Privacy Policy

BriefVision Privacy Policy

Last updated: 21 June 2026

This policy explains how BriefVision handles personal data across the marketing website, web app, API, and mobile apps. It is written for UK legal-sector customers, invited users, website visitors, and people whose information may appear in customer case material.

1. Who we are

BriefVision is operated by Dynamics Development Solutions, registered in England and Wales under company number 06692820, with its registered office at International House, South Molton Street, London, W1K 5QF, United Kingdom.

For privacy questions, data protection requests, or complaints, contact us at info@briefvision.co.uk. ICO registration number: ZC178910

In this policy, "BriefVision", "we", "us", and "our" refer to that legal entity.

2. What this policy covers

This policy covers personal data processed through:

- the marketing website at www.briefvision.co.uk, including contact or demo forms;

- the BriefVision web app at app.briefvision.co.uk;

- the BriefVision API and backend services;

- BriefVision mobile and tablet apps; and

- support, security, administration, and service communications.

Customer agreements, data processing agreements, product terms, or specific notices may add more detail for a particular deployment or customer workflow.

3. When we are controller and when we are processor

We act as a controller for personal data we use to run our business and administer the service, such as website enquiries, account records, authentication, support, security logs, billing or commercial administration, and marketing communications.

For customer case files, uploaded evidence, extracted records, document text, generated summaries, notes, search indexes, and similar case material, we usually act as a processor. The customer decides what is uploaded, why it is processed, who can access it, and how long it should be retained, unless a separate agreement says otherwise.

4. Personal data we collect

Website visitors and enquiries

We may collect your name, work email address, phone number, organisation, role, enquiry details, marketing preferences, technical logs, and information collected by Wix forms, hosting, security, and essential cookies.

App users and administrators

We may collect identity and account data from Microsoft, Google, Apple, or Microsoft Entra External ID sign-in, including name, email address, organisation, authentication provider identifiers, tenant membership, case access, roles, permissions, session records, audit events, support messages, and product usage metadata.

Customers may upload or import case material that includes personal data. Depending on what the customer provides, this can include documents, PDFs, emails, messages, call history, contacts, calendar records, notes, web history, URLs, search terms, location data, images, media, voice memos, device and app metadata, extracted text, document metadata, AI prompts, AI outputs, search indexes, embeddings, and review annotations.

Case material may include confidential, legally privileged, special category, criminal offence, child, vulnerable person, witness, victim, suspect, employee, or third-party data. Customers are responsible for ensuring they have an appropriate lawful basis and authority to upload and process that material in BriefVision.

Customer case and evidence data

Mobile apps

The mobile apps process account, authentication, case access, document review, search, notes, and app diagnostic data. They do not provide general public self-signup. Secure tokens may be stored on the device to keep invited users signed in.

5. How we use personal data

We use personal data for the following purposes:

Responding to enquiries and arranging demos
We use contact details, organisation details, role information, and enquiry messages to respond to website enquiries, arrange demos, and follow up on legitimate business interest or pre-contract requests.

Providing and administering BriefVision accounts
We use identity data, tenant membership, roles, permissions, and session records to create, manage, secure, and administer BriefVision accounts. This is usually necessary for contract performance, legitimate interests, or processing on customer instructions.

Authenticating users and protecting the service
We use authentication provider identifiers, session cookies, tokens, IP information, and audit logs to verify users, maintain secure sessions, prevent unauthorised access, and protect the service.

Processing customer case material
We process evidence uploads, extracted records, notes, search data, and AI outputs so authorised users can review and manage case material. We usually do this as a processor on customer instructions.

Running document extraction, search, and AI-assisted review
We process document text, metadata, prompts, summaries, embeddings, and search indexes to support extraction, search, timeline generation, summaries, and AI-assisted review. We usually do this as a processor on customer instructions.

Providing support and maintaining reliability
We use support messages, diagnostic metadata, operational logs, and service status information to investigate issues, provide support, maintain security, and improve reliability.

Sending service or marketing communications
We may use contact details, communication preferences, organisation details, and message history to send service updates or relevant marketing communications. We rely on legitimate interests or consent, depending on the communication.

Meeting legal, regulatory, tax, accounting, and claims requirements
We may use account, contract, billing, support, security, and audit records to comply with legal obligations, respond to lawful requests, maintain records, and protect our legal rights.