1. Overview
This Privacy Policy explains how PractaHQ (Private) Limited ("PractaHQ", "we", "our") handles information in connection with the practice management platform at practahq.co.zw and related applications (the "Service").
PractaHQ is built for law firms. We distinguish clearly between Account Information (needed to run your subscription and user accounts) and Firm Content (the practice records your firm chooses to keep in its workspace). Your firm owns and controls Firm Content. PractaHQ operates the platform that hosts your workspace.
2. Who This Policy Covers
This policy applies to firm administrators, invited staff users, and individuals who contact us about the Service. Where a firm invites its own clients to a client portal feature, that firm decides what those clients may see; PractaHQ provides the portal functionality to the firm under the firm’s subscription.
If you are a client of a law firm that uses PractaHQ, questions about how that firm handles your matter should be directed to the firm. PractaHQ’s relationship is with the subscribing firm.
3. Account & Subscription Information
To operate a firm workspace and user accounts, PractaHQ maintains information such as:
- Firm name and firm contact details provided at registration or in firm settings.
- User names, work email addresses, roles, and profile fields users or administrators choose to maintain.
- Subscription plan, billing status, and billing contact details.
- Messages you send to PractaHQ support or sales.
Card or mobile-money payment details for subscriptions are handled by our payment partner (ZB Smile&Pay or such other processor as we may appoint). PractaHQ does not keep full card numbers in firm workspaces for that purpose.
4. Firm Content
Firm Content is the information your firm and its authorised users enter into the workspace in the ordinary course of practice — for example matter files, directory entries, documents, time and billing records, trust ledgers, and internal notes.
- Firm Content remains the property of your firm.
- Your firm decides what is entered, who may access it inside the workspace, and when it should be updated or removed.
- PractaHQ does not sell Firm Content.
- PractaHQ does not use Firm Content for advertising.
- PractaHQ does not use Firm Content to train public artificial-intelligence models.
PractaHQ personnel access a firm’s workspace only as needed to provide the Service your firm has requested — for example to diagnose a support issue the firm has raised, to maintain the platform, or where required by law. Access for support is limited to what is reasonably necessary for the request.
5. How PractaHQ Uses Account Information
Account and subscription information is used to:
- Provide and administer the Service and your firm’s workspace.
- Authenticate users and manage invitations, roles, and password resets.
- Process subscription charges and send billing-related notices.
- Send essential service communications (for example verification, security-related account notices, and material product notices).
- Respond to support and commercial enquiries.
- Maintain the reliable operation of the platform.
- Meet legal obligations that apply to PractaHQ as a business.
6. Service Providers
Like most software businesses, PractaHQ uses carefully selected providers to help run the Service — for example hosting infrastructure, transactional email delivery, and subscription payment processing. Those providers are engaged to perform services for PractaHQ and are expected to handle information only for that purpose.
Within a firm workspace, administrators and other authorised users see Firm Content according to the roles and permissions the firm has set. That access is controlled by the firm, not by PractaHQ marketing or unrelated third parties.
7. Legal Requests
If PractaHQ is required by law, court order, or other binding legal process to disclose information, we will comply to the extent required. Where legally permitted and practicable, we will notify the affected firm before doing so.
8. Safeguards & Firm Responsibilities
PractaHQ maintains appropriate technical and organisational measures as part of operating a professional SaaS platform for law firms, including encrypted connections in transit, protected credential storage, and workspace access controls that firms administer through roles and permissions.
Your firm shares responsibility for day-to-day care of its workspace: choosing who to invite, assigning suitable roles, using strong passwords, signing out on shared devices, and deciding what belongs on a matter file. Good internal practice is as important as the platform itself.
9. Retention
Account and subscription information is kept for as long as needed to operate your firm’s subscription and for a reasonable period afterwards where required for billing records, dispute resolution, or law.
Firm Content remains available in the workspace while the subscription is active. If a workspace is closed, PractaHQ will remove Firm Content from active systems within a reasonable period after closure (target: within 90 days), except where a longer retention period is required by law or by a written request related to an unresolved account matter. Firms that need an export should request it before closure or within 30 days afterwards as described in our Terms of Service.
10. Your Choices & Requests
Firm administrators can update firm and user details inside the Service. Individual users can update their own profile fields where the product allows.
Subject to applicable law, you may request access to, correction of, or deletion of personal Account Information PractaHQ holds about you as a user or administrator. Firms remain responsible for Firm Content held in their workspace and for requests from their own clients about that content.
Contact privacy@practahq.co.zw for privacy-related requests. We may need to verify the requester’s identity and authority (for example, that a request about a firm account comes from an authorised administrator).
12. Business Continuity
If PractaHQ undergoes a reorganisation, merger, or sale of the business that provides the Service, Account Information and Firm Content may transfer to the successor operator of the Service so that subscribed firms can continue without interruption. Any successor would be expected to honour the commitments in this policy or provide notice of material changes.
13. Age
The Service is intended for adult legal professionals and firm staff. It is not directed at children.
14. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will change when we do. For material updates, we will provide notice by email to the firm administrator or within the Service where appropriate. Continued use after the effective date means the updated policy applies.
15. Contact
Privacy questions may be sent to:
Harare, Zimbabwe
Email: privacy@practahq.co.zw
Support: support@practahq.co.zw
Website: practahq.co.zw