Privacy Policy

Pleadwell (Execuwear Pty Ltd ACN 680 783 126, we, us, our) provides a cloud-based platform for Australian solo solicitors to record client meetings, transcribe them, and generate file notes, draft emails, action items and billing entries (the Platform). This policy explains how we collect, use, store and disclose personal information in connection with the Platform, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This policy applies to you as a subscriber, and, where relevant, to the personal information of your clients that you input into the Platform in the course of your practice. If you are a solicitor using Pleadwell, you remain responsible for your own professional and ethical obligations to your clients, including obtaining their consent to record a meeting. This policy describes what Pleadwell does with data; it does not replace your own privacy obligations to your clients.

1. Who this policy is for, and what we collect

This policy covers three groups of people:

• Subscribers (you, the solicitor with a Pleadwell account);
• Your clients, whose personal information you may input into the Platform in the course of a matter; and
• Other individuals, such as suppliers or contractors we deal with in running Pleadwell.

From subscribers

Your name, email address and authentication credentials, collected when you register; your subscription tier, AI generation counts and payment status; and website usage information if you visit our marketing site.

From your clients, entered by you

Whatever a matter requires: meeting transcripts, matter names, and the file notes, draft emails, action items, billing entries and court dates generated from a recording. This information reaches us because you've chosen to input it, not because we've collected it directly from your client. Getting your client's consent to that is your responsibility, not ours, see the practitioner note on our security page.

From other individuals

Where we engage suppliers or contractors, we collect their name, contact details and payment information to manage that relationship.

2. How we collect it

Most information is collected directly from you, through account registration, meeting recordings you make, and text you enter into the Platform. Recorded audio is streamed to a speech-to-text service in Sydney to produce your transcript. Neither we nor that service store it, see our Security & Privacy page for the full technical detail.

3. How we use it

Subscriber information is used to provide and improve the Platform, process payments, operate your account, enforce free-tier limits, and communicate with you about your account or changes to the Platform.

Your clients' information is used only as your input directs it to be used: to produce the transcript, and to draft the file note, email, action items and billing entry you asked the Platform to generate. We don't use it for any purpose beyond that.

We do not use your matter data or your clients' personal information for marketing, we do not sell it, and we do not run analytics on client content beyond what's needed to operate the Platform.

4. Who we share it with

Recipient	What they receive	Why
Speech-to-text service (Sydney)	Recorded audio, in real time	To produce your live transcript. Processed in Australia and not stored once transcription finishes
AI provider (US-based)	Transcript text and the matter details a draft needs (such as matter name, client name and your sign-off details). Never audio	To generate your file note, email, action items and billing entry
Cloud hosting provider (Sydney)	Matter records and account data	Hosting and database infrastructure, Sydney region
Authentication provider	Your email address and sign-in details	Signing you in. May be stored outside Australia
Payment processor	Payment and billing details	Processing your subscription. We never see or store your card number. May be stored outside Australia

We do not disclose your matter data or your clients' personal information to any other third party, except where required by law or with your consent.

5. Overseas disclosure

Unlike a platform that keeps all AI processing within Australia, Pleadwell's document generation runs on an AI provider based in the United States. We're stating this plainly rather than describing it in a way that could leave the impression everything stays onshore: the transcript text of your recordings, with the matter details a draft needs and never the audio, is sent overseas solely to generate your documents. This is the only point in the whole Platform at which matter content leaves Australia. Separately, your own sign-in and payment details are held by our authentication provider and payment processor, which may store them outside Australia; these never include matter content.

Before this disclosure, we rely on contractual and technical safeguards with that provider: the text is sent from our servers in Sydney over an encrypted connection, it is not used to train AI models under the provider's commercial terms, and the provider keeps it only for a limited period for safety monitoring before deleting it, see section 7. If keeping all content onshore is a hard requirement for your practice, Pleadwell isn't currently able to meet that, and you should factor that into your decision to use it.

6. Storage and security

Matter records, account data, file notes, draft emails, action items and billing entries are stored in Australia, Sydney region. Recorded audio is streamed to a speech-to-text service in Sydney to produce your transcript and is not stored on our own servers; a copy is kept in your browser's local storage for playback and re-transcription. We take reasonable technical and organisational steps to protect information from misuse, interference, loss, and unauthorised access, including access controls on our infrastructure and encryption in transit.

Matter content (matter and client details, transcripts, file notes, draft emails, action items, billing descriptions, diary entries and your custom templates) is encrypted in your browser before it is stored, using a key that only your password or your recovery code can unlock. We do not hold that key, so we cannot read this content, and we cannot recover it if you lose both your password and your recovery code. When you generate a document, the text needed for that request is decrypted in your browser and sent over an encrypted connection; it is not stored in readable form. Your account details (such as your name, firm and email address), plan and usage information are not encrypted in this way, because we need them to provide and bill for the service.

7. AI-generated content

Pleadwell uses AI systems to generate file notes, draft emails, action items and billing entries from your meeting transcripts. You should be aware that:

• AI-generated outputs may be inaccurate, incomplete, or misleading, and must be reviewed and corrected by you before you rely on them or send them to a client;
• we do not verify the accuracy of AI-generated outputs against your matter's specific facts, that responsibility remains yours; and
• we do not use your transcripts, matter data, or any other content you input into the Platform to train, develop or improve any AI or machine learning model, whether ours or a third party's. We may use de-identified, aggregated usage data (for example, feature usage counts) to improve the Platform, in a form that cannot reasonably identify you or your clients.

8. Access and correction

You can access and correct most of your account and matter information directly within the Platform. For anything you can't correct yourself, contact us using the details in section 14 and we will respond within a reasonable time.

9. Retention and deletion

We retain your account and matter data for as long as your account is active. If you delete your account from Settings, we delete your matter data, file notes, draft emails, action items and billing entries immediately, except where we're required to retain something by law. Cancelling a subscription alone does not delete your data, it only changes your access level, see the pricing FAQ.

10. Complaints

If you believe we've mishandled your personal information, contact us using the details below. We will verify your identity, investigate the complaint, respond in writing within a reasonable timeframe, and tell you what we're doing about it. We won't charge you for making a complaint. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

11. Cookies

Our marketing website uses essential cookies only, for functionality such as remembering your appearance preference. We do not use advertising or tracking cookies.

12. Children

The Platform is intended for use by legal practitioners and is not directed at or intended for use by children.

13. Changes to this policy

We may update this policy from time to time. If we make a material change, we'll notify you by email before it takes effect.

14. Contact us

For any question about this policy or your personal information, contact us at support@pleadwell.com.au.