Privacy Policy

Lexplana is committed to protecting your privacy, which is a priority for us. Individuals are at the core of our activity, therefore we recognize and value the trust you place in us when providing us with personal data and we are committed to: collect only data that is strictly necessary for the purpose for which it is collected; let you remain in control of your personal data and safeguarding the privacy and security of the provided personal data from visitors of the website www.lexplana.com (“Website”), clients or individuals subject of activities or offerings that post a link to this Privacy Policy.

The Purpose of this Privacy Policy it to present to you the content of the collecting and processing of personal data and describe your privacy rights. This Privacy Policy address the following issues:

1. Data controller identification

Lexplana is responsible for your data.

For the purposes of applicable data protection law and specifically the General Data Protection Regulation (EU) 2016/679 ("GDPR"), your personal data will be controlled by the Lexplana entity that is providing you the legal services or that is communicating with you, which is regarded as an independent data controller of your personal data.

If you have any questions about this Privacy Policy or about the processing of your personal data by any Lexplana, you may contact us by sending a mail to contact@lexplana.com

2. Collection of personal data

The personal data we collect from you is the following:

  • Identity data: surname and first name, copy of identity card if applicable, for the purposes of proving the exercise of a right of access, rectification or opposition or to comply with a legal obligation;
  • Contact details: business contact details including job title and function, your organization name and postal address, your business e-mail address and telephone number (landline/mobile) for the purpose of sharing with you the latest news about our group, our offers and services, and inviting you to attend events;
  • Financial information: invoice payment data and all relevant data provided in the course of the contractual relationship between you or your organization and Lexplana;

We do not collect any connection data or profile and usage data.

3. Purposes of collecting personal data

Lexplana collect data for explicit, legitimate and specific purposes in order to ensure:

To fulfil a contract, or take steps linked to a contract, with you or your organization, including:

  • Providing the services defined in the contract;
  • Processing payments, billing and collection, and
  • Administering and managing our relationship with you, including accounting, and the performance of our contractual obligations with our clients and commercial partners.

To conduct our business and pursue our legitimate interests, in particular:

  • Providing up-to-date information about Lexplana, its services portfolio and events;
  • Functioning and continuous improvement of the Website, its services, functionalities and user experience;
  • Collecting information about your preferences to personalize and improve the quality of our communications with you, services improvement, market research and analytics;
  • Managing your registration for events organized by Lexplana;
  • Managing your subscription to Lexplana newsletter;
  • Managing requests regarding our services and to download documents from the Website;
  • Managing of requests for rights of access, rectification and opposition, deletion, limitation, portability, right to digital death and the right to lodge a complaint with the corresponding data protection local authority;
  • Analyzing and improving our services and communications tools including the Website, its traffic measurement, and development of commercial statistics;
  • Monitoring compliance with our policies and standards, and
  • To exercise or defend our legal rights or to comply with court orders.

4. Disclosure of personal data

Only the authorized and specified persons mentioned below may have access to your personal data:

  • Lexplana lawyers for the purposes of providing you the services described on the Website or in the specific contract. Your data will only be shared in the extent it is necessary for the provisions of the services of the execution of the contract, or newsletter or event registration.
  • Third-party services providers and subcontractors: we may share your data with third-party services providers, particularly, we have retained in connection with the services we provide worldwide. Lexplana enters into data processing agreements with each of the services providers and subcontractors to secure the processing of personal data.
  • Government or judiciary authorities, law enforcement officials or regulators, government officials or attorneys for the establishment, exercise or defense of a claim or within the framework of a confidential alternative dispute resolution process.
  • Professional advisers: in specific circumstances, we may share your data with professional advisers including lawyers, cyber security providers, public notaries, official translators who provide consultancy, technical and legal services to us regarding your specific case.
  • Third-party social networks: The Website may use social plugins provided and operated by third-party companies (e.g. LinkedIn). By accepting these third-party social networks cookies, you may share with them your personal data. If you are not logged into your account with the third party, the third party will not be able to know your identity. If you are logged into your account with the third party, then the third party will be able to link information or actions relating to your interactions with the Website to your account with the third party. Please consult the third party's privacy policies to learn more about their data practices.

Your data will not be passed on, exchanged, sold or rented to anyone other than those mentioned above.

5. Transfer of your personal data outside the European Economic Area

Lexplana transfer your personal data within the European Economic Area (”EEA”). In certain cases, it is necessary to transfer your personal data to countries outside the EEA which do not provide the same level of data protection as the country in which you reside and are not recognized by the European Commission as providing an adequate level of data protection, to provide the services or to establish, exercise or defend a legal claim. In this event, collected data is processed, stored and transferred for the purposes outlined in this Privacy Policy in compliance of the measures prescribed by the data protection authorities, such as European Commission approved standard contractual clauses or adequacy decisions.

6. Legal basis for collecting and processing of personal data

We collect your personal data when you visit the Website, subscribe to our newsletter, communicate with us, request contact from us or establish a contractual relationship with us.

The legal basis for collecting and processing your personal data is:

  • Your consent in the case of the installation of cookies in your device or the provision of your business details.
  • Our legitimate interests into offering you the best experience in our Website and conducting our business by proposing you our services and offers.
  • The execution of the obligations linked to a contractual relationship with you.

7. Privacy Rights

You are entitled to exercise several rights with respect to the processing of the personal data we hold about you:

  • Right of accessing the data we have collected about you and request a copy of the personal data we hold about you.
  • Right of requesting the rectification of inaccurate personal data we may hold, in order to have it accurate, up-to-date and complete.
  • Right of requesting the erasure of your personal data in the event it is no longer necessary for the purposes for which it was collected or the collection, use, communication or storage of the data is considered unlawful.
  • Right of requesting us to restrict or limit the processing of your personal data.
  • Right of objecting to the processing of your personal data and ask us to block, erase and/or restrict your personal data.
  • Right of porting the data you have provided to us, to you or to another data controller, in a commonly used, machine-readable format.
  • Right to lodge a complaint with the applicable local authority, in the event you believe that your data protection rights have been breached.
  • The right to determine what happens to your data after your death and to choose whether or not we pass on your data to a third party that you have previously designated. In the event of your death and in the absence of any instructions from you, we undertake to destroy your data, unless its retention is necessary for evidential purposes or to meet a legal obligation.

You may, at any time, exercise any of the above rights, by sending a mail to contact@lexplana.com. You shall indicate in your request your contact details (surname, first name, and email address), the reasons relating to your particular situation where these are required by law (in particular to exercise your right to object) and attach a proof of your identity, i.e. a copy of your ID card, or passport, or any other valid identifying document.

8. Right to withdraw consent

If you have provided your consent to the collection, processing and transfer of your personal data, you have the right to fully or partly withdraw your consent or opt-out of receiving marketing communications by sending an e-mail to contact@lexplana.com. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose(s) to which you originally consented unless there is another legal ground for the processing.

9. Data retention period

Lexplana will only retain your personal data for no longer that is necessary for the purposes the data was collected for. Upon expiry of the applicable retention term, we will securely destroy your personal data in accordance with applicable laws and regulations. If you want to have specific information about the retention periods of your data, please address an e-mail to contact@lexplana.com.

Lexplana will retain your data for the purposes of satisfying any legal, accounting, or reporting requirements and, where required for Lexplana to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled.

10. Security of the data

Lexplana and Lexplana services providers with whom the personal data is shared ensure appropriate technical measures granting level of data protection at least as protective as that required in the European Economic Area.

11. Changes to our Privacy Policy

In order to reflect on any changes to the way in which we process your personal data or to comply with applicable legal requirements, Lexplana reserves the right to update and change this Privacy Policy at any time by publishing it on the Website. When using the Website, you are required to refer regularly to the latest version of the Privacy Policy.