Legal

Privacy Policy

Last updated: 17 June 2026

1. Who we are

CloudPrime (Pty) Ltd("CloudPrime", "we", "us") is the provider of LexPrime OS — an AI-powered legal practice management platform built for South African law firms. We are registered in South Africa and our office is in Johannesburg, South Africa.

2. What data we collect

We collect the following categories of personal information:

  • Demo access requests: Name, work email, firm name, role, IP address, and user agent — collected when you submit the demo access form.
  • Chat widget enquiries: Name, email, phone number, and the contents of your conversation with our AI assistant.
  • Lead capture: Name, email, and phone number provided via our lead capture forms.
  • Customer data: When you become a customer, we process the data you upload to LexPrime OS on your behalf (clients, cases, documents, communications). This data is processed under a separate Data Processing Agreement.
  • Technical data: Server logs, IP addresses, browser type, and usage analytics (anonymised where possible).

3. Legal basis for processing

We process your personal information under the lawful conditions set out in Section 11 of the Protection of Personal Information Act 4 of 2013 (POPIA):

  • Consent: When you submit a form or use the chat widget, you consent to us processing the data you provide.
  • Contract: When you become a customer, processing is necessary for performance of our service agreement.
  • Legitimate interest: Server logs and security monitoring are processed for our legitimate interest in protecting our systems.
  • Legal obligation: Certain records are retained to comply with South African law.

4. How we use your data

  • To respond to demo access requests and sales enquiries.
  • To provide and maintain the LexPrime OS service for paying customers.
  • To send one follow-up email after a demo request (you can opt out).
  • To monitor and improve the security and performance of our platform.
  • To comply with legal obligations.

We do not sell your personal information to third parties.

5. Data retention

  • Demo access requests: retained for 12 months, then deleted.
  • Chat widget enquiries: retained for 6 months, then deleted.
  • Lead capture data: retained for 18 months, then deleted unless you become a customer.
  • Customer data: retained for the duration of your subscription, plus 30 days after cancellation for export purposes, then permanently deleted.
  • Server logs: retained for 90 days.

6. Data residency

All personal information we collect is stored on servers located in South Africa. We do not transfer personal information outside of South Africa without your explicit consent. AI inference runs locally via Ollama — your data is never sent to external AI APIs.

7. Your rights under POPIA

Under Section 23 of POPIA, you have the right to:

  • Request access to the personal information we hold about you.
  • Request correction of inaccurate personal information.
  • Request deletion of your personal information (subject to legal retention obligations).
  • Object to processing of your personal information.
  • Withdraw consent at any time.
  • Lodge a complaint with the Information Regulator.

To exercise any of these rights, email info@cloudprime.co.zawith the subject line "POPIA Request".

8. Information Officer

Our Information Officer is appointed under Section 17 of POPIA. To contact the Information Officer, email info@cloudprime.co.zawith the subject line "For the Attention of the Information Officer".

9. Security measures

We implement reasonable technical and organisational measures to protect your personal information, including: encrypted password storage (bcrypt with 12 rounds), two-factor authentication for staff access, role-based access control, audit logging, regular security updates, and SA-based hosting. See our Security & Compliance page for full details.

10. Cookies

We use minimal cookies — see our Cookie Policy for details. You can opt out of non-essential cookies at any time.

11. Changes to this policy

We may update this policy from time to time. We will notify customers by email of any material changes. The "last updated" date at the top of this page reflects the most recent revision.

12. Contact

For any privacy-related questions, contact us at:

To lodge a complaint with the Information Regulator of South Africa:
Email: complaints@inforegulator.org.za
Website: https://inforegulator.org.za