Privacy Policy – Minh Luat Smart Assistant

Effective Date: September 2025

This Privacy Policy (“Policy”) describes the practices of Minh Luật Legal AI, Inc. (“Minh Luật,” “Company,” “we,” “us,” or “our”) with respect to the collection, use, disclosure, and protection of personal information and content processed through our software products, including the Minh Luật Smart Assistant Microsoft Word Add-In, our online platform and dashboards, and any related applications, services, or websites that we own or operate (collectively, the “Services”). Minh Luật is committed to maintaining the privacy, confidentiality, integrity, and security of all information entrusted to us and recognizes that a significant portion of our user base operates within highly regulated legal environments where sensitivity and discretion are paramount.

By installing, accessing, or using the Services, you acknowledge that you have read, understood, and agree to the terms of this Policy. If you do not agree to this Policy, you must discontinue use of the Services.

1. Commitment to Privacy and Confidentiality

Minh Luật is designed for legal professionals who require confidentiality as a foundational expectation. We therefore treat client content, personally identifiable information, legal documents, and any data processed through our platform with a level of rigor appropriate for legal practice. We do not sell, rent, or otherwise monetize user or client information. We do not use uploaded legal materials for marketing, advertising, or product-training purposes except where explicitly permitted by agreement or applicable law. Our internal policies emphasize principles of privacy-by-design, data minimization, and restricted access.

2. Information We Collect

We may collect information in several forms to enable and support the Services. “Personal Information” refers to information that can reasonably identify an individual. “Content” refers to documents, text, or materials that users voluntarily upload to be processed by the Services.

Information you provide directly. This includes account registration information such as name, professional title, firm name, email address, and password; documents or text intentionally uploaded or submitted for analysis; communications with our support team; and any other information provided voluntarily by users when interacting with the Services.

Information collected automatically. We may collect technical usage information in order to maintain and improve the functionality of the Services. This may include device information, browser type, IP address, login times, feature-level interactions, and system event logs. Such information is collected solely for operational, security, performance, and diagnostic purposes.

Billing information. If you subscribe to a paid service tier, payment card details and billing data are processed through third-party PCI-compliant vendors such as Stripe. Minh Luật itself does not store full credit card numbers or financial account data.

3. How Information Is Used

We use information primarily to deliver, maintain, and improve the Services. This includes providing real-time document analysis, enabling user authentication, processing legal content through artificial-intelligence models, responding to support inquiries, and maintaining platform functionality and security.

Information may also be used to communicate administrative notices, updates to terms or policies, or service-related information. Aggregate, anonymized data may be used to enhance performance, train internal systems, or support product development; however, individual user documents or identifiable data are not incorporated into AI model training unless a separate express agreement permits such use.

Minh Luật does not use client content for targeted advertising, profiling, or sales outreach.

4. How Information May Be Shared

We do not disclose or share personal information or user-uploaded content except in limited circumstances and only as described in this Policy.

The Services may rely on third-party technology providers to securely process content. Providers may include cloud infrastructure providers, hosting services, AI processing engines, email support systems, or identity authentication platforms. Such providers operate strictly under contractual privacy restrictions and are prohibited from using data for any purpose other than delivering the contracted functionality.

We may disclose information if required by law, court order, subpoena, or governmental request, but will seek to limit disclosure to the minimum amount necessary and, where legally permissible, will provide notice to the affected user prior to such disclosure. We may also share information where necessary to detect, prevent, or respond to fraud, security threats, or violations of our Terms of Use.

5. AI Processing and Confidential Information

Artificial-intelligence processing within the Services occurs solely for the purpose of returning outputs requested by users. Documents or legal text submitted for processing are not used to train public AI models, are not retained permanently, and are not visible to other customers or external parties. Minh Luật maintains a strict internal separation of user data and employs organizational controls limiting employee access to only those scenarios where access is necessary for support, maintenance, or security review.

Users should avoid providing information that is prohibited under applicable law for cloud processing unless a specific written agreement permits such usage. Examples include non-public national-security data, materials subject to special legal-data protection regimes, or categories of data requiring industry-certified compliance beyond the scope of the Services.

6. Data Retention and Deletion

We retain information only for as long as necessary to fulfill the purposes described in this Policy or as required by law. Account-level data may be retained while an account remains active. Uploaded content may be retained temporarily for processing but is not stored indefinitely unless retention is required for service continuity or a user explicitly saves such materials in their account. Users may request deletion of stored data by contacting support through the channels listed at the end of this Policy. Upon verified request, deletion will be performed within a commercially reasonable timeframe.

7. International Transfers and Legal Basis for Processing

Depending on your location, information may be processed in jurisdictions other than your own. Where required, international transfers will be executed in accordance with recognized legal mechanisms such as Standard Contractual Clauses. Minh Luật processes information under lawful bases including the necessity to perform a contract (providing the Services requested) and legitimate business interests (improving safety, security, and functionality) while respecting user rights.

8. Security Measures

Minh Luật applies administrative, technical, and physical safeguards intended to protect information from unauthorized access, disclosure, alteration, or destruction. These safeguards may include encryption in transit and at rest, role-based access controls, logging and monitoring, network segmentation, MFA-protected administrative access, and internal confidentiality policies.

Although we take appropriate measures to protect information, no system can guarantee absolute security, and users acknowledge that transmission of data over the internet may involve inherent risks. Minh Luật continually reviews and enhances its security posture to align with industry practices expected of enterprise legal software.

9. User Rights

Depending on jurisdiction, you may have rights to request access to your personal information, correct inaccuracies, request deletion, obtain a copy of your information, or object to certain forms of processing. Requests may be submitted via the email listed below. Verification of identity may be required to ensure that access and deletion requests are authorized and secure.

10. Children’s Privacy

The Services are not intended for or directed toward individuals under the age of eighteen. We do not knowingly collect personal information from minors. If we become aware that such information has been collected, it will be deleted promptly.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect operational changes, regulatory requirements, or improvements to our data governance practices. Material changes will be communicated through notices within the Services or via email where appropriate. Continued use of the Services after such updates constitutes acceptance of the revised Policy.

12. Contact Information

Questions, requests, or complaints regarding this Privacy Policy or the handling of personal information may be directed to:

Minh Luat Corporation
Email: support@minhluat.com