurate or incomplete, you have the right to request that we correct or
update it.
Right to Erasure: Under certain circumstances, you
have the right to request that we delete your personal data, particularly if
the data is no longer necessary for the purpose it was collected.
Right to Restrict Processing: You can request that we
limit the processing of your data under specific conditions, such as if you
contest the accuracy of the data or if the processing is unlawful.
Right to Data Portability: You have the right to
receive your personal data in a structured, machine-readable format and to
transfer it to another controller if processing is based on your consent or
contract.
Right to Object: You have the right to object to the
processing of your personal data, particularly when the processing is for
direct marketing purposes or based on our legitimate interests.
Right to Withdraw Consent: If we rely on your consent
for processing personal data, you can withdraw that consent at any time, and we
will cease processing your data for that purpose.
To exercise any of these rights, please contact us at
[Insert Contact Email]. We may request verification of your identity before
processing your request.
- Security
of Your Personal Information
We employ state-of-the-art security measures to protect your
personal data from unauthorized access, misuse, loss, and breaches. Our
security protocols include:
Data Encryption: All sensitive data is encrypted both
in transit and at rest using advanced encryption standards (AES-256 for data at
rest and TLS 1.2+ for data in transit).
Access Controls: Role-based access controls (RBAC)
limit data access to only authorized personnel, ensuring that only those who
need access to your data for their job functions can access it.
Network and System Monitoring: We employ continuous
monitoring of our infrastructure to detect suspicious activity, intrusions, or
security vulnerabilities. Regular security audits and penetration tests are
conducted to assess the robustness of our systems.
While we take every precaution to safeguard your data, no
system can be entirely secure. Therefore, we cannot guarantee absolute
security. If you have any concerns about the security of your data, please
contact us immediately.
- Children�s
Privacy
Our services are not intended for individuals under the age
of 18, and we do not knowingly collect personal data from children under this
age. If we become aware that we have inadvertently collected data from a child,
we will take immediate steps to delete such information.
- International
Data Transfers
Your personal data may be transferred and processed outside
of your country, including to countries that may not have the same data
protection standards as your jurisdiction. We take appropriate steps, including
Standard Contractual Clauses (SCCs), to ensure that your data is adequately
protected when transferred internationally.
If you are located in the European
Economic Area (EEA), we will only transfer your personal data to countries that
provide an adequate level of data protection, as determined by the European
Commission, or where appropriate safeguards are in place, such as SCCs or
Binding Corporate Rules (BCRs).
- Changes
to This Privacy Policy
We reserve the right to update or modify this Privacy Policy
at any time to reflect changes in our practices or applicable laws. When we
make significant updates, we will notify you via email or through a prominent
notice on our platform. The �Last Updated� date at the top of this page will
reflect the date of the most recent changes.
We encourage you to review this policy periodically to stay
informed about how we protect your personal data.
- Contact
Us
If you have any questions, concerns, or requests regarding
this Privacy Policy or your personal data, please contact us at:
Email: privacy@pons.io
Address: Alnafetgata 8B,
0192 Oslo, Norway
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