Legal information
Terms and Conditions
1. Provider information
Lex365 is provided by Rafael Rocha & Santos Cordeiro, Portuguese legal entity and tax identification number 517207346, with its registered office at Rua Ruben de Carvalho, n.º 1, Setúbal, Portugal, hereinafter referred to as “RRSC”.
Enquiries concerning Lex365 may be sent to info@lex365.net.
These Terms govern the use of the lex365.net website and, when accepted as part of the contracting process, access to and use of the Lex365 software.
2. Intended customers and scope
Lex365 is intended for professional use by lawyers, law firms, legal departments and other organisations, hereinafter referred to as the “Customer”.
The software provides tools to support the management of clients, matters, documents, knowledge, time entries and deadlines, integrated with Microsoft 365 services. Certain plans also support connections to compatible artificial intelligence assistants.
The features provided are those identified in the plan or commercial proposal accepted by the Customer, subject to the relevant technical requirements, authorised permissions and necessary third-party services.
Anyone entering into an agreement on behalf of an organisation represents that they have the authority to bind that organisation.
3. Contract formation and applicable documents
Before entering into an agreement, the Customer will receive or have access to these Terms and the specific conditions of the offer, including the plan, licensed users, price, setup services, subscription term, renewal arrangements and cancellation rules.
An agreement is concluded when the Customer expressly accepts a proposal, signs a contract or completes the applicable purchasing process.
A request for information or a demonstration does not, by itself, constitute an agreement to purchase.
Specific conditions expressly agreed between the parties prevail over these Terms in the matters they specifically address. The data processing agreement prevails in matters concerning the processing of personal data.
Where a purchase is made through Microsoft Marketplace or another authorised channel, that channel’s applicable purchasing, billing, payment, renewal and cancellation conditions also apply.
4. Licence to use Lex365
For the duration of the agreement, RRSC grants the Customer a non-exclusive licence to use Lex365 for its professional activities, within the limits of the subscribed plan.
The Customer may grant access to its employees and other authorised users, subject to the applicable licence limits and permissions. Each individual licence must correspond to an identified user, without prejudice to reassignment under the agreed conditions.
Unless authorised in writing by RRSC or permitted by mandatory law, the Customer may not resell, sublicense or make Lex365 available to third parties as a standalone service.
The Customer must not circumvent licensing or security controls, introduce malicious code or use the software to access information without authorisation. Restrictions on copying, modifying or analysing the software are subject to any rights that mandatory law grants to users.
5. Technical requirements and setup
Using Lex365 requires a compatible Microsoft 365 environment with the services, licences, capacity and permissions necessary for the subscribed features.
Microsoft 365 licences and AI assistant subscriptions are the Customer’s responsibility unless expressly included in the commercial proposal.
Initial setup may include connecting to SharePoint and preparing the lists, libraries and settings required for operation. Data migrations, integrations, training, custom development and other additional work are defined in the applicable proposal.
The Customer must provide the necessary technical cooperation and ensure that permissions are granted by individuals authorised to administer its environment.
6. Accounts, permissions and acceptable use
The Customer is responsible for identifying authorised users, assigning appropriate permissions, protecting user accounts and revoking access when it is no longer required.
The Customer must use Lex365 lawfully and respect third-party rights, professional obligations and applicable confidentiality requirements.
RRSC is responsible for the measures and operations under its control. Administration of the Customer’s Microsoft 365 environment remains the Customer’s responsibility to the extent that it has not been expressly included in the contracted services.
Any suspected unauthorised access or incident involving Lex365 must be reported to RRSC without undue delay.
7. Customer data and documents
The Customer retains its rights in the data, documents and other content it enters or makes available through Lex365.
Under the architecture provided, operational data and documents are stored in the SharePoint lists and libraries configured for the Customer. This storage arrangement does not exclude the data flows necessary for authentication, integrations, support or any AI features used.
The Customer authorises only the access and processing necessary to provide the contracted services, in accordance with the permissions granted and applicable instructions.
The Customer must ensure that its content and the processing of that content are lawful, including compliance with applicable information requirements and the existence of an appropriate legal basis.
Responsibilities for retention, backups, recovery and data export must be identified in the agreement. Storage in SharePoint does not, by itself, mean that the Customer has purchased a separate backup service from RRSC.
8. Confidentiality and personal data protection
Each party must protect the other party’s confidential information and use it only to perform the agreement. Access must be limited to individuals who need it and who are subject to appropriate confidentiality obligations.
This obligation continues after termination of the agreement. It does not prevent disclosures required by law, provided that such disclosures are limited to what is necessary.
RRSC’s processing of personal data for contact management, commercial relationships and billing is described in its Privacy Policy, available at https://lex365.net/en/privacy-policy.html.
Where RRSC processes personal data on behalf of the Customer, that processing must be governed by a separate data processing agreement under Article 28 of the GDPR before the processing begins.
That agreement will address, among other matters, the processing activities, security measures, subprocessors, international transfers, assistance to the Customer and the handling of data when the services end.
Acceptance of these Terms does not constitute blanket consent to the processing of personal data.
9. Artificial intelligence and connectors
AI features depend on the subscribed plan, a compatible assistant and the permissions and tools made available.
Using a connector may transmit to the external assistant the information necessary to perform the requested query or operation. The Customer must assess the suitability of the selected service, its data processing terms and its compatibility with professional secrecy and other applicable obligations.
RRSC will not use the Customer’s confidential content to train AI models. The conditions of external services selected by the Customer must be assessed separately, including their data retention and data usage settings.
AI responses may contain errors, omissions or outdated information. Users must verify responses and proposed or completed operations, particularly those involving documents, deadlines or changes to records.
The availability of an integration does not guarantee that every plan or configuration offered by an external assistant is suitable for the Customer’s information.
10. Deadlines, calendars and time entries
Deadline, calendar, alert and activity recording features support the organisation of professional work.
The Customer and its users must verify the dates, notifications, deadline calculation rules and other information necessary to fulfil their professional obligations. They must not rely exclusively on an alert or synchronisation to monitor a deadline.
Activity captured from Microsoft 365 serves as a memory aid. Users must verify the matter, description and duration of their work before using a time entry for billing or other purposes.
These responsibilities do not release RRSC from liability for breaches of obligations attributable to RRSC.
11. Prices and payment
Prices, user quantities, setup fees, discounts and billing frequency are those specified in the accepted offer.
Applicable taxes will be added to prices unless expressly stated to be included.
The display of a monthly price does not, by itself, determine the contractual commitment period. The subscription term, renewal arrangements and cancellation deadlines must be expressly stated in the conditions accepted by the Customer.
Price changes will not apply retroactively. Where a change applies to a renewal, it will be communicated before the deadline by which the Customer may decline that renewal.
In the event of late payment, RRSC may claim outstanding amounts and statutory interest and, after giving written notice and a reasonable opportunity to remedy the non-payment, suspend the affected services.
12. Support, maintenance and availability
RRSC will provide the services with professional care and diligence and will seek to correct reproducible errors affecting the contracted features.
Support requests may be sent to info@lex365.net. Support hours, response times and guaranteed service levels apply only where expressly agreed.
Interruptions may occur due to maintenance, updates, incidents or the unavailability of external services. Where reasonably possible, scheduled work with a material impact will be communicated in advance.
Dependencies on external services do not release RRSC from its duty to act diligently in relation to components under its control.
13. Intellectual property and third-party services
Rights in Lex365, its documentation and the materials provided belong to RRSC or their respective rights holders, without prejudice to the Customer’s rights in its own content.
Payment of licence fees does not transfer ownership of the software or grant access to its source code unless agreed in writing.
Third-party services and components are subject to their respective licences and conditions. Microsoft, Microsoft 365, SharePoint, Teams, Outlook, ChatGPT, Claude and other names belong to their respective owners.
Lex365 is an independent solution. Integration with a service or publication in a marketplace does not mean that the relevant operators are the providers of Lex365.
14. Term, suspension and termination
The agreement remains in force for the expressly agreed period. Automatic renewal applies only where clearly specified and accepted, including the renewal period and the deadline and method for declining renewal.
Either party may terminate the agreement for a material breach by the other party that remains unremedied within a reasonable period after written notice, unless the nature or seriousness of the breach justifies immediate termination.
RRSC may suspend access, to the extent necessary, where it presents a concrete security risk or involves unlawful use. The Customer will be informed as soon as possible, and access will be restored when the grounds for suspension cease to exist.
Suspending or terminating access to Lex365 does not, by itself, delete data held in the Customer’s SharePoint environment. RRSC will not delete such data as a consequence of cancellation without the Customer’s instructions or an applicable legal basis.
The Customer remains responsible for its subscriptions with Microsoft and other providers. Additional assistance with data export or migration must be agreed between the parties. Data processed by RRSC on behalf of the Customer will be handled in accordance with the data processing agreement.
Any refunds due following a breach or early termination will be determined by the agreement and applicable law.
15. Liability
Each party is liable for damage attributable to it under applicable law and the obligations it has undertaken.
Using Lex365 does not constitute the provision of legal advice and does not guarantee any particular professional outcome.
Liability for failures involving permissions, configurations, external services or user actions will be assessed according to their cause and each party’s obligations.
Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability arising from wilful misconduct or gross negligence.
16. Amendments, governing law and notices
RRSC may update these Terms to reflect changes in law, technology or the operation of the service. Each new version will be identified by its date.
Material changes affecting existing agreements will be communicated in advance and will require acceptance or another valid contractual and legal basis. Publishing a new version on the website does not, by itself, amend the conditions of an already contracted period.
The agreement is governed by Portuguese law, without prejudice to applicable mandatory legal provisions. Disputes will be submitted to the courts having jurisdiction under applicable law.
Contractual notices must be made in writing to info@lex365.net and to the contact address provided by the Customer.