Privacy Policy

Last updated: 30 October 2026 · Applies to: The Advocate Diary website, mobile applications and related services

1. Who is responsible for the service?

The Advocate Diary ("App", "Platform" or "Service") is developed and operated by iTech Solutions ("we", "us" or "our").

For privacy questions and requests, contact us using the details in Section 17. The person or organisation that determines why and how personal data is processed is referred to in the DPDP Act as the "Data Fiduciary"; an individual to whom personal data relates is a "Data Principal".

2. Scope of this policy

This policy applies when you visit our website, install or use the mobile app, create an account, communicate with support, or otherwise use the Service. It covers personal data relating to advocates, firm members, clients, parties, witnesses, contacts and other individuals whose information users choose to enter into the Platform.

It does not govern third-party websites, court portals, app stores, payment services or other services that have their own privacy notices.

3. Personal data we may collect

3.1 Account and profile information

• Name, mobile number, email address and profile details.
• Professional details that you choose to provide, such as designation, bar registration information, firm or chamber details.
• Authentication and account-security information, including OTP verification records and session or device tokens.
• Firm, group, team membership, role and case-assignment information.

3.2 Case and practice information you submit

Depending on the features you use, you or your authorised team may add client and party names and contact details, case numbers, court and hearing details, dates, case status, notes, remarks, tasks, follow-ups, fee entries, payment records, documents, images and other information connected with your legal practice. Uploaded material may contain personal data about clients, opposing parties, witnesses, minors or other third parties.

3.3 Device, diagnostic and usage information

We may receive device model, operating system and app version, language, approximate network information, app events, crash diagnostics, log records, push-notification tokens and security events. The exact information depends on the device, operating system, app configuration and services enabled.

3.4 Support, enquiries and transactions

If you contact us by phone, email or WhatsApp, we may process your contact details and the contents and history of the communication. If paid features or purchases are offered, we may receive transaction references, payment status and limited billing information from the relevant payment provider. We do not intend to collect or store full card or UPI credentials unless a payment flow expressly states otherwise.

3.5 Website information

When you browse the website, the hosting server may record technical logs such as IP address, request time, browser type and pages requested for security and troubleshooting. If analytics, cookies, forms, newsletter subscriptions or comments are enabled, the information described in the relevant notice or form may also be collected. Do not assume a form or analytics feature is active unless it is actually implemented.

4. Why we use personal data

Subject to applicable law and the notices shown when data is collected, we may use personal data to:

• create, verify, authenticate and administer user accounts;
• provide case diaries, hearing calendars, reminders, notifications, document storage, notes, tasks, fee records, team collaboration and synchronisation;
• display information to the account holder and authorised firm or team members according to configured roles, permissions and assignments;
• provide customer support, respond to enquiries and communicate service or security notices;
• maintain, troubleshoot, test and improve the reliability, accessibility and security of the Service;
• detect, investigate and prevent fraud, misuse, unauthorised access and technical incidents;
• process payments, maintain business records and handle refunds or billing queries where relevant;
• meet legal obligations and respond to valid legal process or competent authority requests; and
• publish and maintain website content, including legal-information articles, where you voluntarily contact us or subscribe to an update service if such a feature is enabled.

We do not use the contents of private case files or fee records to create advertising profiles or to sell targeted advertising.

5. Legal basis, notice and consent

We process personal data only where a lawful basis is available under applicable law. Depending on the circumstances and the provisions in force, this may include consent, a permitted legitimate use recognised by law, performance of a requested service, compliance with a legal obligation or another lawful basis.

Where consent is required, we will seek it through an appropriate notice or affirmative action, explain the purpose and relevant means of withdrawal, and avoid treating silence or pre-ticked choices as consent. You may withdraw consent using the method provided in the app or by contacting us. Withdrawal does not invalidate processing already lawfully carried out, but it may affect features that depend on the withdrawn permission or data.

Some information is necessary to create an account or provide a requested feature. If you do not provide it, that feature may not be available. Device permissions such as notifications, camera, photos or file access can generally be managed through your device settings.

6. Your responsibilities when entering client and case data

You control what client, party, witness and case information you enter into your account. You are responsible for ensuring that you are authorised to collect and use that information, that you provide any notices and obtain any consent required from the individuals concerned, and that your use complies with professional confidentiality obligations, court rules, applicable law and any duties owed to clients or other persons.

Do not upload information that you are not authorised to store, or use the Platform as a substitute for statutory court filing, official case records, legal advice or a secure evidence-preservation system unless the Service expressly supports that purpose. You should independently maintain legally required records and backups.

7. How case data is accessed and shared within the Platform

Case and firm information may be made available to the account holder and to team members whom the account holder or firm administrator authorises, according to the Platform's role, group, firm and case-assignment settings. Before inviting a team member or assigning a case, review the access level being granted. Fee or other private records may have separate visibility controls where those controls are provided in the app.

You are responsible for managing invitations, access rights and account credentials, and for promptly removing access when a team member no longer needs it. We may process access and activity logs to operate the permissions system and investigate security issues.

8. When we disclose data to others

We do not sell personal data or private case information. We may disclose or make data available only as reasonably necessary in the following circumstances:

• Service providers: hosting and storage providers, database and backup providers, authentication and OTP/SMS providers, push-notification services, analytics and crash-reporting providers, customer-support tools and payment processors, to the extent actually used.
• App distribution: Google Play and Apple App Store handle app distribution and may independently process information under their own terms and privacy policies.
• Legal requirements: where disclosure is required by applicable law, court order, subpoena or a valid request from a competent authority, subject to applicable safeguards.
• Safety and rights: where reasonably necessary to protect users, the public, our systems or legal rights, consistent with law.
• Business changes: in a merger, restructuring, financing or transfer of business, subject to appropriate confidentiality and lawful safeguards.
• At your direction: where you choose to share information, invite a team member or connect a third-party service.

Service providers are permitted to process information for the services they provide to us and subject to contractual and legal requirements. The actual providers and their locations must be confirmed in our operational vendor register.

9. International processing and storage locations

Data may be stored or processed in India and, where a service provider or infrastructure requires it, in another jurisdiction, subject to applicable law and any restrictions or safeguards that apply. We will not claim that all data is hosted only in India unless that is verified for every relevant database, backup, analytics, messaging and notification service.

For information about the current hosting and key service-provider locations relevant to your account, contact us using Section 17.

10. Data retention and deletion

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, to provide the Service, to maintain security and audit records, to resolve disputes, and to comply with legal, accounting or regulatory requirements. Retention may differ by data category and by whether an account is active, closed, under investigation or subject to a legal hold.

When data is no longer required, we will take reasonable steps to delete it or irreversibly anonymise it, subject to technical backup cycles and lawful retention requirements. Deleted data may remain in protected backups for a limited period before being overwritten, and may be retained where required by law.

You may request account deletion through the in-app facility if available or by contacting us. We may need to verify your identity and authority before acting. Deleting an account may remove access to case data and team features; consider exporting records you are legally entitled to retain before requesting deletion. Where a firm administrator or another user controls shared records, we may need to coordinate the request to avoid deleting another person's records or breaching legal obligations.

Important: The earlier policy stated fixed periods of six months after account closure and six months after an active account. Those periods are not repeated here because the actual retention schedule, backup lifecycle and statutory retention requirements need to be documented and verified before a precise promise can responsibly be made.

11. Security safeguards and incident response

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, disclosure, alteration, loss or destruction. Depending on the system and feature, safeguards may include encrypted network connections, access controls, authentication, role-based permissions, logging, backups, software updates and restricted administrative access.

No internet transmission, device, cloud service or storage system can be guaranteed completely secure. You should protect your phone and OTPs, use a screen lock, keep the app updated, avoid sharing credentials and notify us promptly if you suspect unauthorised access. We will assess and handle security incidents and provide notices to affected persons or authorities where required by applicable law.

12. Cookies, local storage and notifications

The website may use essential cookies or similar technologies needed for security, navigation and basic functionality. Non-essential analytics or advertising cookies should be used only where enabled and with any consent required by law. You can control cookies through your browser, although disabling essential cookies may affect website functionality.

The app may store settings, cached content, session information or tokens on your device to support login and app operation. Push notifications may display hearing reminders or other information based on your settings. Anyone with access to your device or notification preview may see content displayed there; adjust notification previews in your device settings if needed.

13. Children's data

The Service is designed for legal professionals and is not directed to children. Do not create an account for a child or enter a child's personal data unless you are legally authorised and the relevant legal requirements have been met. If we become aware that personal data has been collected from a child in a manner prohibited by applicable law, we will take appropriate steps to address it.

14. Your privacy rights and choices

Subject to applicable law and the relevant provisions having commenced, individuals may have rights to obtain information about processing, seek correction or erasure, withdraw consent, raise grievances and nominate another person to exercise rights in specified circumstances. The precise scope, exceptions and procedure are governed by the law in force at the time of the request.

To make a request, contact us with your name, registered mobile number or email, the account or data concerned, the action requested and sufficient information for us to verify your identity and authority. Please do not send unnecessary identity documents or sensitive case material. We will respond within the period required by applicable law. We may decline or limit a request where permitted by law, including where it concerns another person's rights, legal privilege, a legal claim or mandatory record retention.

If you are a client, witness, party or other person whose information was entered by an advocate, you may also need to contact that advocate or firm, which may control the purpose and use of the case data. We will assist or route the request as appropriate, subject to law and the relevant service agreement.

15. Third-party websites and services

The website and app may contain links to court websites, government portals, app stores, payment pages, maps or other third-party services. Those services are operated independently and have their own terms, privacy notices and security practices. We do not control them and encourage you to review their notices before sharing information.

16. Changes to this policy

We may update this policy to reflect changes in law, technology, vendors or Service features. The updated policy will be published on this page with a revised "Last updated" date. Where required, we will provide additional notice or obtain consent before implementing a material change. Continued use of the Service does not replace consent where consent is legally required.

17. Grievance and privacy contact

For privacy requests, complaints or questions, contact:

Email verification required: Confirm that hello@theadvocatediary.com is monitored and controlled by iTech Solutions before publishing. If not, replace it with the official monitored privacy-support email address. We will acknowledge and handle grievances in accordance with applicable law and the procedure communicated to you.

18. Applicable law

This policy is intended for users in India and is governed by the laws of India. Applicable privacy and information-technology laws may include the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025 as and when their relevant provisions come into force, the Information Technology Act, 2000 and rules made under it to the extent applicable, and other laws governing confidentiality, professional conduct, records and lawful disclosure.

19. Important notice for advocates and law firms

The Advocate Diary is a practice-management tool. It does not provide legal advice, determine the lawfulness of your processing, or relieve an advocate or firm of professional duties. Advocates and firms should assess their own obligations as to client notices, authority, confidentiality, access controls, retention, record preservation and responding to requests concerning client data.