Privacy Policy

VakeelOS is run by VarVik Technologies Private Limited (CIN U62099TS2026PTC221797), with its registered office at B7 1609, My Home Avatar, Puppalaguda, Narsingi, Rangareddy, Telangana 500089, India ("VarVik", "we", "us"). This policy explains how we handle personal data when you visit vakeelos.com, fill in one of our forms or use the VakeelOS service.

The laws that apply include the Digital Personal Data Protection Act, 2023 (the "DPDP Act") and the Information Technology Act, 2000, with the rules made under them.

For data about website visitors, people who contact us and account holders, we decide how the data is used. Under the DPDP Act we are its Data Fiduciary.

For data that advocates and chambers put into VakeelOS about their clients, opposing parties, witnesses and matters, the advocate or chamber is the Data Fiduciary and we are their Data Processor. We handle that data only on their instructions, as our Data Processing Agreement sets out. If you are the client of an advocate who uses VakeelOS, contact your advocate about your data, and we will help them respond.

• Website forms: when you join the waitlist, your name and email address and, if you give them, your firm or practice name, city and phone number. Contact and walkthrough requests may also include your role, organisation, practice size and message.
• Account details: your name, email address, mobile number, Bar Council enrolment number and State Bar Council, your chamber or firm, and your role in it.
• Practice data: case details, CNR numbers, hearing dates, documents, notes, invoices and other material you add, or that the Service fetches from court portals for you. We process it as a Data Processor.
• Billing details: your plan, invoices and payment status. Payments are handled by [Payment gateway], and we do not receive or store your full card or UPI details.
• Usage and device data: log data such as IP address, browser type, the pages you visit and the time of each request.
• Messages: what you send us when you ask for support, and your WhatsApp number if you turn on WhatsApp reminders.

Please do not send us confidential case or client information through the website forms.

• to respond to your requests, run the waitlist and arrange walkthroughs;
• to create and verify your account, including checking your Bar Council enrolment;
• to provide the Service, such as syncing causelists and sending the reminders you choose;
• to bill you and keep accounting records;
• to secure the Service, prevent misuse and investigate incidents;
• to improve the Service, using usage data that is aggregated or does not identify you;
• to send product news, which you can opt out of at any time; and
• to comply with the law and respond to lawful requests from authorities.

We do not sell personal data. We do not use practice data or your prompts to train AI models.

We rely on your consent, which you give when you submit a form or create an account, and which you can withdraw at any time. We also rely on the legitimate uses the DPDP Act allows, such as using data you gave us voluntarily for the purpose you gave it, and meeting our legal obligations. Withdrawing consent does not affect processing that took place before it.

We share personal data only with service providers that process it for us under contract, and only as much as each one needs:

We may also disclose personal data to professional advisers who owe us confidentiality, to a buyer or successor if our business is sold or merged, or to authorities where the law requires it.

The VakeelOS service and its data are hosted in Mumbai, India. We do not replicate practice data to regions outside India.

Some providers process data outside India. Airtable and Formspree run distributed services, so we do not promise that website form data stays only in India. Our AI model providers process prompts in [Where AI providers process prompts]. Any transfer outside India is made only as the DPDP Act permits.

• Waitlist and contact submissions: while we handle your request and run early access, and no longer than [Retention for form submissions, e.g. 24 months].
• Account and practice data: while your account is active. After you cancel, we keep it for 30 days and export it for you on request. We then delete it from live systems within [Deletion time from live systems, e.g. 30 days] and from backups within [Deletion time from backups, e.g. 90 days].
• Billing and tax records: for as long as tax and company law require.
• Security logs: for at least 180 days, as the directions of CERT-In (the national cyber security agency) require.

We protect personal data with reasonable security safeguards, as the DPDP Act requires. Our Security page describes the controls we are putting in place.

No system is perfectly secure. If a personal data breach affects data we hold as Data Fiduciary, we will inform you and the Data Protection Board of India as the law requires. For practice data, we inform the advocate or chamber, who is responsible for informing you.

Under the DPDP Act you can:

• ask for a summary of the personal data we hold about you and how we use it;
• ask us to correct, complete or update it;
• ask us to erase it, unless the law requires us to keep it;
• withdraw your consent at any time;
• nominate someone to use these rights for you if you die or cannot act yourself; and
• raise a grievance with us, and then with the Data Protection Board of India if we have not resolved it.

To use any of these rights, write to legal@vakeelos.com. We may need to confirm who you are first. Please do not include confidential case or client information in your email.

This website does not use advertising or tracking cookies. It keeps two small items in your browser: your light or dark theme choice, if you set one, and a note that you have seen the opening animation in this browser session. We count visits with Umami, an analytics tool we host ourselves at analytics.varvikstudios.com ([Where the Umami analytics server is hosted]), which does not use cookies.

The VakeelOS application uses the cookies it needs to keep you signed in and secure: [Cookies the VakeelOS app sets].

VakeelOS is for legal professionals and is not meant for anyone under 18. We do not knowingly collect personal data from children through the website or accounts. Practice data about minors, such as parties to a family matter, is handled on the advocate's instructions under our Data Processing Agreement.

We will post any update on this page with a new effective date. If a change materially affects how we use your data, we will tell account holders by email before it takes effect.

Our Grievance Officer is [Grievance Officer's name and designation]. You can reach them at legal@vakeelos.com, or by post at B7 1609, My Home Avatar, Puppalaguda, Narsingi, Rangareddy, Telangana 500089, India. We aim to resolve grievances within [Grievance resolution time, e.g. 30 days].

For anything else, write to team@vakeelos.com.