Terms of Service

Welcome to LegalCaseManager (“the Platform,” “we,” “us,” or “our”). By accessing or using our services at legalcasemanager.co.za, you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, you must immediately cease using the Platform.

These Terms constitute a legally binding agreement between you and LegalCaseManager, governed by the laws of the Republic of South Africa. By continuing to use the Platform, you confirm that you have read, understood, and accepted these Terms in their entirety.

LegalCaseManager provides legal case management tools and software designed to help legal professionals organise, analyse, and manage case information. We do NOT provide legal advice. The Platform is a productivity and organisational tool only.

No attorney-client relationship is created between you and LegalCaseManager by using this Platform. We are a software service provider, not a law firm, and we do not represent you in any legal capacity. Users should always consult a qualified legal professional for advice regarding their specific legal matters.

The Platform includes AI-powered features for analysis, comparison, and insights. These are computational aids only and do not constitute legal opinions or professional advice.

As a user of the Platform, you agree to:

• Provide accurate and complete registration information and keep it up to date.
• Maintain the confidentiality of your account credentials and immediately notify us of any unauthorised access.
• Take sole responsibility for the accuracy, completeness, and legality of any data, documents, or information you upload or enter into the Platform.
• Ensure that your use of the Platform complies with all applicable South African laws and regulations, including but not limited to the Protection of Personal Information Act (POPIA).
• Not share your account credentials with any third party.
• Verify all information and analysis produced by the Platform with a qualified legal professional before relying on it.

You may NOT use the Platform to:

• Upload, store, or transmit any content that is unlawful, defamatory, threatening, abusive, or otherwise objectionable.
• Attempt to gain unauthorised access to any part of the Platform, other users' accounts, or related systems or networks.
• Interfere with or disrupt the integrity or performance of the Platform.
• Use the Platform to commit or facilitate any criminal offence.
• Reverse-engineer, decompile, or disassemble any part of the Platform software.
• Use automated tools (bots, scrapers) to access the Platform without our prior written consent.
• Misrepresent AI-generated analysis or insights as formal legal opinions.
• Use the Platform in any manner that violates the Cybercrimes Act, 2020 (Act 19 of 2020) of South Africa.

All intellectual property rights in the Platform — including but not limited to its source code, design, branding, trademarks, logos, and documentation — are owned by or licensed to LegalCaseManager. No rights are transferred to you except the limited licence to use the Platform in accordance with these Terms.

Your content: You retain ownership of all data and content you upload to the Platform. By uploading content, you grant us a limited licence to process, store, and display that content solely for the purpose of providing the service to you. We will not use your content for any other purpose.

Unauthorised reproduction, distribution, or modification of any part of the Platform is strictly prohibited and may be subject to legal action.

LegalCaseManager reserves the right to suspend or terminate your account at any time, with or without prior notice, if:

• You breach any provision of these Terms.
• Your use of the Platform poses a security risk or negatively impacts other users.
• You engage in any unlawful activity through the Platform.
• Continued provision of the service is no longer commercially viable.

Upon termination, your right to access the Platform ceases immediately. We may retain your data for a reasonable period in accordance with our Privacy Policy and applicable law, including POPIA requirements. You may request deletion of your personal data by contacting us.

LegalCaseManager processes personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA). As the responsible party for your account, you remain the operator of any personal information you upload about clients, witnesses, or third parties. LegalCaseManager acts as your operator (processor) and processes such information only on your documented instructions and for the purpose of providing the Platform.

Legal professional privilege. The Platform is designed to support confidential attorney work product and communications covered by legal professional privilege. Matter contents, strategy notes, draft pleadings, AI-assisted analysis, and privileged communications are protected by role-based access controls and are not disclosed to parties outside the matter's collaborator list. Technical staff with infrastructure access operate under confidentiality obligations and may only access your data where strictly necessary to provide, maintain, or secure the service, or where required by law.

Security & retention. We apply reasonable technical and organisational measures, including encryption in transit, access logging, and audit trails. Your data is retained for as long as your account is active and for a reasonable period thereafter for backup, legal, and compliance purposes. You may request access, correction, or deletion of your personal information in accordance with POPIA.

Like any professional SaaS offering (comparable to the administrative tier in Microsoft 365, Google Workspace, or similar platforms), LegalCaseManager relies on a small number of internal platform administrators to provision accounts, maintain infrastructure, apply software updates, restore backups, investigate support requests, and respond to security incidents. These administrators operate under confidentiality and professional-conduct obligations and access tenant data only where strictly necessary to operate the Platform or where legally compelled.

Recording of administrative actions. All platform-administrator actions are recorded in the same audit trail used for ordinary user activity. Audit records are never deleted, rewritten, or hidden at the database layer. Where a platform-administrator action appears in a view presented to a user who is not themselves a platform administrator, the actor attribution renders as the neutral label “Platform Administrator” rather than the individual employee's name or email. This treatment preserves the integrity of the audit record while pseudonymising the identity of the internal technical actor on user-facing surfaces, consistent with the principle of minimum necessary disclosure.

No additional matter access. The existence of the platform-administrator role does not grant any party access to legal strategy, privileged content, or matter deliberations beyond what is strictly required for infrastructure and support purposes. Matter owners, assigned attorneys, and invited collaborators remain the only users with substantive matter visibility in their ordinary day-to-day operation of the Platform.

The Platform maintains a tamper-evident audit trail of security-relevant events (including document uploads, edits, deletions, exports, access grants, login events, and administrative actions). What each user sees when viewing the audit trail is role-scoped:

• Matter owners and assigned attorneys see the full audit trail for the matters they own or are assigned to, with real user names and email addresses for ordinary collaborators.
• Paralegals, advocates, and client collaborators see audit entries relating to the matters they participate in, scoped to what is relevant to their role.
• Platform administrators (see Section 9) may view global system audit data for the purposes of infrastructure, support, and security incident response only.
• Where a platform-administrator action is surfaced to a non-administrator viewer — in audit logs, activity feeds, collaborator lists, document attributions (“uploaded by”, “last edited by”, “viewed by”), messaging threads, AI draft authorship, or exports (PDF, CSV) — the actor renders as the neutral label “Platform Administrator”. The underlying record remains intact and fully auditable at the system level.

This pseudonymisation applies only to the display name of platform-administrator actors on user-facing surfaces; it does not alter the substance of any recorded event and does not affect the discoverability or evidentiary value of the audit trail for legitimate legal, regulatory, or internal-investigation purposes. A complete, un-pseudonymised view of the audit trail is available to platform administrators themselves for infrastructure and compliance purposes.

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa.

Any dispute arising from or in connection with these Terms or the use of the Platform shall first be referred to mediation. If mediation fails, the dispute shall be submitted to the jurisdiction of the High Court of South Africa, or an appropriate court with competent jurisdiction in the Republic of South Africa.

Nothing in these Terms limits your right to approach the Information Regulator, the Consumer Commission, or any other regulatory body in South Africa for relief.

We may update these Terms from time to time. Material changes will be communicated to users via email or an in-platform notice. Continued use of the Platform after changes are posted constitutes acceptance of the revised Terms.

We recommend reviewing these Terms periodically. The “Last updated” date at the top of this page indicates when these Terms were last revised.

If you have any questions about these Terms, please contact us:

• Platform: LegalCaseManager
• Website: legalcasemanager.co.za
• Email: [email protected]
• Country: Republic of South Africa