1. INTRODUCTION
Codex Triage (“we,” “us,” or “our”) is a legal consultancy with offices in India and UAE. We understand that the attorney-client relationship is founded on trust and the assurance that client information will be kept strictly confidential. This Client Confidentiality Policy outlines our commitment to protecting the confidentiality of all information shared with us in the course of our professional relationship.
2. SCOPE OF CONFIDENTIAL INFORMATION
“Confidential Information” includes, but is not limited to: a) All communications between Codex Triage and the client, whether written, electronic, or verbal; b) All documents, data, and materials provided by the client; c) Information about the client’s business operations, strategies, intellectual property, financial status, and legal matters; d) The existence of the attorney-client relationship itself, when requested by the client; e) Legal advice, opinions, strategies, and work product developed for the client; f) Personal information of the client and their representatives; and g) Any other information that a reasonable person would understand to be confidential or proprietary in nature.
3. OUR COMMITMENT TO CONFIDENTIALITY
Codex Triage and all its representatives, including Virtual Legal Officers (VLOs), partners, associates, trainees, and staff commit to: a) Maintain strict confidentiality of all Client Confidential Information; b) Implement appropriate technical, physical, and organizational security measures to protect confidential information; c) Restrict access to Confidential Information to only those personnel who have a legitimate need to know such information to provide services to the client; d) Ensure all personnel are trained on confidentiality obligations and sign appropriate confidentiality agreements; e) Not disclose Confidential Information to any third party without the client’s express prior written consent, except as required by law or court order; f) Return or destroy Confidential Information upon the client’s request or termination of our services, in accordance with our data retention policies and applicable laws; and g) Continuously review and improve our confidentiality practices to ensure the highest level of protection for client information.
4. COMMUNICATIONS AND SECURITY MEASURES
4.1 Codex Triage employs the following measures to protect client communications: a) Secure encrypted email systems for electronic communications; b) Password-protected documents and files; c) Secure cloud storage with appropriate access controls; d) Secure physical storage for paper documents; e) Clean desk policy and restricted access to physical files; and f) Secure destruction of documents when appropriate.
4.2 While we implement strong security measures, we recommend clients also take appropriate precautions when communicating with us, including using secure email, avoiding public Wi-Fi for sensitive communications, and clearly marking confidential documents.
5. CROSS-BORDER CONSIDERATIONS
As an international legal consultancy with clients across multiple jurisdictions, Codex Triage: a) Complies with confidentiality requirements in all jurisdictions where we operate; b) Implements appropriate safeguards for cross-border transfers of confidential information; c) Informs clients of any jurisdiction-specific limitations on confidentiality; and d) Works with local counsel where necessary to ensure compliance with local confidentiality requirements.
6. EXCEPTIONS TO CONFIDENTIALITY
6.1 Codex Triage may disclose Confidential Information under the following limited circumstances: a) With the client’s express prior written consent; b) As required by applicable law, regulation, or court order; c) To prevent the commission of a crime or to prevent harm to a person or property; d) To defend Codex Triage or its personnel against allegations of wrongdoing or malpractice; e) To the extent necessary to collect unpaid fees; or f) For the purposes of confidential peer review or professional regulatory compliance.
6.2 In the event disclosure becomes necessary under any of the above exceptions, we will: a) Attempt to notify the client in advance when permitted by law; b) Limit disclosure to only what is necessary; and c) Take reasonable steps to preserve the confidentiality of information even when disclosure is required.
7. DURATION OF CONFIDENTIALITY OBLIGATIONS
Our obligation to maintain confidentiality: a) Begins from our initial consultation, whether or not a formal attorney-client relationship is established; b) Continues throughout the duration of our services; and c) Survives the termination of the attorney-client relationship indefinitely, subject to applicable laws.
8. BREACH OF CONFIDENTIALITY
In the unlikely event of a breach of confidentiality: a) We will promptly notify affected clients if their Confidential Information is compromised; b) We will investigate the breach and take appropriate remedial actions; c) We will cooperate with the client to mitigate any potential harm; and d) We will review and enhance our procedures to prevent future breaches.
9. CLIENT RESPONSIBILITIES
To help us maintain confidentiality, we ask clients to: a) Clearly identify confidential information when sharing it with us; b) Inform us of any specific confidentiality concerns or requirements; c) Notify us promptly of any changes in contact information or authorized representatives; d) Use secure methods of communication when sharing sensitive information; and e) Not share access credentials or secure communications from us with unauthorized third parties.
10. AMENDMENTS TO THIS POLICY
10.1 Codex Triage reserves the right to modify this Client Confidentiality Policy from time to time to reflect changes in our practices or legal requirements.
10.2 Material changes to this policy will be communicated to active clients.
11. CONTACT INFORMATION
11.1 For any questions or concerns regarding this Client Confidentiality Policy, please email support@codextriage.com