PRIVACY POLICY
1. ABOUT THIS POLICY
This Privacy Policy explains how Zitheka Law Assist collects, uses, protects, and processes your personal information. This Policy may be amended or updated from time to time, so please check it regularly for updates.
About Zitheka Law Assist: This Policy is issued by Zitheka Law Assist, a legal consultancy service based in the State of Illinois, United States ("Zitheka," "we," "us," or "our"). We provide specialized legal advisory services to Malawian diaspora communities worldwide.
Who This Policy Applies To: This Policy applies to individuals who interact with our services, including clients, prospective clients, website visitors, and other users of our services ("you").
Contact Information: For questions about this Policy or our privacy practices, please contact us using the information provided in Section 16 below.
Policy Updates: We may update this Policy to reflect changes in our practices or applicable law. We encourage you to review this Policy regularly and will notify you of material changes through our website or direct communication.
2. INFORMATION WE COLLECT
We collect personal information about you in several ways:
Direct Information You Provide
- Contact Information: Name, email address, phone number, mailing address
- Professional Information: Occupation, employer details, business contact information
- Legal Matter Details: Information about your legal needs, case details, documents you provide
- Payment Information: Billing address, payment method details
- Communication Records: Emails, phone calls, meeting notes, consultation records
Information We Collect Automatically
- Website Usage: IP address, browser type, device information, pages visited, time spent on site
- Technical Data: Login credentials, access logs, system performance data
- Communication Metadata: Date, time, and duration of calls or meetings
Information from Third Parties
- Legal Documents: Court records, government filings, public records
- Professional References: Information from other attorneys or legal professionals
- Verification Services: Identity verification, background checks as legally required
3. SENSITIVE INFORMATION
Given the nature of our legal services, we may process sensitive personal information including:
- Legal proceedings and criminal matters
- Financial information
- Family and marital status
- Health information (when relevant to legal matters)
- Immigration status
- Government identification numbers
We process sensitive information only when necessary for our legal services and in accordance with applicable privacy laws and professional ethical obligations.
4. HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
Legal Services Delivery
- Providing legal consultations and advisory services
- Conducting legal research and analysis
- Preparing legal documents and opinions
- Managing ongoing legal matters
- Coordinating with attorneys in Malawi
Business Operations
- Processing payments and managing billing
- Maintaining client records and case files
- Scheduling appointments and consultations
- Providing customer support
- Managing our website and technology systems
Legal and Regulatory Compliance
- Meeting professional ethical obligations
- Complying with legal requirements
- Preventing fraud and financial crimes
- Maintaining attorney-client privilege
- Record keeping as required by law
Communication and Marketing
- Responding to your inquiries
- Sending service updates and legal alerts
- Providing information about our services (with your consent)
- Conducting client satisfaction surveys
5. INFORMATION SHARING AND DISCLOSURE
We may share your information in the following circumstances:
Service Providers and Partners
- Malawian Legal Partners: Licensed attorneys in Malawi who assist with your legal matters
- Technology Providers: Secure cloud storage, communication platforms, document management systems
- Payment Processors: Secure payment processing services
- Professional Services: Accountants, auditors, and other professional advisors (under confidentiality agreements)
Legal Requirements
- Government Authorities: When required by law, court order, or legal process
- Law Enforcement: To investigate suspected criminal activity or protect public safety
- Regulatory Bodies: To comply with professional licensing and ethical requirements
Business Transfers
In connection with any merger, sale, or transfer of our business assets
Client Authorization
When you provide explicit consent for specific disclosures
Important: We maintain strict confidentiality in accordance with attorney-client privilege and professional ethical rules. All service providers are bound by confidentiality agreements.
6. INTERNATIONAL DATA TRANSFERS
Due to the nature of our services connecting clients with legal matters in Malawi, we may transfer your information internationally, including:
- To our legal partners in Malawi
- To cloud storage providers with international infrastructure
- To government authorities in Malawi as required for legal proceedings
We ensure appropriate safeguards are in place for international transfers, including:
- Contractual protections with service providers
- Compliance with applicable data protection laws
- Secure transmission methods
- Minimum necessary data sharing
7. DATA SECURITY
We implement comprehensive security measures to protect your information:
Technical Safeguards
- Encryption of data in transit and at rest
- Secure server infrastructure
- Multi-factor authentication
- Regular security assessments and updates
Administrative Safeguards
- Employee training on data protection
- Access controls and need-to-know basis
- Background checks for personnel
- Incident response procedures
Physical Safeguards
- Secure office facilities
- Controlled access to systems and records
- Secure document storage and disposal
Important Note: While we implement robust security measures, no system is completely secure. You are responsible for maintaining the confidentiality of your login credentials and notifying us immediately of any suspected security breach.
8. DATA RETENTION
We retain your information for as long as necessary to:
- Provide ongoing legal services
- Comply with professional record-keeping requirements
- Meet legal and regulatory obligations
- Protect our legal interests
Retention Periods:
- Active Client Files: Duration of representation plus 7 years
- Financial Records: 7 years from last transaction
- Communication Records: 7 years from last contact
- Website Data: 2 years unless longer retention is required
We securely dispose of information when retention is no longer necessary.
9. YOUR PRIVACY RIGHTS
Depending on your location, you may have the following rights:
Access and Portability
- Request access to your personal information
- Obtain copies of your data in a portable format
Correction and Updates
- Request correction of inaccurate information
- Update your contact and profile information
Deletion and Restriction
- Request deletion of your information (subject to legal obligations)
- Request restriction of processing in certain circumstances
Objection and Consent Withdrawal
- Object to certain types of processing
- Withdraw consent for voluntary data processing
Complaints
File complaints with applicable data protection authorities
Exercising Your Rights
To exercise these rights, contact us using the information in Section 16. We may require identity verification and will respond within applicable legal timeframes.
Limitations
Some rights may be limited by attorney-client privilege, legal record-keeping requirements, or other applicable laws.
10. COOKIES AND WEBSITE TECHNOLOGIES
Our website uses cookies and similar technologies to:
- Enable essential website functionality
- Remember your preferences and settings
- Analyze website performance and usage
- Provide security features
Cookie Types:
- Essential Cookies: Required for basic website operation
- Analytics Cookies: Help us understand website usage
- Preference Cookies: Remember your settings and choices
Cookie Management
You can control cookies through your browser settings. Note that disabling essential cookies may affect website functionality.
11. CHILDREN'S PRIVACY
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.
12. MARKETING COMMUNICATIONS
We may send you information about our services and legal developments that may interest you. You can:
- Opt out of marketing emails by clicking the unsubscribe link
- Contact us to update your communication preferences
- Continue to receive service-related communications necessary for our legal relationship
13. THIRD-PARTY LINKS AND SERVICES
Our website may contain links to third-party websites or services. This Policy does not apply to those third parties. We encourage you to review their privacy policies before providing them with your information.
14. CALIFORNIA PRIVACY RIGHTS
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including:
- Right to know what personal information we collect and how we use it
- Right to delete personal information (subject to exceptions)
- Right to opt-out of the sale of personal information (we do not sell personal information)
- Right to non-discrimination for exercising privacy rights
To exercise these rights, contact us using the information below.
15. CHANGES TO THIS POLICY
We may update this Privacy Policy periodically. We will notify you of material changes by:
- Posting the updated policy on our website
- Sending email notification to active clients
- Including notices in our regular communications
Your continued use of our services after policy changes constitutes acceptance of the updated terms.
16. CONTACT INFORMATION
For Privacy-Related Questions:
- Email: info@zitheka.com
- Address: Zitheka LLC, 1107 E Florida Ave 32A, Urbana, Illinois 61801, United States
For General Inquiries:
- Email: info@zitheka.com
17. DEFINITIONS
- Personal Information: Information that identifies, relates to, or could reasonably be linked with you or your household.
- Processing: Any operation performed on personal information, including collection, use, storage, disclosure, and deletion.
- Service Providers: Third parties that process personal information on our behalf under contractual obligations.
- Sensitive Personal Information: Personal information requiring special protection, including legal matters, financial information, and government identifiers.
This Privacy Policy is designed to comply with applicable privacy laws including the Illinois Personal Information Protection Act, California Consumer Privacy Act, and other relevant state and federal privacy regulations.