Terms of Service

These Terms of Service (“Terms”) govern your use of Asem Legal: the desktop app, the iOS and Android apps, the web consoles, the APIs and the website at asemlegal.com (together, the “Service”). The Service is provided by Asem Legal Software, Ghana (“we”, “us”). By creating an account or using the Service, you agree to these Terms. If you use the Service for a law firm or other organisation (a “Firm”), you confirm that you are authorised to accept these Terms on its behalf.

1. The Service

Asem Legal is software for managing a legal practice. It covers matters, clients, documents, calendars, billing, collaboration, compliance workflows and optional AI features. Features can depend on the Firm’s plan and on the settings its administrators choose.

2. We are not a law firm

Asem Legal Software does not provide legal advice and does not create a lawyer–client relationship with anyone. Legal research results, AI-generated drafts, reviews and suggestions, conflict-check results, and identity or AML screening results are tools to support professional judgement. They are not a substitute for it. The Firm and its lawyers remain fully responsible for their advice, filings and professional obligations, including those under the Legal Profession Act, the rules of the General Legal Council and anti-money-laundering law.

3. Accounts

• Firm administrators create and manage user accounts and roles. You must give accurate information and keep your sign-in details confidential.
• You are responsible for activity under your account. Tell us immediately at info@mail.asemlegal.com if you suspect unauthorised access.
• You must be at least 18 years old and use the Service for professional purposes.

4. Firm data

The Firm owns all content it and its users put into the Service (“Firm Data”). The Firm grants us a limited licence to host, process and transmit Firm Data only to provide, secure and support the Service. We process Firm Data as a processor under our Privacy Policy and any data processing agreement with the Firm. We don’t use Firm Data to train AI models. The Firm is responsible for having a lawful basis to put personal data into the Service and for responding to its clients’ data-protection requests.

5. Acceptable use

You must not:

• use the Service for anything unlawful, fraudulent or in breach of professional rules;
• upload malware, or try to gain unauthorised access to the Service, other Firms’ data or our systems;
• probe, scan or load-test the Service, or reverse engineer it, except as the law expressly allows;
• record a call or meeting without the consent the law and the Service require;
• resell or sublicense the Service, or use it to build a competing product;
• send spam or unsolicited messages through the Service’s email or SMS features.

6. Professional-conduct schedule

Asem Legal builds in controls that help a Firm meet its professional obligations in Ghana. They support the Firm’s compliance; they don’t replace it. By using the features below, the Firm agrees to the following.

6.1 Instruments that can’t be signed electronically (Act 772)

Under the Electronic Transactions Act, 2008 (Act 772), an electronic signature is not valid for a will or codicil, a conveyance, transfer or lease of an interest in land or immovable property, a power of attorney, a trust instrument, or an affidavit or statutory declaration. The Service refuses to send these for e-signature and offers an in-person (“wet-ink”) workflow instead: a printed execution package with a tracking code on every page, signature in ink in person, a scan sealed with a SHA-256 hash, and an attestation of the date, place, witnesses and, for sworn instruments, the Commissioner for Oaths or Notary Public. The Firm will classify instruments correctly, won’t try to e-sign an excluded instrument, and will make sure oaths and declarations are administered in person before the scan is uploaded. Whether an instrument needs an advanced or a simple electronic signature is for the Firm’s responsible practitioner to decide.

6.2 Client trust money

The trust-accounting module is a bookkeeping ledger, not a bank, escrow agent or deposit-taker. The Firm keeps its client money in designated client accounts at banks licensed by the Bank of Ghana, separate from its office accounts. The Service enforces that a client ledger never goes negative, that every movement is approved by a second person (two for large withdrawals, one of them the managing partner), that one client’s money never funds another’s, and that client due diligence is approved before money moves. The Firm won’t work around these controls and is responsible for its bank reconciliations.

6.3 Online payments to the Firm

Online payments from a Firm’s clients go through the Firm’s own payment-provider accounts (for example Paystack, Hubtel, Stripe or Flutterwave), never through ours. Payments for fees settle to the Firm’s office account; client deposits settle only to its client trust account (or a trust subaccount). Processing fees are never taken out of client money: they are paid by the payer or by the Firm’s office account. The Firm’s gateway keys are encrypted at rest; we can’t read them back to anyone, including the Firm.

6.4 Client feedback is internal

Client feedback collected through the Service is a confidential, internal quality measure, visible only to the Firm’s partners and administrators. Consistent with the Legal Profession (Professional Conduct and Etiquette) Rules, 2020 (L.I. 2423), the Firm won’t publish, syndicate or advertise ratings, star scores or testimonials from the Service, and we don’t publish any directory, ranking or comparison of lawyers.

6.5 Fees and engagement letters

The Firm’s fees rest on an engagement letter that sets out the agreed fee basis. Contingency fees can only be set up once our counsel’s sign-off is on record and the Firm has opted in. They are never available in criminal, matrimonial, custody or other family matters, they are capped, and they take effect only when the client signs an engagement letter that contains them. The Firm is responsible for its fee arrangements complying with the law on maintenance and champerty.

6.6 AI output is verified before use

AI drafting, review and research tools don’t give legal advice. The Firm will have a qualified practitioner review and verify every AI-generated draft, citation and deadline computation before it’s filed with a court or sent to a client.

6.7 Data stored outside Ghana

Firm data is stored in the European Union (see the Privacy Policy). The Firm’s engagement letters tell its clients this and obtain their consent; the Service’s engagement-letter workflow includes that notice.

7. Fees

Firm subscriptions are billed under the Firm’s order or plan, and we invoice the Firm directly. Unless stated otherwise, fees are payable in advance, are non-refundable and exclude taxes. The mobile apps are free to download and contain no in-app purchases. Access comes with your Firm’s subscription. If an invoice is overdue, we may suspend access after giving notice.

8. Third-party services

Some features rely on third parties, for example Google or Microsoft calendars, SMS gateways, identity verification, legal-research databases and the Firm’s own payment providers. Your use of those services is also governed by their own terms, and we are not responsible for their availability or content.

9. Our intellectual property

The Service, its software, design and documentation belong to Asem Legal Software and its licensors. We grant you a non-exclusive, non-transferable right to use the Service during the subscription, under these Terms. If you send us feedback, we may use it without any obligation to you.

10. Availability and changes

We work to keep the Service available and secure, but it may be interrupted for maintenance, updates or reasons outside our control. We may change or improve features. If we remove a material feature the Firm pays for, we will give reasonable notice.

11. Suspension and termination

The Firm may stop using the Service at any time. We may suspend or end access if you seriously breach these Terms, if the law requires it, or to protect the Service or other users. Where possible we will give notice first. After termination, the Firm may export its data for 30 days. After that we delete it, as described in the Privacy Policy, except where retention is required by law or a legal hold.

12. Disclaimers

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”. To the extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We don’t warrant that AI output, research results or screening results are complete or accurate.

13. Limitation of liability

To the extent the law allows, we are not liable for indirect, incidental, special or consequential losses, or for lost profits, revenue, data or goodwill. Our total liability arising from the Service in any 12-month period is limited to the fees the Firm paid us for the Service in that period. Nothing in these Terms limits liability that cannot be limited by law.

14. Indemnity

The Firm will defend and indemnify Asem Legal Software against third-party claims arising from Firm Data, the Firm’s legal services, or the Firm’s breach of these Terms or of applicable law.

15. App store terms

If you download a Asem Legal app from the Apple App Store or Google Play, these Terms are between you and Asem Legal Software, not Apple or Google. Apple and Google have no obligation to provide maintenance or support for the app. If you use the iOS app, Apple’s Licensed Application End User License Agreement also applies, as long as it does not conflict with these Terms. Apple and its subsidiaries are third-party beneficiaries of these Terms and may enforce them against you. You confirm that you are not located in a country subject to a U.S. government embargo and are not on any U.S. government list of prohibited or restricted parties.

16. Governing law

These Terms are governed by the laws of the Republic of Ghana. The courts of Ghana have exclusive jurisdiction, but either party may seek urgent injunctive relief in any competent court.

17. Changes to these Terms

We may update these Terms. We will give account administrators at least 30 days’ notice of material changes. If you keep using the Service after the changes take effect, you accept the updated Terms.

18. Contact

Asem Legal Software, Ghana
Email: info@mail.asemlegal.com