Privacy policy
How we handle your information. The standard evidence overview runs on our server. Optional AI review, recording transcription and our website assistant have separate data flows, explained below.
Last updated 18 October 2026
1. Who we are (the data controller)
LegallyHeard is a trading name of Legally Heard Limited, registered in England and Wales under company number 17370128, which operates legallyheard.co.uk and is the data controller for the personal data described in this policy. You can reach us at info@legallyheard.co.uk for anything in this policy, including exercising your rights.
2. What we collect
Account data: your name, email address and a hashed password (we never store passwords in readable form).
Case content you upload: message exports (including WhatsApp, email, SMS/MMS, iMessage, Messenger, Instagram, Telegram, Snapchat, LinkedIn, Slack, Microsoft Teams, Skype, Google Chat, Discord, Viva Engage, CSV and JSON), evidence files (photos, video, audio, documents), key moments you catalogue, preserved source originals, and the analyses and reports generated from them. This can include information about children, other people, health, abuse or alleged offences. We process case content to provide the agreed service and meet our own legal obligations. A family matter can still contain sensitive information and criminal offence data.
Payment data: payments are processed by Stripe: Card details go directly to Stripe and we never see or store your card number: We keep the order record (what you bought, when, for how much) and the Stripe transaction reference.
Technical data: server logs (IP address, time, requested page) kept for security and debugging, and the contact form details you choose to send us.
Demo contact details: the free demo runs entirely in your browser and your messages never leave your device. After you select your own export, or choose to analyse pasted text, we ask for your name, email address, phone number, address and a description of your situation, and normally email you a code to confirm the address is yours. Successful verification is remembered in this tab for up to two hours. If email delivery is unavailable, the demo explains that your contact details have been saved without email verification. We collect those details so we can follow up about LegallyHeard; we store them on our own server, we do not sell or share them, and we never receive the message content you load into the demo. Legal basis: legitimate interests in responding to enquiries, and consent where you ask us to keep you updated. Ask us at info@legallyheard.co.uk and we will delete them.
3. Why we process it (purposes and legal bases)
To provide the service (analysing your uploads, generating reports, managing your account and payments), legal basis: performance of a contract (UK GDPR Art. 6(1)(b)). The Deep Fact Finding Review is optional: explicit opt in controls whether chat content is sent to the disclosed AI provider.
To keep the platform secure and prevent abuse (logs, rate limiting). Legal basis: legitimate interests (Art. 6(1)(f)).
To respond when you contact us: legal basis: legitimate interests, or consent where you ask us to keep you updated.
Where processing special category data is necessary for the establishment, exercise or defence of legal claims, we rely on UK GDPR Article 9(2)(f), alongside the applicable Article 6 basis. This condition does not automatically cover every use of sensitive information. Data about alleged offences is subject to separate Article 10 and Data Protection Act 2018 requirements. Your upload instruction or AI processing choice does not replace those requirements. Contact us before uploading if authority or confidentiality is uncertain.
4. Where your data lives, and who can see it
Case data is stored on our own dedicated server hosted by Hetzner in Germany: not on a shared analytics platform. Transport is encrypted (TLS). Uploads and reports are stored outside the web root with restrictive file permissions and are reachable through authenticated, owner checked routes. Authorised staff may access scoped case content where necessary to provide or quality check an agreed review or document, or to operate and secure the platform.
Local overview. The standard chat, email and SMS overview is performed on our server by our own rule based software. It does not send chat content to an AI provider.
Optional Deep Fact Finding Review. This separately agreed review uses an external AI provider to produce structured findings across overlapping context windows. Before processing, we identify the proposed provider, explain what content will be sent and why, provide the estimated provider cost and relevant safeguards, and ask you to opt in explicitly. Message evidence is sent for this review only after that disclosure and your opt in. Deterministic tools then deduplicate and synthesise findings, classify direction/directedness and verify quoted wording against the source. The service is not fully automated or currently self serve.
Audio and video transcription. Uploading an audio or video file stores the original without requesting external transcription. If you choose a draft transcript, you must separately authorise that recording. The screen identifies OpenAI and the transcription models before you decide. Video is converted to audio on our server; long recordings may be split into sections. We retain a record of the authorisation, file fingerprint, provider and processing status. This choice is separate from an optional Deep Fact Finding Review. Draft transcripts are labelled as such and are not certified transcripts. We do not use customer evidence to train our own models, sell it or share it for advertising. Current processors include Hetzner (hosting), Stripe (payments) and OpenAI (configured audio transcription). The deep review provider is identified before that review is agreed. See how external AI services fit in for the current data paths.
Requests for information
Private storage does not make records exempt from a lawful court order or other legal obligation. We assess the identity, authority and scope of a request before disclosing information, and limit any disclosure to what is required or otherwise lawfully justified. A request alone does not give someone access to your account. Where lawful and appropriate, we explain a disclosure to the affected customer. Confidentiality restrictions can apply to family proceedings, including information about children.
Website assistant
The optional Ask LegallyHeard chat helps you find information and pages. It cannot read your account, case files, evidence or reports, and it cannot give legal advice or take actions for you. Please do not enter names, case details, private messages, passwords or payment information.
When you send a question, it goes to our server. We may send that question and the previous public help topic to OpenAI to select relevant guidance. Answers and links come from our reviewed help library. The chat does not automatically send the page you are viewing, your account identity or any case content. Choosing a suggested topic can be answered directly without an AI request.
We do not save the conversation in our application database or include it in administrator notification emails. The conversation is held in this page until you clear it or leave. Short lived request counters help prevent abuse, and ordinary server access logs still apply. OpenAI has its own processing and security retention controls. We request no stored completion, but this is not a promise of zero provider retention: standard abuse monitoring may retain content for up to 30 days. See OpenAI data controls. You can use all normal site links and contact the team without using this chat.
LegallyHeard for iPhone
The iPhone app lets you choose files, photos and camera captures and send them to a case in your account. It cannot read another app’s private messages automatically. Source instructions may take you to that service’s own export process. You choose the destination case and confirm each transfer. We retain the original file, its file fingerprint and related source information on our server so you can review your evidence.
Selected files awaiting transfer are kept on your device until you upload or remove them. The app shows transfer progress and confirms receipt only after the server returns a matching file fingerprint. Removing a pending local copy does not remove evidence already stored in your account. Signing out clears the app’s pending files and private display data. The fictional sample is separate from your cases.
Sign in opens our website in a secure browser session. The app stores a separate, revocable device token in the iOS Keychain, not your password. Device connections expire after 30 days and can be revoked in the app. Camera or photo access is requested only when you choose that collection method. We do not add advertising tracking to the app.
Evidence collection through the app does not automatically send your files to an AI provider. Separate analysis or transcription that you request through the website follows the processing information above. You can delete your account and case files through the secure account deletion page. You must confirm with your password before deletion. If file removal is interrupted, the remaining files stay private while cleanup is retried. Required accounting records may be retained separately. For help with an earlier deletion request, contact info@legallyheard.co.uk.
Community interest list
Joining the community interest list is optional. We save your account reference, your selected activity interests, your consent choice and its date, and whether you are currently on the list. Your account email is used to contact you about the community launch only when you agree. This permission is separate from general marketing.
Sandra and Rosie lead the community, with oversight from Henry and Nidal. These four authorised team members can see the list and the email address on your account. Your details are not visible to other members. Joining does not share your case evidence, and no discussions or member profiles are open at this stage.
You can update your interests or withdraw through Community in your account. Withdrawal removes your selected interests and stops permission for community launch contact. We keep a minimal record of the withdrawal so it is respected. Account deletion also removes your interest record from active storage, with the recovery and legal retention qualifications below. Contact us if you would like to request earlier removal.
5. How long we keep it
Case content ordinarily stays in your private account until you remove it or the account is deleted. You can manage case items and use Account settings to request or complete deletion. The automatic account deletion workflow may require active processing or unresolved payment obligations to be settled first. You can still make a statutory erasure request, which we assess on its merits. If file removal is interrupted, the remaining files stay private while cleanup is retried. Deletion does not promise immediate removal from recovery copies or from separately shared, previously issued documents. Accounting records, security logs or material subject to a legal retention obligation may be retained separately. Contact info@legallyheard.co.uk for a specific retention or deletion request.
6. Your rights
Under UK GDPR you can ask us for access to your data, rectification, erasure (also available self serve, above), portability (your uploads are your own files; your reports are downloadable PDFs), restriction and to object to processing based on legitimate interests. Email info@legallyheard.co.uk, we respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).
7. Cookies and optional website analytics
Essential cookies and browser storage support sign in, security, demo choices and your privacy preference. Google Analytics loads only if you allow analytics. We use it through Google Tag Manager to understand visits and selected button clicks on our homepage, How it works, Features, Pricing, For professionals, About and Security pages. The legal basis is your consent (UK GDPR Art. 6(1)(a)). Rejecting analytics does not affect your access to our services.
Measurement uses a standard page address and title, the type and position of an approved button, timestamps, cookie identifiers, session information and browser or device information. Google also receives your network connection information and may derive approximate location from your IP address. Google also receives technical information about tag installation, operation and performance. These records are not anonymous. We exclude URL queries, fragments and incoming page addresses from our measurement fields.
Private accounts, cases, uploads, transcripts, searches, starred messages, reports, chat, forms and demo activity are outside this marketing measurement. We also exclude legal guides and export instructions. We do not send names, email addresses, filenames, message content or case identifiers to Google Analytics. A demo entry click or sample link click measures that click only, not what you do afterwards.
Google processes the permitted analytics data under its data processing terms. Its processing may take place outside the UK and EEA. Google describes its international transfer safeguards. This is separate from the storage and processing of your case evidence described above. Advertising features and Google Signals are disabled.
We set user and event data retention to two months, without extending user retention for new activity. Standard aggregated reports can remain longer. See Google's retention explanation. Our analytics consent expires 180 days after your choice. The cookie policy explains separate cookie expiry periods, including the stream cookie that may refresh after permitted activity.
You can withdraw consent using Privacy choices. When your browser can save the change, this stops future analytics in this browser and removes our analytics cookies. If browser storage is blocked, the control explains any limitation and the steps you can take. You can also use Privacy choices on a measured page to change your decision. Withdrawal does not automatically delete reports already collected, or change your choice on another browser or device. Contact us using section 6 if you wish to exercise your data rights.
8. Children
The service is for adults (18+) involved in legal matters. We do not knowingly offer accounts to children. Messages you upload may of course mention children; that content is handled with the same protections as everything else, on your instruction.
9. Changes
If we change this policy we will update this page and the date at the top. Material changes affecting how your content is processed will be flagged to logged in users.