Privacy Policy
Published and last updated: 21 March 2026
We take your privacy very seriously. Please read this privacy policy carefully as it explains how and why OrdoLux Limited collects, stores, uses and shares personal data. It also explains your rights in relation to your personal data and what to do if you have a complaint.
This privacy policy does not apply to third party websites or services that are not controlled by us, even if they are linked from our website or integrated with the OrdoLux platform.
Contents
- Who are we and what do we do?
- Terminology
- Personal data we collect
- How your personal data is collected
- How and why we use personal data
- Marketing
- Who we share your personal data with
- Where your personal data is held
- How long your personal data will be kept
- Transferring your personal data abroad
- Your rights
- Keeping your personal data secure
- How to complain
- Changes to this privacy policy
- Updating your personal data
- How to contact us
- Do you need extra help?
1. Who are we and what do we do?
OrdoLux Limited trading as OrdoLux provides cloud-based legal practice management software and related onboarding, support, billing, integration and customer relationship services to law firms and legal professionals.
We collect, use and are responsible for certain personal data about you. When we do so, we act as a controller and must comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection laws.
Where our customers use OrdoLux to store or manage personal data relating to their own clients, matters, staff or counterparties, OrdoLux will usually process that data on the customer's behalf as a processor under the relevant customer contract and data protection addendum. This privacy policy explains how we process personal data where OrdoLux acts as controller.
2. Terminology
The following key terms are used in this privacy policy:
| We, us, our | OrdoLux Limited trading as OrdoLux |
| Personal data | Any information relating to an identified or identifiable individual |
| Special category personal data | Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health, sex life or sexual orientation |
| Data subject | The individual who the personal data relates to |
| You, your | As the context dictates, our customers and individuals associated with them, contacts, suppliers and any individuals whose personal data we receive in the course of providing our services |
3. Personal data we collect
The personal data we collect depends on how you interact with us and the services we provide. We may collect or use the following personal data in relation to prospective customers, customers, authorised users, suppliers and website visitors:
- your name and contact information, including business email address, telephone number and organisation or firm details;
- your postal address where you provide it to us for account, billing or correspondence purposes;
- information reasonably required to verify identity, authority or access rights for security, anti-fraud or contractual purposes;
- your job title, role, department and professional details that are relevant to your relationship with OrdoLux;
- technical, usage and device data, including log-in records, IP addresses, browser and device information, authentication logs and information about how you interact with and use our website, platform and services;
- records of enquiries, demo requests, customer onboarding details, support tickets and other communications with us;
- billing information, transaction and payment details, including card or bank details where required for subscription or payment processing;
- records of meetings, calls or video sessions with us where these are arranged for sales, onboarding, training, support, security or service-improvement purposes;
- your marketing preferences and your responses to surveys, promotions or feedback requests;
- information from third party services or accounts that you ask us to connect or that you authorise in connection with the services;
- information needed to investigate incidents, enforce our terms, protect the platform, prevent misuse or comply with legal obligations;
- professional information we obtain from publicly accessible sources, such as your firm website, Companies House, the SRA or Law Society registers, where relevant to our business relationship with you;
- special category personal data only where you choose to provide it to us, it is included in information sent to us, or we need to process it for a permitted legal reason;
- audio recordings of calls where calls are recorded;
- video recordings or meeting metadata relating to virtual meetings where these are recorded;
- other personal data you provide to us in the course of requesting information, entering into a contract with us, using OrdoLux or communicating with us.
The main purpose of collecting and using this information is to operate, provide, secure, support and improve OrdoLux and our related business activities. We may also collect and use the above information for the purposes set out in section 5.
If you do not provide the personal data we ask for, it may delay or prevent us from providing services to you, responding to your enquiry, opening or administering your account, or meeting our legal or contractual obligations.
4. How your personal data is collected
We collect most of the above information from you. However, we may also collect information:
- from publicly accessible sources, for example Companies House, HM Land Registry, the SRA, the Law Society, your firm website or professional directories;
- directly from third parties, for example payment processors, IT or communications providers, analytics providers, or another person within your organisation;
- from a third party with your consent or at your instruction, for example Microsoft 365, payment providers, identity or compliance providers, or other integrations you ask us to connect;
- via our website — we use cookies and similar technologies on our website (for more information, please see our cookies policy);
- via our security and information technology systems, for example platform logs, authentication systems, device and browser information, network monitoring, communications systems, support tools and access control systems;
- via reception, meeting and event records where you visit us or attend a meeting with us;
- through automated monitoring of our websites, platform and technical systems, including our computer networks and connections, communications systems, email and instant messaging systems, and website or platform telemetry used for security and service operation.
5. How and why we use personal data
Under data protection law, we can only use your personal data if we have a proper reason, for example:
- you have given consent — where we need your consent, we will ask for it separately from this privacy policy and you can withdraw consent at any time;
- to comply with our legal and regulatory obligations;
- to fulfil our contract with you or take steps at your request before entering into a contract; or
- for our legitimate interests or those of a third party.
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We carry out a balancing assessment where we rely on legitimate interests. You have the right to object to processing based on legitimate interests. We must then stop the processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or the processing is required to establish, exercise or defend legal claims.
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
|---|---|
| Providing services to our customers and authorised users | To fulfil our contract with customers or to take steps at their request before entering into a contract |
| Preventing and detecting fraud, misuse and unauthorised access | For our and/or your legitimate interests, namely to minimise fraud, abuse and security incidents that could be damaging for you and/or us |
| Administering customer accounts, subscriptions, onboarding and user access | To fulfil our contract with you or take steps at your request before entering into a contract |
| Conducting checks to identify customers and verify authority; screening for sanctions or other legal restrictions where appropriate; other activities necessary to comply with legal and regulatory obligations that apply to our business | Depending on the circumstances: to comply with our legal and regulatory obligations; or for our legitimate interests |
| To enforce legal rights or defend or take legal proceedings | Depending on the circumstances: to comply with our legal and regulatory obligations; or for our legitimate interests, or those of a third party |
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies | Depending on the circumstances: to comply with our legal and regulatory obligations; or for our legitimate interests |
| Ensuring internal business policies are complied with, for example policies covering security, acceptable use, data handling and internet use | For our legitimate interests, namely to make sure we are following our internal procedures and can deliver services safely and consistently |
| Operational reasons, such as improving efficiency, training, service delivery and quality control | For our legitimate interests, namely to operate efficiently and improve our services |
| Ensuring the confidentiality of commercially sensitive information | Depending on the circumstances: for our legitimate interests, ie to protect trade secrets and other commercially valuable information; or to comply with our legal and regulatory obligations |
| Statistical analysis to help us manage our business, for example in relation to service performance, customer demand, platform usage and other efficiency measures | For our legitimate interests, namely to operate efficiently and improve our services |
| Protecting the security of systems and data used to provide services, prevent unauthorised access and changes to our systems | Depending on the circumstances: for our legitimate interests, ie to prevent and detect criminal activity; or to comply with our legal and regulatory obligations |
| Updating and enhancing customer, prospect and supplier records | Depending on the circumstances: to fulfil our contract with you; to comply with our legal and regulatory obligations; or for our legitimate interests, for example making sure our records remain accurate and up to date |
| Statutory returns and tax, accounting or corporate record keeping | To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration and assessments | Depending on the circumstances: to comply with our legal and regulatory obligations; or for our legitimate interests, eg to make sure we are following our own internal procedures and working efficiently |
| Providing information updates and marketing our services to existing customers, prospective customers and business contacts | Depending on the circumstances: for our legitimate interests, namely to promote and grow our business; or consent (which you can withdraw at any time) |
| Assessing payment risk and managing billing, debt recovery and subscription administration | For our legitimate interests, namely to ensure customers can pay for our services and to manage subscriptions and receivables |
| Dealing with complaints, claims and insurance matters | Depending on the circumstances: to comply with our legal and regulatory obligations; or for our or your legitimate interests, eg to make sure any potential claim is reported to our insurer |
| External audits and quality checks, including financial audits and other professional reviews | Depending on the circumstances: for our legitimate interests, namely to maintain appropriate standards and assurance; or to comply with our legal and regulatory obligations |
| Sharing your personal data with third parties that will or may take control or ownership of some or all of our business in connection with a significant corporate transaction or restructuring, including a merger, acquisition, investment, asset sale or in the event of our insolvency. Information will be anonymised where possible and only shared where necessary. | Depending on the circumstances: to comply with our legal and regulatory obligations; or for our legitimate interests, namely to protect, realise or grow the value in our business and assets |
Where we process special category personal data (see section 2 'Terminology'), we will also ensure we are permitted to do so under data protection law, for example where:
- we have your explicit consent;
- the processing is necessary to protect your (or someone else's) vital interests where you are physically or legally incapable of giving consent;
- the processing is necessary to establish, exercise or defend legal claims; or
- the processing is necessary for reasons of substantial public interest or because you have manifestly made the information public.
6. Marketing
We may use your personal data to send you updates by email, telephone, post or other business-to-business channels about OrdoLux, including service news, events, offers, promotions, product developments and new features.
We rely on legitimate interests for most business-to-business marketing about OrdoLux. Where consent is required by law, we will ask for it.
In all cases, you have the right to opt out of receiving marketing communications at any time by:
- contacting us at support@ordolux.co.uk; or
- using the 'unsubscribe' link in emails or 'STOP' in texts.
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with respect and will not sell your personal data to third parties for their own marketing purposes.
7. Who we share your personal data with
We routinely share personal data with:
- third parties we use to help deliver our services, eg providers of our finance system, IT service providers including cloud service providers such as data storage platforms, shared service centres and financial institutions in connection with invoicing and payments;
- providers of identity, payment, verification, compliance or similar services where these are used to deliver or support the services or where you authorise or instruct us to connect them;
- other third parties we use to help promote our business, eg marketing agencies;
- third parties approved by you, eg social media sites you choose to link your account to or third party payment providers;
- our bank and payment service providers;
- other carefully selected service providers and advisers where reasonably necessary to run our business, provide OrdoLux or support our customers.
We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We ensure all outsourcing providers operate under service agreements that are consistent with our legal obligations.
We or the third parties mentioned above may occasionally also share personal data with:
- our and their external auditors, for example in relation to the audit of accounts — the recipient of the information will be bound by confidentiality obligations;
- our and their professional advisors (such as lawyers and other advisors) — the recipient of the information will be bound by confidentiality obligations;
- law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;
- other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, investment, asset sale or in the event of our insolvency — usually information will be anonymised where possible, but this may not always be possible, and the recipient will be bound by confidentiality obligations.
If you would like more information about who we share our data with and why, please contact us (see section 16).
8. Where your personal data is held
Personal data may be held at our premises and those of our third party agencies, service providers, representatives and agents as described in section 7.
Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this occurs, see section 10.
9. How long your personal data will be kept
We will not keep your personal data for longer than we need it for the purpose for which it was collected or as required by law.
If you no longer have an account with us or we are no longer providing services to you, we will usually delete or anonymise your personal data when it is no longer needed for the purpose for which it was collected and, in any event, after any applicable legal, accounting, contractual, security or dispute-related retention period has expired. In many cases we will retain core business records for up to seven years after the end of the relevant relationship.
Following the end of the relevant retention period, we will delete or anonymise your personal data.
If you would like further information about how long we keep your personal data, please contact us (see section 16).
10. Transferring your personal data abroad
It is sometimes necessary for us to transfer your personal data to countries outside the UK. This may include countries which do not provide the same level of protection of personal data as the UK.
We will transfer your personal data outside the UK only where:
- the UK government has decided the recipient country ensures an adequate level of protection of personal data (known as an adequacy decision); or
- there are appropriate safeguards in place (eg standard contractual data protection clauses published or approved by the relevant data protection regulator), together with enforceable rights and effective legal remedies for you; or
- a specific exception applies under data protection law.
The table below sets out the categories of recipients to whom we may transfer personal data outside the UK and the safeguards we use.
| Organisation or provider category | Category of recipient | Countries | How the transfer complies with UK data protection law |
|---|---|---|---|
| Cloud hosting, productivity and infrastructure providers | Hosting, storage, email, collaboration and related infrastructure providers | United Kingdom, EEA and/or United States | Adequacy regulations where available, and otherwise appropriate safeguards such as the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism |
| Support, CRM, analytics and communications providers | Customer support, CRM, analytics, communications and similar service providers | United Kingdom, EEA, United States and other jurisdictions relevant to the service provider | Adequacy regulations where available, and otherwise appropriate safeguards such as the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism |
| Integration, payment and verification providers | Third party providers you authorise or that are used to deliver connected services, payments, verification or similar functionality | United Kingdom, EEA, United States and other jurisdictions relevant to the service provider | Adequacy regulations where available, and otherwise appropriate safeguards such as the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism |
For more information, or for a copy of the appropriate safeguards we use for international transfers, please contact us using the information at section 16.
11. Your rights
You have the following rights, which you can exercise free of charge:
| Access | You have the right to ask us for copies of your personal data. You can request other information such as where we get personal data from and who we share personal data with. There are some exemptions which means you may not receive all the information you ask for. |
| Rectification | You have the right to ask us to correct or delete personal data you think is inaccurate or incomplete. |
| Erasure (also known as the right to be forgotten) | You have the right to ask us to delete your personal data — in certain situations. |
| Restriction of processing | You have the right to ask us to limit how we use your personal data — in certain situations, eg if you contest the accuracy of the data. |
| Data portability | You have the right to ask that we transfer the personal data you gave us to another organisation or to you — in certain situations. |
| To object | You have the right to object: at any time to your personal data being processed for direct marketing (including profiling); and in certain other situations to our continued processing of your personal data, eg processing carried out for our legitimate interests unless we demonstrate compelling legitimate grounds which override your interests or for establishing, exercising or defending legal claims. |
| Not to be subject to automated individual decision making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. |
| The right to withdraw consent | When we use your consent as our lawful basis, you have the right to withdraw that consent at any time. You may withdraw consent by contacting us using the details in section 16, by using the unsubscribe link in our emails or by following any other relevant opt-out mechanism we provide. Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn. |
If you make a request, we must respond to you without undue delay and in any event within one month.
If you would like to exercise any of those rights, please:
- email, call or write to us — see section 16: 'How to contact us';
- provide enough information to identify yourself, for example your full name, business contact details and, where relevant, your customer, account or matter reference;
- let us know what right you want to exercise and the information to which your request relates.
12. Keeping your personal data secure
We have implemented appropriate technical and organisational measures to keep your personal data confidential and secure from unauthorised access, use and disclosure. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data do so only in an authorised manner and are subject to duties of confidentiality.
We require our business partners, suppliers and other third parties to implement appropriate security measures to protect personal data from unauthorised access, use and disclosure.
We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are required to do so.
13. How to complain
Please contact us if you have any queries or concerns about our use of your personal data (see below 'How to contact us'). We hope we will be able to resolve any issues you may have.
You may also have the right to lodge a complaint with the Information Commissioner's Office (the UK data protection regulator, also known as the ICO). The contact details for the ICO are:
Information Commissioner's OfficeWycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint
Please contact us if you would like further information about how to raise a data protection complaint.
14. Changes to this privacy policy
This privacy policy was published on 21 March 2026 and last updated on 21 March 2026.
We may change this privacy policy from time to time. When we do, we will publish the updated version on our website. If the law requires us to do so, we will also obtain your consent to those changes.
15. Updating your personal data
We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, for example your name, email address, telephone number, job title or organisation details — see below 'How to contact us'.
16. How to contact us
You can contact us, or our data protection contact, by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, if you wish to exercise a right under data protection law or if you want to make a complaint.
| Our contact details OrdoLux Limited 62 Rowsley Avenue London, NW4 1AJ support@ordolux.co.uk 0208 058 2850 |
Our data protection contact support@ordolux.co.uk 62 Rowsley Avenue London, NW4 1AJ 0208 058 2850 |
17. Do you need extra help?
If you would like this policy in another format, for example audio, large print or another accessible format, please contact us using the details in section 16.