Terms of Service

Last Updated: October 18, 2025

These Terms of Service ("Terms") govern your access to and use of LegalCompanion's automated legal client intake platform ("Service"). By accessing or using the Service, you agree to be bound by these Terms.

1. Service Description

LegalCompanion provides a Software-as-a-Service (SaaS) platform that automates legal client intake via WhatsApp. Law firms subscribe to our platform to:

• Conduct automated intake conversations with prospective clients via WhatsApp
• Assess case complexity and estimate legal fees automatically
• Collect case documentation and client information systematically
• Generate structured case files for lawyer review
• Manage client intake workflows and analytics

LegalCompanion integrates with Meta WhatsApp Cloud API to enable automated messaging. We are a Tech Provider under Meta's WhatsApp Business Platform.

2. Eligibility

2.1 Who May Use the Service

The Service is available exclusively to:

• Law firms and legal practices registered in South Africa
• Individual lawyers admitted to practice in South Africa
• Entities that comply with South African Legal Practice Council requirements

2.2 Account Requirements

To use the Service, you must:

• Provide accurate Legal Practice Council registration information
• Maintain a valid WhatsApp Business Account
• Comply with all applicable laws and regulations
• Be authorized to bind the law firm to these Terms

3. Subscription Terms

3.1 Subscription Model

LegalCompanion operates on a monthly or annual subscription basis. Subscription fees are based on:

• Number of active conversations per month
• Number of lawyers using the platform
• Selected feature tier (Starter, Professional, Enterprise)

3.2 Billing and Payment

• Subscription fees are billed in advance on a monthly or annual basis
• Payment is due upon receipt of invoice
• Accepted payment methods include credit card, debit card, and electronic funds transfer
• All fees are in South African Rand (ZAR) and exclude VAT unless otherwise stated
• Late payments may result in service suspension after 14 days

3.3 Price Changes

We reserve the right to adjust subscription prices with 30 days' written notice. Price changes will not affect your current subscription term but will apply upon renewal.

3.4 Cancellation Policy

• You may cancel your subscription at any time by providing written notice
• Cancellations are effective at the end of the current billing period
• No refunds are provided for partial months or unused services
• You may export all client data before cancellation takes effect

4. User Responsibilities

Law firms using LegalCompanion agree to:

4.1 Client Consent

• Obtain explicit consent from clients before initiating automated intake conversations
• Clearly inform clients that they are interacting with an automated system
• Provide clients with the option to opt out or speak with a human lawyer
• Respect client privacy and attorney-client privilege at all times

4.2 Legal Compliance

• Comply with all South African Legal Practice Council requirements
• Maintain attorney-client privilege and confidentiality obligations
• Comply with POPIA (Protection of Personal Information Act)
• Ensure all automated communications are truthful and non-misleading
• Not use the Service for unauthorized practice of law

4.3 Accurate Information

• Provide accurate firm registration and contact information
• Keep account credentials secure and confidential
• Notify us immediately of any unauthorized account access
• Configure intake questions and fee structures accurately

4.4 Final Review Responsibility

• Review all automated case files before client engagement
• Make final legal determinations independently (the Service provides tools, not legal advice)
• Correct any errors or inaccuracies in automated case assessments
• Communicate with clients directly for case acceptance or engagement terms

5. Acceptable Use Policy

You agree NOT to use the Service to:

• Send spam, unsolicited messages, or promotional content unrelated to legal intake
• Violate Meta's WhatsApp Business Platform Policies or Terms of Service
• Engage in illegal activities or facilitate unlawful conduct
• Harass, abuse, or harm individuals
• Impersonate others or misrepresent your identity
• Collect personal information without proper consent
• Interfere with or disrupt the Service's operation
• Attempt to gain unauthorized access to our systems
• Reverse engineer, decompile, or extract source code from the platform

Violation of this Acceptable Use Policy may result in immediate account suspension or termination.

6. Data Ownership and Processing

6.1 Client Data Ownership

You own all client data collected through LegalCompanion. This includes:

• WhatsApp conversations and message content
• Client contact information and case details
• Documents uploaded during intake
• Generated case files and assessments

6.2 Data Controller vs. Data Processor

• Law Firm (You): Data Controller - You determine what data is collected and how it is used
• LegalCompanion: Data Processor - We process data on your behalf according to your instructions and our Privacy Policy

6.3 Data Export

You may export all client data at any time in standard formats (CSV, JSON, PDF). Upon account termination, you have 30 days to export your data before it is permanently deleted.

6.4 Data Deletion

We will delete your data within 30 days of account termination unless:

• You request extended retention for active cases
• Legal or regulatory requirements mandate longer retention
• Pending legal proceedings require data preservation

7. Intellectual Property

7.1 LegalCompanion's Rights

LegalCompanion retains all intellectual property rights in:

• The Service platform, software, and technology
• LegalCompanion trademarks, logos, and branding
• Documentation, training materials, and support content

7.2 Your Rights

You retain all intellectual property rights in:

• Your firm's branding and client communications
• Custom intake questions and workflows you create
• Client data and case files

7.3 License Grant

We grant you a limited, non-exclusive, non-transferable license to use the Service during your subscription term, subject to these Terms.

8. Service Availability and Support

8.1 Uptime Commitment

We strive to maintain 99.9% uptime for the Service, excluding scheduled maintenance. We do not guarantee uninterrupted availability.

8.2 Scheduled Maintenance

We may perform scheduled maintenance with advance notice. Critical security updates may be applied immediately.

8.3 Customer Support

We provide email support during business hours (9am-5pm SAST, Monday-Friday). Enterprise customers receive priority support with faster response times.

9. Limitation of Liability

9.1 Service Disclaimer

Important: LegalCompanion provides technology tools, not legal advice. You are solely responsible for:

• Final legal determinations and case acceptance decisions
• Attorney-client relationships and engagement terms
• Professional legal judgments and case strategy
• Compliance with legal ethics and professional conduct rules

9.2 Liability Limits

To the maximum extent permitted by law:

• LegalCompanion is not liable for indirect, incidental, or consequential damages
• Our total liability is limited to the fees you paid in the 12 months preceding the claim
• We are not liable for third-party actions (including Meta WhatsApp platform issues)
• We are not liable for data loss if you fail to export your data before termination

9.3 Indemnification

You agree to indemnify and hold LegalCompanion harmless from claims arising from:

• Your use of the Service
• Your violation of these Terms or applicable laws
• Your client relationships and legal services
• Content you submit or messages you send via the platform

10. Termination

10.1 Termination by You

You may terminate your subscription at any time with written notice. Termination is effective at the end of your billing period.

10.2 Termination by Us

We may suspend or terminate your account immediately if you:

• Violate these Terms or our Acceptable Use Policy
• Fail to pay subscription fees for 30 days
• Engage in fraudulent or illegal activity
• Violate Meta WhatsApp policies, resulting in platform restrictions

10.3 Effect of Termination

Upon termination:

• Your access to the Service is immediately revoked
• You have 30 days to export all client data
• We will delete your data after the 30-day grace period
• You remain liable for all fees accrued before termination

11. Modifications to the Service

We reserve the right to:

• Add, modify, or discontinue features with notice
• Update the Service for security, compliance, or performance improvements
• Change these Terms with 30 days' notice (material changes only)

Continued use of the Service after modifications constitutes acceptance of the updated Terms.

12. Governing Law and Dispute Resolution

12.1 Governing Law

These Terms are governed by the laws of South Africa. Any disputes will be subject to the exclusive jurisdiction of South African courts.

12.2 Dispute Resolution

Before initiating legal proceedings, you agree to attempt to resolve disputes through good-faith negotiation. If negotiation fails, either party may pursue legal remedies.

13. Miscellaneous

13.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and LegalCompanion regarding the Service.

13.2 Severability

If any provision of these Terms is found invalid or unenforceable, the remaining provisions remain in full effect.

13.3 No Waiver

Our failure to enforce any provision does not constitute a waiver of that provision.

13.4 Assignment

You may not assign or transfer these Terms without our written consent. We may assign these Terms to a successor entity.

13.5 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control (natural disasters, wars, internet outages, third-party service failures).

14. Contact Us

For questions about these Terms, please contact:

LegalCompanion
Email: brendon@legalcompanion.co.za
Location: South Africa

15. Acceptance of Terms

By creating an account and using LegalCompanion, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service and our Privacy Policy.