Privacy Policy

1. Introduction

Siva Law Associates (“Siva Law Associates,” “the Firm,” “we,” “our,” or “us”) respects the privacy, confidentiality, and security of the personal information entrusted to us by our clients, prospective clients, advocates, employees, professional associates, website visitors, and other individuals.

This Privacy Policy explains how we collect, use, process, store, protect, retain, and disclose personal information through our official website, Client Relationship Management (CRM) portal, electronic communications, WhatsApp Business services, and related legal and administrative operations.

Siva Law Associates provides legal consultation, advisory services, documentation, representation, litigation support, and other professional legal services. In delivering these services, we may process personal information and confidential legal records.

We are committed to handling this information responsibly, maintaining professional confidentiality, and complying with applicable Indian laws and legal obligations.

By using our website or CRM services or submitting information to us, you acknowledge this Privacy Policy. Where applicable law requires consent for particular processing activities, we will obtain that consent separately.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal information processed in connection with:

• Our official website, https://sivalawassociates.in.

• Our CRM portal, https://crm.sivalawassociates.in.

• Website enquiry forms, consultation requests, and contact submissions.

• Legal consultation, case management, document handling, and client communication.

• Advocate and authorized staff accounts.

• Client updates, court hearing schedules, legal notices, and related communications.

• WhatsApp Business communications, including automated notifications when enabled.

• Email, telephone, and other authorized electronic communications.

• Administrative, financial, and operational activities associated with legal services.

Third-party websites and applications linked from our platforms may have separate privacy policies.

3. Information We Collect

3.1 Personal and Contact Information

We may collect names, contact numbers, WhatsApp numbers, email addresses, postal addresses, and other contact information provided during website enquiries, client registration, consultations, or professional engagements.

3.2 Legal and Case-Related Information

When necessary to provide legal services, we may process case references, court details, hearing dates, legal notices, petitions, affidavits, agreements, pleadings, case updates, evidence, correspondence, and documents relevant to legal proceedings.

Such information may include personal data concerning clients, opposing parties, witnesses, family members, or other individuals connected with a legal matter.

3.3 Identity and Verification Documents

Where relevant to legal representation or administrative requirements, we may collect identity and address verification documents, authorizations, signed declarations, and supporting records.

3.4 CRM Account Information

For authorized users of our CRM portal, we may process account identifiers, assigned roles, professional details, authentication-related information, case assignments, access permissions, activity records, and account usage information.

The CRM may maintain records of actions performed by authorized users for accountability, operational administration, and security.

3.5 Financial and Payment Information

Where relevant to legal services, we may process professional fee information, invoices, outstanding dues, hearing-related fees, reimbursement requests, payment confirmations, transaction references, receipts, and supporting payment documents.

Information submitted for payment verification may be retained as part of the relevant financial or client record.

3.6 Website and Technical Information

When individuals access our website or online services, technical information may be collected through hosting infrastructure, security systems, and other enabled technologies.

This may include IP addresses, browser information, device characteristics, access timestamps, requested pages, and security-related logs.

Cookies and similar technologies may be used as described in this Privacy Policy.

3.7 Communication Information

We may maintain records of enquiries, consultation requests, emails, correspondence, WhatsApp messages, CRM notifications, message-delivery events, and communication preferences where necessary for legal representation or authorized business operations.

4. How We Use Personal Information

Siva Law Associates processes personal information for legitimate professional and operational purposes, including:

• Responding to enquiries and consultation requests.

• Establishing and managing professional client relationships.

• Providing legal advice, representation, drafting, and documentation services.

• Maintaining legal case records and related correspondence.

• Coordinating with assigned advocates and authorized staff.

• Communicating court dates, hearing information, and relevant case developments.

• Managing client documents, approvals, requests, and updates.

• Maintaining fee records, invoices, dues, and payment confirmations.

• Managing CRM accounts, permissions, authentication, and operational records.

• Sending authorized transactional notifications through email or WhatsApp.

• Monitoring system reliability, investigating errors, and preventing unauthorized access.

• Maintaining records required for legal, regulatory, professional, accounting, and administrative purposes.

Personal information will be processed for purposes connected with our professional services, applicable legal obligations, valid consent, or other grounds permitted by law.

5. Siva Law Associates CRM Portal

Our CRM portal is a restricted-access system used to organize legal and administrative information associated with the Firm's operations.

Depending on assigned permissions, authorized users may access client profiles, legal case information, uploaded documents, hearing schedules, communication records, payment information, and other relevant operational data.

Access is intended to be limited according to user roles and applicable permissions.

The Firm may maintain activity histories, audit records, document status information, notification records, and other system information required to manage its operations responsibly.

Clients accessing the CRM should use their authorized accounts and should not disclose login credentials to unauthorized persons.

Users must notify the Firm if they suspect unauthorized account access, compromised credentials, or disclosure of confidential information.

6. WhatsApp Business and Automated CRM Communications

Siva Law Associates may use WhatsApp Business and, where configured and activated, the Meta WhatsApp Business Platform to communicate with clients, advocates, and authorized personnel.

Depending on the services activated, WhatsApp communications may include:

• Case-related notifications and updates.

• Scheduled court hearing information and reminders.

• Notifications concerning changes to relevant hearing details.

• Acknowledgements of client update requests.

• Notifications about legal documents or correspondence.

• Administrative or professional fee reminders.

• Messages initiated by authorized Firm personnel.

These communications are intended to support legal-service coordination and client communication.

Where required, notifications will be subject to applicable consent, communication preferences, and WhatsApp Business Platform requirements.

WhatsApp notifications are supplementary communication channels and do not replace official court records, formal legal notices, or communications required by law.

WhatsApp Data Processing

When WhatsApp services are used, relevant phone numbers, message content, message templates, technical identifiers, delivery information, timestamps, and communication-related metadata may be processed by Meta and its associated service infrastructure under their applicable policies.

Our CRM may maintain notification and delivery records for operational monitoring, duplicate prevention, error handling, and communication history.

The Firm aims to limit automated notifications to information reasonably necessary for their intended purpose. Highly sensitive legal documents or detailed case information should be shared only through appropriately authorized channels.

Communication Preferences

Clients may contact Siva Law Associates to request changes to their communication preferences or to discontinue non-essential WhatsApp notifications.

Where legally required or operationally necessary, certain case-related communications may continue through alternative authorized channels.

7. Confidentiality of Legal Information

Siva Law Associates recognizes that legal consultations and case records may contain sensitive personal, financial, professional, and confidential information.

We seek to restrict access to such information to authorized advocates, staff, professional associates, and other persons who have a legitimate need to access it for the relevant legal or administrative purpose.

Confidential information may be disclosed when authorized by the client, necessary for lawful professional representation, required by a competent court or authority, or otherwise permitted or required by applicable law.

Nothing in this Privacy Policy is intended to diminish applicable duties of advocate-client confidentiality or legal professional obligations.

8. Sharing and Disclosure of Information

We do not sell personal information as part of our legal-service operations.

Information may be shared, where necessary and lawful, with:

Authorized advocates and professional associates: To provide legal advice, representation, case preparation, and associated professional services.

Courts, tribunals, and government authorities: Where disclosure is necessary for legal proceedings or required under applicable law.

Authorized employees and administrative personnel: For case management, document processing, communication, billing, and other legitimate Firm operations.

Technology and infrastructure providers: Including website hosting providers, cloud database and authentication providers, security and networking providers, and communications providers that support our website, CRM, and associated services.

Meta and WhatsApp: When WhatsApp Business communication features are used, in accordance with the services and applicable policies.

Other authorized service providers: Where their involvement is reasonably necessary for professional or operational purposes and appropriate safeguards apply.

We seek to limit disclosure to information reasonably required for the relevant purpose.

9. Data Storage and Security

Siva Law Associates uses website hosting, cloud infrastructure, database services, authentication systems, and other technologies to support its digital operations.

These may include Hostinger, Supabase, Cloudflare, Meta, and other service providers used for the relevant functions.

We seek to implement appropriate technical and organizational measures designed to protect personal information against unauthorized access, alteration, accidental loss, misuse, and unlawful disclosure.

Such measures may include role-based permissions, authentication controls, restricted administrative access, system monitoring, and other safeguards appropriate to the information involved.

No website, communication channel, cloud service, or information system can guarantee absolute security.

Users are encouraged to maintain the confidentiality of their account credentials and report suspected security incidents promptly.

10. Cookies and Website Technologies

Our website and CRM may use cookies or similar technologies that support website functionality, authentication, session management, security, and service performance.

Where additional analytics, advertising, or measurement technologies are enabled, information about their use and any legally required consent choices will be provided as appropriate.

Users may control certain cookies through their browser settings. Disabling essential cookies may affect the operation of some website or CRM features.

11. Data Retention

Personal information may be retained for as long as reasonably necessary to provide legal services, maintain case files, administer the CRM, fulfil contractual or professional obligations, comply with applicable laws, resolve disputes, and protect legitimate legal interests.

Legal documents, court-related materials, financial records, transaction evidence, and communication histories may be subject to different retention requirements.

Where information is no longer reasonably required and no legal or professional retention obligation applies, we will take appropriate steps to delete, anonymize, or otherwise securely dispose of it.

Deletion requests may be subject to lawful retention requirements, ongoing legal proceedings, professional duties, or other applicable restrictions.

12. Your Privacy Rights

Subject to applicable law, individuals may have rights to request access to information about the personal data processed about them, seek correction or updating of inaccurate information, request erasure where legally permissible, withdraw consent where processing depends on consent, or raise a grievance regarding the handling of personal information.

Requests may be submitted using the privacy contact information provided below.

We may request reasonable verification of identity or authority before acting on a request, particularly where confidential legal records or third-party information are involved.

Certain requests may be restricted by legal obligations, court proceedings, professional confidentiality, or other applicable legal requirements.

13. Children's Personal Information

Some legal matters, including family disputes, custody proceedings, and guardianship matters, may require the processing of information concerning children.

Such information will be handled for relevant lawful and professional purposes and subject to applicable requirements concerning children, parents, guardians, and legal representation.

Our website and CRM are not intended to independently solicit personal information from children for unrelated commercial purposes.

14. Third-Party Websites and Services

Our website may contain links to external platforms, including social media services and other third-party websites.

Those services operate under their own privacy notices and terms.

Siva Law Associates is not responsible for the privacy practices of independent third-party websites that are outside our control.

We encourage users to review the privacy policies of such services before sharing personal information.

15. International Processing and Service Providers

Some technology providers supporting our website, communications, or CRM may process or store information using infrastructure located outside India.

Where such processing occurs, we will seek to ensure that it is consistent with applicable legal requirements, contractual arrangements, professional obligations, and appropriate security safeguards.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, CRM functionality, communication technologies, legal requirements, or data-handling practices.

Revised versions will be published on our official website with an updated effective date.

Where material changes require additional notice or consent under applicable law, we will take appropriate steps.

17. Contact Information and Privacy Requests

For questions about this Privacy Policy, personal information, communication preferences, or privacy-related requests, please contact:

Siva Law Associates

Head Office:
No. 5, Jasmine Street, VGN Blooming Garden,
Mugalivakkam, Chennai, Tamil Nadu – 600125, India.

Email: [email protected]

Phone: 9965446000

Website: https://sivalawassociates.in

CRM Portal: https://crm.sivalawassociates.in

Please include sufficient information for us to understand your request. Do not send confidential passwords or unnecessary sensitive documents in an initial privacy enquiry.

Siva Law Associates — Privacy, Confidentiality, and Responsible Legal Communication.