Terms of Business
Last Update: 19 April 2021
The type of Services provided varies according to the Subscription Plan you Subscribe to from time to time which enables the use of Lawyer 365 Portal, Apps and Services, in order to promote your business and facilitate connections between professionals and users.
1.2. Prior to the commencement of your Subscription and on any change to your Subscription Plan, you will be notified of your Subscription Plan: Access, Premium or Enterprise (or any future Subscription Plan introduced by us). You will receive an email on or before the date your Subscription commences, and on any change to your Subscription Plan, and you can view this information in your account on the Website at any time during your Subscription.
1.5. In order to commence and maintain your Subscription you must:
a. have internet access;
b. complete the onboarding form and account/listing pages on the portal/apps containing your details and the information that you wish us to include in the advertisement of you and your services on the portal/apps. This form together with any subsequent amendments or updates accepted or implemented by us shall form your Lawyer 365 profile and listing(s) which you can access via your account;
c. provide us with a current, valid, accepted method of payment, which you may update from time to time ("Payment Method"). You can change your Payment Method by visiting the portal and logging in to your account;
d. pay any applicable charges for our Services (“Charges”);
e. ensure that all content of your portal profile and listings complies with all applicable laws and regulations including our current guidelines and policies published on the portal, SRA regulations, FCA regulations, ASA (Advertising Standards Authority) regulations and other relevant legislation, rules and regulations that apply to you (“Applicable Regulations”);
f. ensure that any professional service you provide to Users or any Enquiries we send to you are in accordance with Applicable Regulations;
g. regularly monitor and assess the detail and content of your portal profile, and keep the content up to date in your account;
h. ensure that you provide a valid and serviceable email address at all times for account management purposes and that you keep this up to date;
k. regularly monitor and assess any Internal Authorised Users and/or External Authorised Users to whom you grant Administrator Access to in order to manage your account on your behalf. Any changes made by or requested by Internal Authorised Users and/or External Authorised with Administration Access will be deemed as changes requested by and approved by you;
l. notify us as soon as you become aware of any actual or potential change or alteration to your professional status or accreditation and/or Applicable Regulations that may or will have the potential to render any element of your portal profile and listing(s) inaccurate, incomplete, misleading or otherwise not in accordance with the objectives of our portal to provide Users with truthful, accurate and complete information and details;
m. immediately inform us of any changes to your company information including the regulatory status of your firm and/or any related individuals and the areas of advice provided by your firm or any of the named individuals provided by you, particularly in relation to each and any of the areas of advice provided by you and recorded on our portal/apps;
n. not use all or any of the Services or the portal in an unlawful manner;
o. not post, access, store, distribute, transmit, upload or allow to be uploaded to your profile/listimg, the portal, apps or to/via the Services any materials that:
i. are corrupt, contain viruses (including any device, software, code, file or programme which may prevent, impair or otherwise adversely affect the operation of any computer software, hardware or network or the operation of the Service, the portal, apps or any other electronic device;
ii. may impersonate another person or entity;
iii. may cause the Services or any part of the Services to be interrupted, damaged, rendered less efficient or restrict any other professional or User from enjoying the Services; and/or
iv. are unlawful, harmful, threatening, defamatory, obscene, infringing, harassing or racially or ethnically offensive or which is otherwise illegal or which may cause harm to any person or property.
p. respond to all Enquiries promptly and professionally, and in any case within the specified timeframe as notified to you by us from time to time. Should you decide not to contact the User after accepting the Enquiry you must notify us as quickly as possible to enable us to find an alternative legal professional match for that Enquiry; and
q. ensure in respect of any data that you externally source and input into the Lawyer 365 Service (“Uploaded Client Data”) that you have obtained the individual’s consent to the collection and use of such personal data for you to contact them and manage their relationship with you, and their consent to receive marketing emails.
a. We will take all reasonable steps to ensure that the Services are generally available without interruption, but you acknowledge and agree that internet systems and services are not interruption, error or fault free, and we make no representation or warranty in relation to the same. You further acknowledge and agree that occasional periods of downtime for repair, maintenance and upgrade may be required and therefore uninterrupted provision of the Lawyer 365 Service cannot be guaranteed. We are not responsible to you for any delays, delivery failures, or any other loss or damage resulting from the unavailability of our Services;
c. If your selected Subscription Plan is Access, Premium or Enterprise, no contact details are permitted to be displayed on the Lawyer 365 profile or listing(s), prohibited details include telephone numbers, email addresses and website URLs;
d. Monthly subscriptions are subject to a minimum 3 month term.
2.2. Bolt-on Services
a. We also offer and provide additional products which boost the visibility of your profile (“Bolt-on Services”). Bolt-on Services are only available as part of certain Subscription Plans and are subject to a usage cap. Details of the additional Charges for any Bolt-on Services will be set out and available to view in your account on our Website.
b. The addition of service and location listings to your profile are subject to additional Charges over and above any inclusive allowance for your specific Subscription Plan features, these are detailed in your account.
c. By adding additional service and location listings to your profile over and above any inclusive allowance for your specific Subscription Plan features that you are able to provide a full advisory service remotely in these locations and that you accept the additional Charges which will apply automatically in respect of the additional service and location listings.
2.3. Enquiry Services
a. If your Subscription Plan is “Premium” or “Enterprise”, Lawyer 365 portal will provide to you suitable Enquiries received from Users. This does not apply to “Access” Subscription Plan.
b. Additional specific terms in relation to Enquires applicable to your Subscription Plan or alternative schemes or promotions provided by us shall be notified to you from time to time as relevant.
c. Users have two options for finding a professional near them. They can choose to search locally and send a direct Enquiry through the “Consult Now” to their chosen professional, or use our automated appointment booking service and consult with the most suitable professionals that matches their criteria.
d. If a User chooses to search locally for a professional using our integrated Google Maps location-based search, they will be shown a list of local professionals to choose from.
e. If the User chooses you, they will contact you using an enquiry form that will be sent directly to you (“Consult Now”). Lawyer 365 will notify you by notifications in the app.
f. Should you fail to respond or reject a Direct Enquiry (Consult Now) within the agreed “Consult Now” 30-mins response timeframe, then the Direct Enquiry will be forwarded to other professionals in the local area who are currently available online and most suited to the User’s needs (“Forward Enquiries”).
g. Users choosing to Book Appointment with the selected legal professional are required to fill in an enquiry form specifying their needs and chose an appointment time using the platform’s appointment booking feature. Our booking tool then sends the Enquiry (appointment booking) direct to the inbox of that professional (“Booked Appointment”).
h. We encourage Users to provide details of the advice area(s) they are seeking, if appropriate, and endeavour to collect the highest quality information. However, we can only pass on the information volunteered by each User, and we offer no guarantee of an Enquiry’s completeness or accuracy.
2.4. We do not warrant and/or offer any guarantee that any business will be created or developed by you from any Enquiry provided by us.
2.5. You must ensure that any activity you conduct as a result of an Enquiry provided by us complies with all Applicable Regulations.
2.6. From time to time we may modify the portal, apps and any of the Services without prior notice, but in doing so we will endeavour not to diminish the value and utility of the Services to any material degree. If in our reasonable opinion we consider that such modification is likely to materially affect the nature or scope of the Services or have a serious detrimental effect on your financial position, we will notify you of such modification and you shall have the option to either:
a. agree to the modification and continue to receive the Services; or
b. cancel your Subscription in which case you will be entitled to a refund of Charges you have already paid to us from the date of termination until your next Subscription Renewal Date.
3. Service Standards
3.1. From the date you Subscribe, we shall:
b. provide the Services you have Subscribed to as part of your Subscription Plan with reasonable care and skill; and
c. reasonably co-operate with you in relation to your use of the Services.
3.2. From the date you Subscribe, you shall:
a. provide your professional services to any of our Users or Enquiries we provide to you to a high standard, in a timely and professional manner and in accordance with good industry practice;
b. not share your username, password or account logon details with anyone who you are not authorised to do so in accordance with Section 1.6;
c. not do or omit to do anything which could damage our goodwill or bring our reputation into disrepute;
e. ensure that you comply with all of our current policies made available on the portal/apps from time to time, including but not limited to any acceptable use terms, service levels, any other standards or policies which we may publish.
4. Billing and Payment
4.1. Subscription Fees
a. the fees payable for your Subscription Plan (“Subscription Fees”), any Bolt-on Services, and any other Charges you may incur in connection with your use of our Services, such as taxes, will be set out in an initial email from us and such details are also available to view in your account on our portal at any time.
b. Subscription Fees will be charged on your Subscription Renewal Date to your Payment Method. In some cases, your payment date may change, for example if your Payment Method has not successfully settled or if your Subscription began on a day not contained in a given month e.g. your usual payment date is 31st of the month, your payment date will change to account for a shorter month where there are not 31 days in that month. Log on to your account to see your next Subscription Renewal Date.
c. Your Subscription will continue to renew until we receive any cancellation notification from you, in accordance with the cancellation terms in section 4.
d. We may change our Subscription Fees but we may only do so provided that we have notified you of the changes prior to any Subscription Renewal Date.
e. You may upgrade your Subscription Plan at any time. You will be able to access the benefits and features immediately and will be charged an additional prorated Subscription Charges to cover the period from the date which the new applicable fee for the upgraded Subscription Plan was adopted to your next Subscription Renewal Date.
f. You may downgrade your Subscription Plan at any time, and the downgrade will apply from your next Subscription Renewal Date when your new applicable Subscription Fee will be charged, and your benefits and features changed in accordance with the Subscription Plan chosen.
a. Refunds (other than refunds resulting from the cancellations caused by changes we have made) will be credited to your account within 30 days.
b. Subscription refund requests must be submitted to us within 10 days of purchase of the Subscription Plan.
c. Refund requests that do not meet our refund criteria will not be accepted.
5. Suspension, Cancellation and Termination
a. you are found not to hold any required authorisations, permissions, licences or consents under Applicable Regulations required to provide all or any part of the advice or professional services contained or referenced in your portal/apps profile and listing(s);
b. you have not logged into your account to check and update your details and information in what we, in our sole discretion, consider to be a reasonable period of time;
c. a payment for our Charges (or any fees due to us) is not successfully settled, due to expiration of your Payment Method, insufficient funds, or otherwise, and you do not change your Payment Method or cancel your account, we may suspend your access to the Services until we have obtained a valid Payment Method and payment for any unpaid invoices;
d. at any time we, in our sole discretion, reasonably conclude your profile or listing(s) are or may become unlawful, misleading, offensive, prejudicial or inflammatory, or are likely to expose us to claims or liability, damage our reputation or cause us embarrassment, infringes our rights or the rights of third parties or does not comply with our then current advertising guidelines and policies; or
e. we have reasonable grounds to believe that the right to use any of the intellectual property rights arising in the materials contained or uploaded within your profile has been withheld or withdrawn or the owner of such rights failed to give permission for your use of the same.
a. if any of the grounds for suspension set out in section 5.1 have arisen and we consider it appropriate to do so;
b. on at least 7 days’ notice, such notice to expire on your Subscription Renewal Date;
e. if you cease, or threaten to cease, to carry on business, compound or make any arrangement with your creditors or become insolvent or unable to pay your debts or if any order is made or resolution passed for your liquidation, winding-up or dissolution or if a receiver or manager or administrative receiver or administrator or supervisor is appointed over any of your assets or if anything analogous to or having a substantially similar effect to any such events shall occur; or
f. you (or any member or partner in your firm) die, are convicted of a criminal offence, have a bankruptcy petition presented against you, are adjudged bankrupt or have a receiving order or an administration order made against you or make any composition or arrangement with your creditors.
5.3. Subject to section 2.1.e, you can cancel your Subscription at any time, and you will continue to have access to the Services until your next Subscription Renewal Date when your access to the Services will automatically cease.
5.4. To the extent permitted by the applicable law, payments are non-refundable and we do not provide refunds or credits for any unused Subscription period.
5.5. To cancel your Subscription Plan call or email our Customer Success Team. You will need to provide written confirmation of your wish to cancel your Subscription.
5.6. If you pay for your Subscription via an annual payment you may cancel in the first 30 days of your Subscription (“Cooling off Period”). If you cancel during the Cooling off Period we will refund the remaining 11 months of your paid Subscription Fee.
5.8. You acknowledge that, immediately upon termination or cancellation:
a. the licence granted to you under section 1.2 to use our Services shall automatically cease; and
b. the licence granted to you to use the Lawyer 365 Logo (“the Logo”) under section 6 shall automatically cease and you undertake that you will:
i) cease to use any printed or electronic business materials bearing the Lawyer 365 Logo;
ii) remove the Logo from your website and emails; and
iii) remove and destroy all such advertising materials bearing the Logo as have been, or are being used and which are still in your possession.
5.9. You acknowledge that you are responsible for migrating any data including Uploaded Client Data from your account upon termination or cancellation of your Subscription, and that upon the expiry of 30 calendar days from the date of cancellation or termination of your Subscription, any data including Uploaded Client Data will be permanently deleted by us.
6. Intellectual Property Rights and Licensing
6.2. The rights granted to the legal professional by this section 6 are personal to that lawyer and may not be transferred, assigned or otherwise dealt with by in any manner whatsoever.
6.3. The lawyer will abide by regulations and practices in force or use in the relevant jurisdiction in order to safeguard the rights of Lawyer 365 in the Logo and will not do or omit to do anything to diminish the rights of Lawyer 365 in the Logo or impair any registration of the Logo.
6.4. You will be responsible for any use which you make of (or licence which you may give to) any intellectual property rights pursuant to any arrangement entered into with any third party and indemnify us against any and all claims, losses, costs, damages or expenses arising as a result.
7. Limitation of Liability and Indemnity
7.1. You acknowledge and agree that we make no warranty and give no representation of any kind in relation to any third-party data (including Uploaded Client Data and any data contained in an Enquiry) available of our portal and we accept no responsibility or liability for inaccuracy in or arising out such third party data.
7.2. We do not warrant that any business will develop for you as a result of your use of the Services.
7.3. We will not be liable to you for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
a. use of, or inability to use, our portal/apps; or
b. use of or reliance on any content displayed on our portal/apps.
7.5. To the fullest extent permitted by law, we do not accept any liability for:
a. loss of revenue;
b. loss of actual or anticipated profits;
c. loss of business;
d. loss of reputation;
e. injury (not caused by our negligence);
g. loss of contracts; or
h. any indirect or consequential loss or damage.
7.8. You shall indemnify us against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other reasonable professional costs and expenses) suffered or incurred by us arising out of or in connection with:
a. your use of the Lawyer 365 Service;
c. the Uploaded Client Data (save where such claim, action, proceeding, loss, damage, expense or cost arises as a result of our failure to comply with our own obligations in respect of the Uploaded Client Data).
7.10. You accept that we have no responsibility for any information posted on our portal/apps by any third party or for any action taken by them as a result of arrangements entered into by you.
7.11. You accept that you alone are responsible for performing any due diligence or inquiry into any services offered through any third party.
7.12. You are responsible for your own professional and regulatory compliance with Applicable Regulations in relation to any services you provide a User.
8. Data Protection
8.3. Both parties must ensure their own compliance with Data Protection Legislation. This section 8 is in addition to, and does not relieve, remove or replace, a party’s obligations or rights under the Data Protection Legislation.
8.4. In providing the Lawyer 365 Service, we shall share Enquiry data with you and in this instance, you shall be a Controller in your own right of such Enquiry data, for the purposes of the Data Protection Legislation.
i) acknowledge and agree that the personal data may not be transferred or stored outside the EEA unless any such transfer is in strict accordance with the Data Protection Legislation;
iii) shall ensure that the relevant third parties have been informed of, and have given their consent to, such use, processing, and transfer as required by all applicable data protection legislation;
iv) shall ensure that you have in place appropriate technical and organisational measures, to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data, appropriate to the harm that might result from the unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the personal data to be protected, having regard to the state of technological development and the cost of implementing any measures (those measures may include, where appropriate, pseudonymising and encrypting personal data, ensuring confidentiality, integrity, availability and resilience of its systems and services, ensuring that availability of and access to personal data can be restored in a timely manner after an incident, and regularly assessing and evaluating the effectiveness of the technical and organisational measures adopted by you);
8.6. The Lawyer 365 Service provides you with the ability to monitor your client leads and input Uploaded Client Data and in doing so allows you to access, manage and utilise personal data. In providing our Services in these instances, Lawyer 365 is required to process personal data on your behalf and Lawyer 365 will be the Processor for the purposes of the Data Protection Legislation, and you the Controller.
8.7. Without prejudice to the generality of section 8.5, the processor shall, in relation to any personal data processed in connection with the performance of its obligations under this agreement:
i) process that personal data only on the controller’s documented written instructions unless we are required by the laws of any member of the European Union or by the laws of the European Union applicable to Lawyer 365 and/or Domestic UK Law (where Domestic UK Law means the UK Data Protection Legislation and any other law that applies in the UK) to process personal data (Applicable Laws). Where the processor is relying on Applicable Laws as the basis for processing personal data, the processor shall promptly notify the controller of this before performing the processing required by the Applicable Laws unless those Applicable Laws prohibit the processor from so notifying the controller;
ii) not transfer any personal data outside of the European Economic Area and the United Kingdom unless the following conditions are fulfilled:
(a) either party has provided appropriate safeguards in relation to the transfer;
(b) the data subject has enforceable rights and effective legal remedies;
(c) the processor has complied with its obligations under the Data Protection Legislation by providing an adequate level of protection to any personal data that is transferred; and
(d) the processor has complied with reasonable instructions notified to it in advance by the controller with respect to the processing of the personal data;
iii) assist the controller, at its sole cost, in responding to any request from a data subject and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators;
iv) notify the controller without undue delay on becoming aware of a personal data breach;
v) at the controller’s written direction delete or return personal data and copies thereof to the processor on termination of the agreement unless required by Applicable Law to store the personal data (and for these purposes the term "delete" shall mean to put such data beyond use); and
vi) maintain complete and accurate records and information to demonstrate its compliance with this section 8 and immediately inform the controller if in the processor’s opinion an instruction infringes the Data Protection Legislation.
9. Additional Provisions in relation to Uploaded Client Data
9.1. We shall follow our own internal archiving procedures for any Uploaded Client Data which we may have in place, amend and update in our sole discretion from time to time. In the event of any loss or damage to the Uploaded Client Data, your sole and exclusive remedy against us shall be for us to use reasonable commercial endeavours to restore the lost or damaged Uploaded Client Data from the latest back-up of such Uploaded Client Data any loss, destruction, alteration or disclosure of the Uploaded Client Data caused by any third party (except those third parties sub-contracted by us to perform services related to the maintenance and back-up of the third party data for which it shall remain fully liable).
10.3. You may disclose our Confidential Information to the extent such Confidential Information is required to be disclosed by law, by any governmental or other regulatory authority or by a court or other authority of competent jurisdiction, provided that, to the extent it is legally permitted to do so, you give us as much notice of such disclosure as possible and, where notice of disclosure is not prohibited and is given in accordance with this section 9.3, you take into account and implement all of our reasonable requests in relation to the content of such disclosure.
10.5. The obligations contained within this section 10 shall survive any termination of your Subscription.
11.1. Customer Support. To find more information about our Service and its features or if you need assistance with your account or Subscription, please contact our Customer Success Team on email@example.com call +44 (0)121 212 6580 (UK).
11.3. We will send you information relating to your account (e.g. payment authorisations, invoices, changes in password or Payment Method, confirmation messages, notices) in electronic form only, for example via emails to your email address provided during registration.
11.7. An obligation on you to do something, shall also be interpreted as an obligation to procure that something is to be done.
11.8. References to include, includes and in particular or anything similar are illustrative only and none of them shall limit the sense of the words preceding or following them and each of them shall be deemed to incorporate the expression without limitation.
APPENDIX 1 – Details of processing undertaken by us
Subject matter and duration of the processing
The Lawyer 365 Service is a cloud hosted solution, and we may have access to your personal data and the personal data of your customers by virtue of supplying and maintaining the Lawyer 365 Service and the input of Uploaded Client Data.
Uploaded Client Data will be retained by us for up to 30 calendar days from the cancellation or termination of your Subscription where it will then be permanently deleted.
Nature and purpose of the processing
Processing of personal data is for the purpose of performing the contract and/or to provide the Lawyer 365 Service.
Type of Personal Data
The Lawyer 365 Service is intended to monitor the lifespan of client (or prospective client) enquiries.
The data may therefore include names, addresses, dates of birth, places of birth, contact details and other personal identifiers as may be necessary or desirable for your effective use of the Unbiased Service.
Categories of data subjects
Individuals whose details have been provided to you as part of an Enquiry or are uploaded to the Lawyer 365 Service by you for the necessary or desirable use of the same by you.
APPENDIX 2 – Details of our Subscription Plans to fit your business
Three different plans. Three great ways to grow your business.
The perfect plan for businesses starting out or looking to promote themselves locally
The perfect plan for businesses looking to grow their client base
The perfect plan for businesses looking to scale across additional locations, ready for market expansion
Included in all our plans as standard
Build your brand presence
Eye-catching profile promoted in the lawyer directory
Profile optimised to appear in local searches across all major search engines and the app
Manage your business profile on portal & apps with information and photos, and be seen in local Google searches.
Build your virtual practice with Lawyer 365
Ability to receive new client enquiries direct from your profile on portal and apps
Build a virtual practice and provide video consultations
Secure chat communication, including plain text, images, audio or video. All information is fully encrypted.
Live video calls with potential clients. You decide whether and when a video call is needed.
Working Diary and On/Off Duty mode. Easily manage your diary, setting days when you are available to take booking and calls, and when you are off.
Integrated online appointment booking service (portal and app), making scheduling and booking appointments more accessible, easier and faster.
Manage your leads and stay in control
Measure and improve your performance with key data statistics
In-account (app/portal) client messaging, video and chat history
Access leads, appointments and enquiries on the go through our app on your mobile device
Additional value to help grow and scale your business with increased exposure
Increased exposure with two additional free listings
Featured profiles on portal and apps providing additional visibility and exposure.
Access to advanced analytics and insights to track and improve business performance
Dedicated account manager committed to helping you meet your business goals
Personal coordinator as the liaison between you and the client prior to the consultation
Nationwide presence with a profile promoted through up to 300 advertising campaigns
Personal AI Legal Assistant (AILA). An AI-guided assistant gathering information from leads when you’re not available.
Export your clients leads and enquiries direct to your Case Management System.
APPENDIX 3 – Introductory offer: Enterprise Plan free until 30 June 2021.
Terms and Conditions:
1. Offer only available to new legal professionals joining the Enterprise Plan.
2. New subscribers get free access to Enterprise Plan until 30 June 2021.
3. From 1 July 2021, subscribers will have three subscription options:
a. Access Plan: £ FREE
b. Premium Plan: £49 pcm
c. Enterprise Plan: £99 pcm
4. Offer limited to 10 lawyers per company.
5. Offer is available online or over the phone.
6. Offer cannot be combined with any other promotional offers.
7. Offer expires at 11.59pm on 30th June 2021.
8. Lawyer 365 reserves the right to terminate the promotion at any time.
9. General terms and conditions apply.