Privacy & AI Notice

Slee Anderson Pidgeon Lawyers (‘SAP’, ‘we’, ‘us’) is a legal practice providing legal services to individuals, businesses and local government clients. This notice explains how we handle personal information and how we use technology (including automation and Artificial Intelligence (‘AI’)) in our operations. 

This notice covers: 

  • the types of personal information we collect and why; 

  • how we store, use and disclose information (including to service providers); 

  • how we use automation and AI-enabled tools (and the safeguards we apply); and 

  • how you can access or correct your information and make a complaint. 

Information we collect

The personal information we collect depends on the services you request and may include: 

  • identity and contact information (e.g., name, address, email, phone); 

  • information relevant to your matter (which may include financial, family, health or other sensitive information); 

  • verification information to meet legal and risk obligations (e.g., identification documents); 

  • communications with us (emails, letters, meeting notes and, where enabled and lawful, call recordings/metadata); 

  • website and digital interaction information (e.g., IP address and basic analytics, where used). 

How information is collected

We collect information: 

  • directly from you (in person, by phone, email, forms, or via online workflows); 

  • from third parties where relevant and authorised (e.g., referrers, courts/tribunals, medical or financial providers, counterparties); and 

  • from publicly available sources where relevant to your matter. 

How we use information

We use information: 

  • to provide legal services, communicate with you and progress your matter; 

  • to manage conflicts of interest and comply with professional, legal and regulatory obligations; 

  • to manage billing, trust accounting (where applicable) and payments; 

  • to operate our business (including quality assurance, supervision, training and security); and 

  • where permitted, to inform service improvements and develop templates/workflows (including automations) that support consistent service delivery. 

Automation & AI Transparency

SAP uses a combination of standard software tools, automation and (in limited cases) AI-enabled tools to support efficient and consistent service delivery. We do this with safeguards to protect confidentiality, privacy and legal professional privilege, and to ensure human oversight and professional judgment remain central. 

Document automation 

For some services (for example, will workflows), we may use an online questionnaire and automated document generation to collect information and produce a first draft. A qualified person reviews the information and outputs before advice is finalised or documents are executed. 

AI-assisted research/drafting  

We may use AI-enabled tools to assist with research, summarisation, drafting suggestions or document review tasks. AI outputs are treated as drafts and are checked by a competent person before use. 

What we do not do 

We do not represent that an AI tool replaces a lawyer, provides legal advice on its own, or makes decisions without appropriate human oversight. If we use AI-enabled tools, we remain responsible for the work and for meeting professional obligations. 

Your choices regarding AI 

If you have questions about our use of automation or AI for your matter, you can ask us. Where appropriate, we will discuss options and any relevant limitations. 

Where we store information and how we protect it 

We store and manage information using a combination of systems and tools, such as: 

  • our websites (e.g., built on SquareSpace, WordPress) 

  • practice management software (e.g., Smokeball, Leap),  

  • collaboration and communication systems (e.g., Microsoft 365),  

  • third party verification and search software (e.g., InfoTrack),  

  • document management systems (e.g., Microsoft 365); 

  • telephony/voice systems (e.g., VXT) 

  • workflow automation tools (e.g., Josef, Microsoft 365 PowerAutomate); and 

  • AI, including AI-enabled research databases (e.g., Westlaw CoCounsel, Smokeball AI) and Microsoft Copilot.  

We take reasonable steps to protect information from misuse, interference and loss, and from unauthorised access, modification or disclosure, including through access controls, multi-factor authentication where available, security monitoring and supplier management. Where we use workflow automation and AI, we apply additional safeguards under our internal policies.   

Safe Custody 

We store physical records in our Safe Custody box when instructed by you.  

Cookies 

When you use SAP’s website or blogs, or when you open our emails and click through any links, SAP may automatically gather information about your interaction. This can include the pages you visit, the links you select and other actions recorded via essential and non-essential cookies, web beacons, pixel tags and similar tracking technologies (together, “cookies”). We may also capture certain technical details from your device or browser, such as your IP address, browser type and basic usage information.  

When we disclose information to others 

We may disclose personal information to third parties where necessary to provide legal services or operate our business, including: 

  • courts, tribunals, government bodies and regulators as required for your matter or by law; 

  • other parties involved in your matter (e.g., counterparties and their representatives) in accordance with your instructions and legal requirements; 

  • service providers who help us operate (for example, IT, telephony, cloud services, legal research technology and workflow automation providers), under confidentiality and security obligations; and 

  • other persons where you have consented or where we are authorised or required to do so. 

We endeavour to retain information in Australia. Our practice management software and third-party verification and search solutions enable us to keep your information in Australia. Some of our service providers may host or support systems using infrastructure located outside Australia. Where cross-border disclosure occurs, we take steps to ensure appropriate safeguards are in place. You can contact us for more detail about current overseas disclosures relevant to your matter.  

Access, correction and complaints 

You may request access to, or correction of, personal information we hold about you. You may also make a privacy complaint. Please contact us using the details on our website, through your matter contact, or by emailing us at admin@sleeanderson.com.au. We will respond within a reasonable timeframe. 

Data breaches 

If a data breach occurs, SAP will respond in line with its incident response procedures and applicable notification obligations (including the OAIC Notifiable Data Breaches scheme where applicable). In some cases, SAP may also have specific notification commitments in client engagement terms or contracts. 

Updates to this notice 

We may update this notice from time to time to reflect changes in our services, technology and legal requirements. Where changes are material, we will take reasonable steps to make the updated notice available.