Privacy Notice

Effective date: July 1, 2025

This Privacy Notice (“Notice”) describes how Legally.fi (Operated by LexBase Lakiasiat Oy, Business ID FI36182977), Asemapäällikönkatu 5 A, 00520 Helsinki, Finland (“legally.fi”, “we”, “us”) collects, uses, discloses and protects your personal data when you:

• Visit our website at www.legally.fi
• Submit any form or enquiry through the Website
• Become a client of our services (“Services”)

1. Definitions

• Controller determines the purposes and means of processing your Personal Data.
• Personal Data is any information relating to an identified or identifiable person.
• Processing means any operation performed on Personal Data (collection, storage, use, disclosure, erasure).
• Services means the legal coordination, referral, document-preparation, translation or administrative services we provide.

2. What Personal Data We Collect

2.1 Website & Inquiry Data

• Contact details: name, email, phone/WhatsApp
• Case details: dropdown selections (legal area, urgency), free-text description
• Uploads: documents, images, PDFs
• Consent records: acceptance of this Notice and our Terms of Service

2.2 Client Data

• Identity & ID docs: passport or ID copy, date of birth, address
• Company details: business name, business ID, role/title
• Billing info: invoicing address, payment records
• Case files & correspondence: emails, meeting notes, filings

2.3 Future & Optional Data

• Newsletter subscriptions: name, email
• Live-chat or chatbot logs (once enabled)
• Survey & webinar registrations: name, email, responses

2.4 Automatically Collected Data

• Technical data: IP address, browser, device, OS
• Usage data: pages visited, clicks, time on site (via Google Analytics, Hotjar)
• Cookie preferences (via CookieYes)

3. Purposes & Legal Bases

4. Recipients & Transfers

We only share your Personal Data when necessary to deliver our Services or comply with the law:

• Third-party service providers (e.g. legal counsel, accounting firms, translators, hosting, CRM, analytics, payment processors),we disclose only the data they need and require them to keep it secure.
• Regulatory & public authorities (e.g. Finnish Tax Administration, PRH, courts or police) when required by law.

We do not sell your data, and we do not transfer it outside the EU/EEA except to providers with adequate safeguards (for example, our Hotjar EU data center).

5. Cookies & Tracking

We use cookies to:

• Enable site functionality (essential)
• Remember preferences (preferences)
• Analyze traffic (Google Analytics, Hotjar)
• Manage consent (CookieYes)

On first visit, a banner lets you accept or decline non-essential cookies. Essential cookies cannot be disabled.

6. Data Retention

• Inquiries & uploads: up to 2 years after last contact.
• Client files & billing: 10 years after engagement ends (per Finnish law).
• Website logs: up to 2 years.
• Marketing lists: until you unsubscribe.

7. Your Rights

• Access your Personal Data
• Rectify inaccuracies
• Erase data in certain circumstances
• Restrict or object to processing
• Data portability
• Withdraw consent at any time
• Lodge a complaint with the Data Protection Ombudsman (www.tietosuoja.fi)

8. Security

We use SSL, firewalls, access controls and staff training to protect your data. In case of a breach, we notify authorities and affected individuals as required by law.

9. Changes to This Notice

We may update this Notice occasionally. The latest version will be posted here with its “Effective date.” Material changes will be communicated by email or site banner.

10. Contact Information

Data Controller:
Legally.fi (LexBase Lakiasiat Oy, Business ID FI36182977)
Asemapäällikönkatu 5 A
00520 Helsinki, Finland

Email: [email protected]
Phone: +358 44 937 5653

If you have any questions about this Notice or wish to exercise your rights, please contact us.