Privacy Policy
LegalTrace Pte. Ltd. ("LegalTrace," "we," "us," or "our") is committed to protecting the personal data of our clients, website visitors, and other individuals whose data we process. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data in accordance with the Personal Data Protection Act 2012 of Singapore ("PDPA") and its subsidiary legislation.
By using our website at legaltrace.pro, submitting an enquiry through our contact form, or engaging our legal services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described herein, please do not use our website or provide us with your personal data.
1. Data Controller
The data controller responsible for your personal data is LegalTrace Pte. Ltd., registered in Singapore under UEN 202619847K, with its registered office at 77 Robinson Road, #22-03, Singapore 068896. For data protection enquiries, contact our Data Protection Officer at [email protected] or +65 6917 2843.
2. Personal Data We Collect
We may collect the following categories of personal data depending on your interaction with us:
- Identity data: Full name, title, nationality, identification numbers (where required for legal matters), and date of birth.
- Contact data: Email address, telephone number, postal address, and company name.
- Enquiry data: Information you provide through our contact form, including the subject and content of your message.
- Client matter data: Information relevant to legal matters you engage us to handle, including documents, correspondence, financial records, and factual background provided during consultations.
- Technical data: IP address, browser type and version, operating system, device information, referring URL, pages visited, and time spent on our website.
- Cookie data: Information collected through cookies and similar technologies as described in our Cookie Policy.
- Communication data: Records of telephone calls, emails, and meeting notes related to your enquiries or legal matters.
We collect personal data directly from you when you submit forms, correspond with us, attend consultations, or engage our services. We may also receive personal data from third parties such as courts, regulatory agencies, opposing counsel, or your authorised representatives, where relevant to a legal matter.
3. Purposes of Collection, Use, and Disclosure
We collect, use, and disclose personal data for the following purposes:
- To respond to your enquiries and provide information about our legal services;
- To conduct initial consultations and assess whether we can assist with your legal matter;
- To provide legal advice, prepare documents, and represent you in legal proceedings;
- To manage client relationships, including billing, fee collection, and account administration;
- To comply with legal and regulatory obligations, including anti-money laundering requirements, court orders, and requests from regulatory authorities;
- To maintain records required by the Legal Profession Act and Law Society of Singapore rules;
- To improve our website functionality and user experience through analytics (where you have consented to analytics cookies);
- To send service-related communications, such as appointment confirmations and matter updates;
- To protect our legal rights and defend against claims;
- To detect and prevent fraud, security breaches, and other unlawful activity.
We will not use your personal data for purposes incompatible with those described above without notifying you and, where required under the PDPA, obtaining your consent.
4. Legal Basis for Processing
Under the PDPA, we process personal data based on one or more of the following grounds:
- Consent: You have provided consent for specific processing activities, such as submitting our contact form with the PDPA consent checkbox or accepting analytics cookies.
- Contractual necessity: Processing is necessary to perform our contract with you or to take steps at your request before entering into a contract (such as preparing a fee proposal).
- Legal obligation: Processing is required to comply with applicable laws, regulations, court orders, or professional conduct rules.
- Legitimate interests: Processing is necessary for our legitimate business interests, such as improving our services, maintaining website security, and managing client relationships, provided these interests are not overridden by your data protection rights.
5. Disclosure of Personal Data
We may disclose your personal data to the following categories of recipients:
- Courts, tribunals, and regulatory authorities where required by law or for the conduct of your legal matter;
- Opposing parties and their legal representatives in the course of litigation, arbitration, or negotiation;
- Expert witnesses, mediators, and other professionals engaged to assist with your matter;
- Foreign counsel coordinated for cross-border aspects of your matter;
- Service providers who assist with IT infrastructure, document management, cloud storage, and payment processing, subject to contractual data protection obligations;
- The Law Society of Singapore and Legal Service Regulatory Authority as required by professional regulations;
- Law enforcement agencies where required by law or to protect our legal rights.
We do not sell your personal data to third parties. We require all service providers who process personal data on our behalf to implement appropriate security measures and process data only for the purposes we specify.
6. Cross-Border Transfers
Where we transfer personal data outside Singapore — for example, to foreign counsel, cloud service providers with data centres abroad, or international arbitration institutions — we ensure that the recipient jurisdiction provides a comparable standard of protection, or we implement appropriate safeguards such as contractual clauses requiring the recipient to protect the data in accordance with the PDPA.
7. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Client matter files are retained for a minimum of seven years following the conclusion of the matter, in accordance with Law Society of Singapore guidance on record-keeping. Enquiry data from website contact forms is retained for up to two years unless a client relationship is established, in which case the data becomes part of the client file. Technical and analytics data is retained in accordance with our Cookie Policy.
8. Data Security
We implement appropriate administrative, technical, and physical safeguards to protect personal data against unauthorised access, collection, use, disclosure, copying, modification, disposal, or similar risks. These measures include access controls limiting data access to personnel with a legitimate need, encrypted transmission of data over our website, secure storage of client files, and regular review of our security practices. While we take reasonable precautions, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your Rights Under the PDPA
Subject to exceptions under the PDPA, you have the following rights regarding your personal data:
- Access: You may request access to the personal data we hold about you.
- Correction: You may request correction of inaccurate or incomplete personal data.
- Withdrawal of consent: You may withdraw consent for processing activities that rely on consent, though this may affect our ability to provide certain services.
- Data portability: Where applicable, you may request your data in a commonly used machine-readable format.
To exercise any of these rights, contact our Data Protection Officer at [email protected]. We will respond within the timeframe required by the PDPA (generally within 30 days). We may charge a reasonable fee for access requests as permitted by law. Please note that solicitor-client privilege and legal professional obligations may limit our ability to provide access to certain data within client matter files.
10. Cookies and Tracking Technologies
Our website uses cookies and similar technologies as described in our Cookie Policy. You can manage your cookie preferences through our cookie banner or by adjusting your browser settings. Essential cookies are necessary for website functionality and cannot be disabled.
11. Children
Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us and we will take steps to delete the information.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The updated policy will be posted on this page with a revised "Last updated" date. We encourage you to review this page periodically. Material changes will be communicated through our website or, where appropriate, directly to affected clients.
13. Contact Us
If you have questions, concerns, or complaints about our handling of your personal data, please contact:
Data Protection Officer
LegalTrace Pte. Ltd.
77 Robinson Road, #22-03
Singapore 068896
Email: [email protected]
Telephone: +65 6917 2843
If you are not satisfied with our response, you may lodge a complaint with the Personal Data Protection Commission of Singapore at www.pdpc.gov.sg.