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VakeelOS Privacy Policy

Effective date: 12 October 2026 Privacy contact: support@vakeelos.com

This policy explains how VakeelOS handles personal data. It should be read with the Terms of Service and Acceptable Use Policy.

1. Our role and your firm's role

For the account and professional information of advocates and staff who use VakeelOS, the VakeelOS operator acts as Data Fiduciary under India's Digital Personal Data Protection Act, 2023 (DPDP Act).

For client, case, contact, document, invoice, and other matter information that a firm places in its workspace, the firm decides why and how that data is used. The firm is the Data Fiduciary and VakeelOS acts as its Data Processor to provide and secure the service. Firms are responsible for having authority to process their clients' and other third parties' data, providing required notices, and assigning appropriate member access.

2. Data we handle

Account and professional information

  • name, verified email address or phone number, avatar, and authentication IDs;
  • sign-in records that we store ourselves: a salted hash of your password (never the password itself), active sign-in sessions with their device and IP details, the identifier and email of any linked Google account (we do not keep the access or ID tokens Google issues at sign-in), short-lived one-time links for email verification and password reset, and, if you turn on two-factor authentication, your authenticator secret and recovery codes;
  • firm, role, professional profile, bar-enrolment details, and roster preferences;
  • subscription, consent choices, notification preferences (including push preferences and quiet hours), and support requests;
  • if you turn on push notifications in the mobile app, a device push token and its platform (iOS or Android), app version, and last-seen time, so that alerts reach your phone. Tokens are revoked (no further alerts are sent to them) when you sign out or when the device stops accepting alerts, and are deleted if your account is erased.

Firm-controlled practice data

  • cases, CNR and case numbers, courts, parties, contacts, hearing dates, cause lists, case notes, and court orders;
  • documents and generated drafts;
  • tasks, comments, time entries, invoices, payment records, and related metadata.

Legal files can contain sensitive information chosen by the firm. VakeelOS does not require users to add information that is unnecessary for the selected feature.

AI and court-integration data

  • drafting instructions, draft content, legal-research questions, retrieved passages, citations, and document-analysis inputs;
  • court identifiers, advocate names or codes, case numbers, public-portal URLs, CAPTCHA images, and public results needed to perform a requested sync.

Private firm content is not used to train general-purpose AI models.

Technical and security data

  • selected security-relevant change logs, usage and quota counters, IP-derived rate-limit keys, and authentication/session metadata;
  • error and performance telemetry such as route names, stack traces, user or firm identifiers, browser details, and file identifiers. Error context can contain information present in an unexpected failure, so telemetry is access-restricted and should not be treated as an India-only data flow.

3. Why we use data

We process data to:

  • authenticate users and provide the workspace;
  • store, search, export, and manage firm records;
  • synchronize court, cause-list, roster, and order information;
  • generate requested drafts, research, comparisons, and document analyses;
  • send notifications selected by a user and communications necessary to operate the account;
  • process subscriptions and payment links, enforce plan limits, prevent abuse, troubleshoot failures, and secure the service; and
  • comply with lawful requests and applicable record-keeping duties.

Core processing is necessary to provide the service requested by the account or firm. Separate controls are provided for optional marketing, WhatsApp delivery, and cross-border AI fallback where applicable. Operational email preferences do not themselves authorize WhatsApp: WhatsApp delivery also requires the user's separate WhatsApp consent.

4. Where data is stored and processed

Primary PostgreSQL records and uploaded files are stored in Microsoft Azure's Central India region. This includes your sign-in identity (email, name, password hash, sessions, linked sign-in methods, and two-factor data), which we store and operate ourselves in that database. This is a primary-storage commitment, not a claim that every service operation stays in India. Notifications (including sign-in and password-reset emails and push alerts), background-job orchestration, telemetry, payment processing, court access, and AI inference can involve other providers and regions.

Transition from Clerk. Until now, Clerk, Inc. authenticated users and held their identity data outside India. We are moving sign-in onto our own database in Azure Central India. For a transition period of 30 days after the switch-over, Clerk keeps the account records it already holds, so that we can switch back if something goes wrong. If we do switch back during that period, Clerk would again handle sign-ins and may receive new identity data (for example a new sign-in, a new email address or a new account) until we complete the move. When the 30 days end, and no switch-back is pending, we delete our Clerk account and the data in it, and Clerk is removed from the table below. Until then it remains listed.

| Provider | Purpose | Data that may be shared | Location note | | -------------------------------------- | ------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------- | | Microsoft Azure | App compute, PostgreSQL, Blob Storage, AI and embeddings | Workspace data, files, prompts, retrieved text | Primary database, files, and app runtime are configured in Central India. AI routing depends on the deployed region and SKU and may be cross-border. | | Clerk (being retired) | Legacy authentication, during the transition only | Name, email, phone, auth and session identifiers already held for existing accounts; no new identity data once the switch-over is done | Clerk-managed processing may occur outside India. We delete our Clerk account after the transition period and then remove this row. | | Google | Optional "Continue with Google" sign-in | Google account identifier, email, and name, only when you choose Google sign-in | Google-managed processing may occur outside India. We do not receive your Google password. | | Razorpay | Subscription and payment-link processing | Amount, contact and provider transaction metadata | Payment processing is handled under Razorpay's applicable India services and terms. | | Resend | Transactional and reminder email | Recipient, subject, and email body | Resend-managed processing may occur outside India. | | Meta WhatsApp Cloud API | User-enabled WhatsApp notifications | Phone number and approved message-template fields | Meta processing may occur outside India unless the deployed account has an applicable local-storage configuration. | | Expo (push relay) | Relaying push notifications to the iPhone and iPad app, only if you turn them on in the app | Your device push token and a generic alert (a fixed title such as "Hearing date changed", "Tap to view", and an opaque in-app link ID). No client, party, case-number or court details | Expo-managed processing may occur outside India. Expo retains delivery receipts for about 24 hours. | | Apple Push Notification service (APNs) | Delivering push notifications to iPhones and iPads | The same generic alert and your device push token, relayed by Expo | Apple-managed processing may occur outside India. | | Google Firebase Cloud Messaging (FCM) | Delivering push notifications to Android devices | The same generic alert and your device push token, sent by us directly to Google (Android devices); iOS alerts are relayed by Expo instead | Google-managed processing may occur outside India. | | Inngest | Background-job orchestration | User, firm, case and document IDs; some workflows also carry case numbers, advocate names or codes, court URLs, and job results | Inngest-managed event and run data may be processed outside India. | | Sentry | Error and performance telemetry | Technical context described in section 2 | Sentry-managed processing may occur outside India. Session replay is not enabled. | | Upstash | Rate limits, counters, and transient caches | Hashed or direct keys, counters, and cached AI results | Processing region depends on the Redis database configured for the deployment. | | 2captcha | Backup court CAPTCHA solving | CAPTCHA image and challenge metadata | Used only when configured; provider processing may occur outside India. | | Public court portals | Court sync and verification | Case/CNR, advocate or court search inputs | Controlled by the relevant public authority and its portal. |

Direct non-Azure AI fallback is disabled by default in production code and must be explicitly enabled by the operator. Enabling it creates an additional cross-border flow and does not override a user's applicable consent choice.

5. Sharing

We share data with the providers above only as needed to provide, support, secure, or bill for the service; with firm members according to workspace permissions; or where disclosure is required by law. We do not sell personal data or client files.

6. Retention

  • Account and firm data remains while the account or workspace is active, unless the firm deletes it or a valid erasure request applies.
  • Sign-in sessions expire after 30 days of inactivity (using the app extends them) and can be ended earlier by signing out or from your sessions list. Email-verification and password-reset links expire within one hour. Your sign-in records (password hash, sessions, linked sign-in methods, two-factor data) are kept while the account exists and are deleted together with the account when an erasure request completes; copies in backups and logs follow the backup and log retention described below.
  • AI research query logs are scheduled for deletion after 90 days.
  • Unlinked scraped court and roster records are subject to scheduled retention windows; records incorporated into a matter may remain with that matter.
  • Financial records can be retained in anonymized form where a statutory books-and-records obligation applies.
  • Security logs, provider events, backups, and telemetry follow operational and provider retention settings and may persist for a limited period after primary deletion.
  • Downloadable account exports use time-limited links. Users should store an export securely and delete local copies when no longer needed.

7. Security

VakeelOS uses TLS in transit, tenant and role checks in application code, signature verification for supported webhooks, short-lived file-access URLs, and restricted production credentials. These controls reduce risk but no online service can promise absolute security or end-to-end encryption for every data flow. Users must protect their account, devices, downloaded files, and invitations.

8. Your choices and rights

Depending on your role and applicable law, you may:

  • view and correct profile information;
  • control available email, WhatsApp and push preferences, including quiet hours, and turn push off on your phone at any time;
  • request an account-data export (the scope of firm-controlled data depends on your role and the firm's instructions);
  • withdraw an optional consent without affecting unrelated core processing;
  • request correction, erasure, or grievance redressal; and
  • nominate another person to exercise applicable rights in the event of death or incapacity.

Account-erasure requests use a 30-day restoration window. A sole-member closure and a member leaving a multi-member firm have different effects because the firm may need to retain its own matters and financial records. Contact support@vakeelos.com if the in-product controls do not cover your request.

9. Children

VakeelOS is intended for adults using a professional legal workspace. Users must confirm that they are at least 18 years old. The service is not directed to children, but legal files may concern minors where a firm has a lawful professional reason to process that information. In that situation the firm remains responsible for the purpose, authority, access, and safeguards for the matter data.

10. Changes and contact

We may update this policy as the product, providers, or legal requirements change. The effective date above will be updated and material changes will be communicated through an appropriate service channel.

Privacy, export, erasure, or grievance questions may be sent to support@vakeelos.com.

Privacy Policy | VakeelOS