Privacy notice

Who we are

PageMax Digital Ltd ("PageMax", "we") builds and runs websites, content and client intake tools for Irish law firms. For questions about this notice or your data, email hello@pagemax.co.

This website (pagemax.co)

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The PageMax AI assistant and Book a demo

This website has an AI assistant that answers questions about PageMax. It is an AI, not a person, and it gives no legal advice, so please do not share confidential client details with it. To write its replies, it sends the conversation to the same AI models that power the intake assistant, run by specialist providers on infrastructure outside the EU, mainly in the United States, with the safeguards described under "Where data lives" below. We do not store the chat. In your browser, the chat keeps only a session reference for the tab and, if you close it, a note so that it does not open again by itself; nothing you type is stored there. When you first use it, a security check tells a person from a bot, looking at your internet address and ordinary browser signals for that purpose alone. For each reply we keep only a record of its cost, with nothing that was said, and we briefly hold your internet address so we can limit how many messages one connection can send. We answer your questions because we have a legitimate interest in explaining PageMax to people who ask (GDPR Article 6(1)(f)), and you can stop at any time by closing the chat or leaving the page.

If you would like a demo, or would like to ask the PageMax team something, the assistant asks you a few questions in the chat: what you would like help with, the size of your firm, your role, your firm's website, your name, your work email, a phone number if you want to give one, and how you heard about PageMax (and, for a message, what you would like to ask). Like the rest of the conversation, your answers pass through the AI providers described above so the assistant can reply. You see a summary of them first, and nothing reaches the PageMax team until you press Send. When you do, we receive your answers, the conversation, the address of the page you sent them from, and your internet address and browser details. We use them only to review your request and reply to you, because you asked us to contact you (GDPR Article 6(1)(b)).

Your request is saved in our database in the EU. An email with your answers and the conversation goes to our own inbox, and our team's phones get an alert that a request has arrived, with none of your details. The email goes through our email delivery provider, which may handle it in the United States; that transfer is protected by the EU-US Data Privacy Framework and the EU's standard contractual clauses. Nothing you send goes to any law firm. Twelve months after you send a request, we remove your personal details from our record of it, unless your firm has become a PageMax client. We delete the email copy in our inbox on the same timetable.

If PageMax contacted you

We sometimes email lawyers and law firms at the work address their firm publishes on its own website, about how PageMax could help their practice. We do this on the basis of our legitimate interest in telling law firms about PageMax.

We keep your name, your work email, your firm, the web page and date where we found the address, and our emails with you. If you do not reply, we delete these details after 12 months.

Your right to object. You can tell us to stop at any time. Reply "stop" or email hello@pagemax.co. We will not email you again, and we keep only your address on a do-not-contact list so that we never do.

You can complain to the Data Protection Commission at dataprotection.ie.

The PageMax dashboard (app.pagemax.co)

Law firms and their staff sign in to manage their website, content and client requests. We hold account details (name, work email, role) to run the service, and we keep a record of sign-ins and of actions taken in the dashboard (who edited, approved or published what, and when) because our clients are regulated professionals who need that accountability. What people send to a law firm through its website belongs to that firm; we process it on the firm's instructions under a data-processing agreement, store it in our database in the EU, and never use one firm's data for another firm.

We also count how the dashboard and the app are used, such as when each person signs in and how often they use each feature, with their role and the time but never what they write or what anyone sends to their firm, so we can run, support and improve PageMax, because we have a legitimate interest in doing so (GDPR Article 6(1)(f)). We keep these counts while the firm uses PageMax and delete them when its account closes or when you ask us to. Deleting the counts does not remove that record of sign-ins and actions, which we keep for accountability.

The PageMax app

The PageMax app is a phone app for lawyers and staff at law firms that use PageMax. You sign in with your existing PageMax login. The app shows the requests from your firm's website that your role lets you see, so you can call or email the person back, mark a request as contacted, pass it to a colleague, change its status or outcome and keep notes on it, and, where your role allows, send the firm's decline notice or a review request to the person. It receives the details of those requests (such as the person's name, phone number, email and message, which can include details of an injury or medical treatment), your account details (name, work email, role and firm) and the names of the colleagues you can pass a request to. When you open a request, it may also receive the case details the person gave the intake assistant, their conversation with it and the pages they viewed on the firm's website. It sends us the phone's model name, which requests you open, what you search for, and the actions you take in the app, including any notes you write and the name, email and note on a review request. While a request is still new, colleagues who open it may see your name and when you opened it. If you allow alerts, it also sends a push token: a code from the phone's own notification service that lets us send you an alert. When a sign-in or a request from the app fails, we briefly hold the internet address it came from, so repeated failures can be slowed down. As with the dashboard, the requests belong to your firm: we process them on the firm's instructions under a data-processing agreement and never use one firm's data for another firm.

Requests are kept on your phone so the app opens quickly. They are stored encrypted and open only after your fingerprint or face. Internal notes, the case details, the conversation, the pages viewed and the name of a colleague who opened a request are never saved on the phone: the app holds them only in its memory and drops them when it locks. They travel between the phone and PageMax over an encrypted connection and are never included in phone backups. Your phone checks your fingerprint or face; we never receive it. Alerts carry only a short notice: that a new request has arrived, with a reference number, or that one of your file notes is ready or did not finish, with its kind and the time it started. They carry no name or other client details. They are delivered by the phone's own notification service, which may handle them outside the EU. On Android phones, that service is also set up when the app is first opened, whether or not you allow alerts, and receives an identifier for the app on that phone and basic details such as the phone's model and system version. Where the Android service handles any of this outside the EU, the transfer is protected by the EU-US Data Privacy Framework or the EU's standard contractual clauses.

The app deletes the requests from the phone when you sign out. It also deletes them the next time it connects after the phone is signed out from the dashboard or your login details change, the next time it is opened after the fingerprints or faces saved on the phone change, and the next time it is opened after 3 days without reaching PageMax. Removing or reinstalling the app deletes them too.

To remove the app's data from a phone, sign out in the app's Settings. You, or your firm's administrator, can also sign a phone out from the Sign-in and security page of the dashboard, for example if it is lost. Signing a phone out ends its sign-in, removes it from that page and deletes its push token. Uninstalling the app deletes the requests from the phone, but the phone stays on that page until it is signed out there.

We keep a record of each phone signed in to the app (such as its model name, when it was signed in, last used and signed out, and who signed it out) until 12 months after the phone is signed out, then delete it. The note of which requests you have opened is deleted 12 months after you last opened each one. If your login is removed, its phone records and opened notes are deleted straight away. As in the dashboard, we also keep a record of each sign-in and sign-out of a phone (the phone's model name, whose login it was and when) and of actions taken in the app, such as marking a request contacted or passing it to a colleague. That record stays part of your firm's own history, even after the phone record above is deleted. For questions about a request, contact the firm that received it; for anything else, including a request to delete your data, email hello@pagemax.co.

If the app runs into a fault, it sends us a short technical report so we can fix it: the app and phone system versions, the phone's model, which screen was open, where in the app's code the fault happened and what kind of fault it was. Reports never include request details or your name. We delete reports after 90 days. A short description of each fault, with no request details and nothing that identifies you or your phone, may be kept longer in our records of fixes. Service providers that help us fix faults may handle a report outside the EU.

You can also send us a problem report from the app's Settings. It includes what you write, your login, the app version, the phone's model and system version, and the names of the last screens you opened, but not what was on them. The app asks you to leave client names and details out of what you write. If a report cannot be sent straight away, it waits on the phone with the requests, stored the same way, for up to 30 days. Only PageMax staff read reports, to look into and fix the problem, and we keep a record of who opened each one. The alert that tells our team a report has arrived carries none of your words and no names. We may email you about a report if we need to know more. We delete reports after 90 days.

Dictation and meeting notes in the PageMax app

Where a law firm uses them, the PageMax app on iPhone and Android can record a dictation or a meeting and draft a file note from it, and for a meeting a follow-up letter to the client. Only the firm's administrator and the lawyer a request is assigned to can record on that request. Nothing is recorded until you press Record. On iPhone, recording carries on if you lock the phone. On Android, the app records only while it is open on your screen: if you leave the app or lock the phone, the recording stops and keeps what was said so far. It stops when you press Stop or at its three-hour limit, and it can also stop for other reasons, for example a call or another app using the microphone. A meeting recording picks up everyone who speaks, so before you record one, the app reminds you to get the consent of everyone present. Getting that consent is the law firm's responsibility. The dashboard can record a dictation too, and what is recorded there is handled in the same way once it reaches us.

Before your first recording in the app, it asks you to agree to how recordings are handled, and you can withdraw that in the app's Settings. Each time you agree or withdraw, we keep a record of it (your login, the phone, the version of the words, the app's version and the time) as proof, and delete it with the rest of the firm's data after the firm stops using PageMax.

While you record, the app sends the recording to PageMax in pieces over an encrypted connection. It keeps the recording on the phone, with the names of anyone who joins a meeting partway through, until PageMax confirms it has all of it, and then deletes it. Unlike requests, a recording waiting on the phone is not locked behind your fingerprint or face: it is protected by the phone's own built-in encryption, and it is never included in phone backups. If you delete a recording while you make it, the app deletes it from the phone straight away and tells PageMax, which deletes what it has received and drafts nothing. If you are signed out before a recording is all sent, it stays on the phone so it can be sent when you sign back in with the same login. If no new piece reaches PageMax for a day, PageMax makes the note from what it already has, and the app deletes what is left on the phone, at the latest the first time it is opened 72 hours or more after the sign-out. Transcripts and notes are never saved on the phone: the app holds them only in its memory. In the dashboard, the browser keeps each piece of a recording until PageMax has it, then deletes it.

At PageMax, the recording is stored encrypted in our file storage. A speech-to-text service turns it into text. We send recordings only to the service's EU address, and the service has told us in writing that the sound and the text stay in the EU. It has also told us that it keeps some records about its work in the United States, with no sound or text in them, protected by the EU-US Data Privacy Framework or the EU's standard contractual clauses. We ask it only for the words, when they were said and, for a meeting, which speaker said each part, marked only as A, B and so on. Once we have stored the text, we have the service delete its copy of the recording and the text.

To draft the note and any letter, we send the text, with your name and role, the name on the request and, for a meeting, who was present, to AI models run by specialist providers on infrastructure outside the EU, mainly in the United States, with the safeguards described under "Where data lives" below. So the words of a recording leave the EU at this step. In the dashboard, if you ask PageMax to change a draft for you, your request, the draft and the text go to the same AI models. You read the drafts, and only you, as their maker, can change or approve them. Neither the speech-to-text service nor the AI providers use recordings or their text to train AI models: the AI providers' terms rule it out, and the speech-to-text service has confirmed it to us in writing.

In the app and the dashboard, recordings, transcripts and notes can be opened only by the firm's administrator, the lawyer the request is assigned to and the person who made the note, who can still open it after the request passes to a colleague. Other roles at the firm, such as reception, cannot open them. The product gives PageMax staff no way to play your recordings, and staff who view a firm's account to help it cannot open recordings, transcripts or notes. An alert saying a note is ready, or did not finish, says only what kind of note it is and when it started, and the email when a note did not finish carries fixed words only. Neither has a name or anything from the note. With each recording, the app also sends us a short technical record of how the recording went on the phone, with no words, names or sound, which we use only to look into a recording that went wrong and delete 90 days after the note was made.

The sound is deleted as soon as its text is stored, unless your firm has chosen to keep recordings so its lawyers can listen back, for the number of days it sets, never more than 90. A recording that could not be turned into text is deleted 14 days after it was made. The text and the notes stay with the request. If the person does not become a client, the text and the notes are deleted 12 months after the request arrived; otherwise they stay until the firm deletes them. Anyone who can open a note can delete it, which deletes its recording, text, title and drafts. While the firm has marked that the person asked it for a copy of their data, and is still dealing with that, PageMax holds back these deletions, except that sound the firm does not keep is still deleted once its text is stored. For a meeting, we keep a record of who recorded it and when, that the app reminded them to get everyone's consent, who was present, who joined later and anyone who asked not to be recorded, after the rest is deleted, as part of the firm's own records. It is deleted with the rest of the firm's data after the firm stops using PageMax.

Recordings, transcripts and notes belong to your firm. The firm is the controller of this data and PageMax is its processor: we handle it only on the firm's instructions under a data-processing agreement, and never use one firm's data for another firm. Each service provider that handles this data for us is bound by a data-processing agreement to protect it as the GDPR requires. If you were at a recorded meeting, or are named in a note, contact the law firm about it. For anything else, email hello@pagemax.co.

The intake assistant on a law firm's website

The law firm websites we run carry an AI intake assistant: a chat that answers a visitor's questions and takes the details of a request so a lawyer can ring them back. A visitor is told plainly, before they type anything, that they are talking to an assistant and not to a lawyer, and the firm's phone number and email are there for anyone who would rather use them. The assistant gives no legal advice. What a visitor types belongs to the law firm, not to us: we process it on that firm's instructions under a data-processing agreement, hold it in our database in the EU, pass it to the firm, and never use it for another firm. To write its replies, the assistant uses AI models run by specialist providers on infrastructure outside the EU, mainly in the United States. Those transfers are protected by the EU-US Data Privacy Framework or the EU's standard contractual clauses, and the providers never use what passes through to train AI models.

The LinkedIn connection

Lawyers can choose to connect their own LinkedIn account so a post they have written and approved in the dashboard can be published to their own LinkedIn profile with one click. When you connect, LinkedIn shares your name, photo and a member identifier with us, and gives us a time-limited permission token that allows exactly one thing: creating a post on your profile when you press the button. We store that token encrypted, we never see your LinkedIn password, we cannot read your feed, messages or connections, and nothing is ever posted without your click. You can disconnect at any time in the dashboard or revoke PageMax from your own LinkedIn settings, and the permission expires automatically about every 60 days regardless.

Your rights

Under the GDPR you can ask us for a copy of your personal data, ask us to correct or delete it, or object to our processing: email hello@pagemax.co and we will respond promptly. You can also complain to the Data Protection Commission (dataprotection.ie).

Where data lives

Our systems store data on EU-located infrastructure: the database in Frankfurt and file storage in the EU. Some processing happens outside the EU. The AI models that help draft content, power the intake assistant and draft file notes from recordings are run by specialist providers on infrastructure outside the EU, mainly in the United States. Those AI transfers are protected by the EU's standard contractual clauses, or the EU-US Data Privacy Framework, under our data-processing agreements, and the providers do not use the data to train their models. Our task scheduling and email delivery providers also keep some records in the United States. The speech-to-text service for recordings has told us it does the same, with no sound or text in those records. Alerts from the PageMax app may also be handled outside the EU, as described above. A current list of our service providers and a copy of the safeguards for these transfers are available on request.