Product and intended use
Define the configuration, people, information and tasks being assessed.
Plan, contracting entity and modules
Public claim only
The public Terms of Use are with Defeyene Legal Solutions Limited t/a Definely and are accepted by creating an account, downloading or using the Software. A separate Application EULA (revised December 2022) names the same entity. A Microsoft Store-style EULA also exists. Marketed modules: Read (also called Draft), Proof, Cascade, Enhance and Vault, plus optional MCP connectors. Help distinguishes a local (on-premise) installer from a cloud licence.
Ask: Confirm which instrument governs our Order (Terms of Use, Application EULA or a negotiated MSA), which modules including MCP are in scope, and whether we are on local, cloud or mixed tenancy.
Deployment model
Public claim only
Help: Windows MSI/EXE installer; local/on-premise activation is 'open Word and run your scan' with an embedded licence file; cloud activation uses email code or SSO. Trust Centre lists 'Draft, Proof and Vault Local Architecture Diagrams' (unread). Homepage customer quote describes Intune packaging. MCP requires an active Definely Cloud-suite licence plus a Claude or ChatGPT Enterprise account.
Ask: Which of local/on-prem, cloud or hybrid applies to each module we would buy; does Enhance/Cascade/MCP run locally; and which Office builds (Windows, Mac, web, Citrix) are supported?
Product features in scope
Public claim only
Read: definitions, provisions and cross-references in Word. Proof: automated proofreading. Cascade: knock-on effects of mark-up across related contracts (vendor says launched August 2025). Enhance: natural-language interrogation and suggested wording inside Word. Vault: semantic clause search against DMS-connected precedent, insert with definitions and cross-references. MCP exposes defined-terms, undefined-terms, references, ask-from-document, Vault search, issues list and proof check inside Claude or ChatGPT.
Ask: Which of Read, Proof, Cascade, Enhance, Vault and each MCP tool will be enabled and billed on our Order, and which remain rules-based versus generative?
Governing law and Australian coverage
Public claim only
Terms of Use: English law and exclusive courts of England and Wales. Application EULA: England and Wales, non-exclusive. HQ London (Aldgate Tower on the site footer). LLM-info lists Australia as a primary market; no named Australian customer was found. No Australian-law option was found in the public terms.
Ask: Will you accept Australian law and courts (or a non-exclusive Australian forum) for our Order, and what Australian-hours coverage and local data-handling actually apply?
Data, controls and requirements
Compare the actual configuration with firm, client and jurisdiction requirements, supported by evidence.
Client-facing use and authority to process
Public claim only
The public product is lawyer-facing (Word add-in and optional MCP inside the firm's Claude/ChatGPT). Terms require an account and authorised users; they do not state a client-facing chatbot. Clause 12 lets Definely use the customer's name and logo as a customer unless marketing@definely.com is asked to stop. No template Australian engagement-letter disclosure was found. MCP can run analysis from email or cloud storage on mobile, which expands where matter files may be processed.
Ask: Confirm there is no client-facing AI on our plan; provide wording covering hosting countries, model providers, MCP data flows, retention and training for engagement terms; can we exclude individual clients or matters; and opt us out of logo use.
Foundation-model providers
Not confirmed
Privacy appendix (16 April 2024) names Microsoft Azure as the sole User Content subprocessor (hosting). Enhance is described as Definely proprietary / RAG-based without naming GPT, Claude or Azure OpenAI. MCP (2025–2026) sends review tools into Anthropic Claude and OpenAI ChatGPT Enterprise, using the customer's account in those products. Those MCP providers do not appear on the April 2024 User Content list. Customer pin of the Word-add-in model is not documented.
Ask: Name every model family, version and hosting route that will process our content for Word Enhance versus MCP; whether we can disable MCP and pin or disable a provider; and produce current ZDR/DPA artefacts for each, including Azure OpenAI if used.
Subprocessors
Public claim only
Privacy Appendix 1 (updated independently; page last update 16 April 2024) names Microsoft Azure for User Content (will notify customers before changing these processors); Amplitude in Germany for dashboard analytics; Google Analytics (Ireland) and Microsoft Power BI (United States) for website/app usage; Stripe Payments Europe (Ireland); Keygen (Canada) for licensing; HubSpot (United States) for CRM. Help also requires amplitude.com and trydefine.com. Intercom hosts help. MCP adds Anthropic and OpenAI when enabled. Trust Centre lists a DPA behind request-access (unread).
Ask: Provide the current dated list covering Word, Vault, Enhance and MCP, with entity names, countries, data types, 30-day change notice and a right to object or terminate; confirm whether Intercom, OpenAI and Anthropic are on the User Content list for our plan.
Training and secondary use
Not confirmed
No public contractual prohibition on training foundation models on customer contracts was found. Privacy policy lists 'enhance and improve the Service and our other products' and developing new products among uses of personal information. Terms allow unrestricted use of Feedback (defined as comments, questions, ideas, suggestions) and say Feedback is not Confidential Information. Enhance 'proprietary technology' is not explained as customer-data training or as a private model. MCP copy says Claude reports Definely tool output and does not guess, which is not a training warranty.
Ask: Confirm in the signed Order that prompts, uploads, outputs, embeddings, Vault indexes, logs, feedback and telemetry are not used to train or improve any model for other customers, including Azure, OpenAI and Anthropic processing.
Feedback, ratings and product improvement
Public claim only
Terms cl 3.2: Feedback may be freely used, copied, disclosed, licensed, distributed and exploited without restriction; it is not Confidential Information. Application EULA: the Software may collect PII including feature usage and transmit it to Definely to provide and optimise services; the customer may opt out of some but not all scenarios. Amplitude is used for dashboard usage analytics.
Ask: Can in-product ratings, Amplitude telemetry and QA sampling of document content be disabled for our tenancy, and is any of it used to train models or shared beyond our tenant?
Retention of prompts, documents and logs
Not confirmed
Privacy s 6: personal information retained as long as necessary to provide the Service and for legal, records, dispute, security and fraud purposes; organisational contact details may be kept after the subscription ends. No numbered retention for contract text, Enhance prompts, Vault indexes, MCP payloads or backups. Trust Centre lists Data Backups and Audit Logging behind request-access. Local installer implies some processing can stay on the workstation; cloud and MCP do not.
Ask: For our tenancy, list retention for local caches, cloud copies, Vault indexes, Enhance prompts/outputs, MCP payloads, logs and backups, and whether ZDR applies at Azure, OpenAI and Anthropic.
Deletion on instruction and on exit
Public claim only
Terms cl 6.5: on termination, licences end and the customer must remove the Software from laptops/desktops. Cl 9.4: each party will return or destroy the other's Confidential Information on termination or written request. Privacy offers erasure rights for personal information. Trust Centre lists Data Erasure (unread). No numbered backup lag, Vault-index purge, MCP-side deletion or deletion certificate was found in a readable document.
Ask: Contract a deletion and return period (including backups, Vault indexes, MCP copies at OpenAI/Anthropic, and subprocessors), matter-level deletion, and a written certificate; confirm the period after termination during which we can export first.
Vendor and contractor access to content
Public claim only
Terms confidentiality allows disclosure to employees, members, partners, officers and affiliates with a need to know, and to government process after prompt notice. Privacy shares with service providers including customer support and IT. Application EULA allows PII including feature usage to be transmitted to Definely. Customer-visible logs of vendor access to contract text were not found. Support asks for bug reports with redacted screenshots.
Ask: Enumerate every human-access path (support, QA, abuse, legal process) at Definely and each model provider; can we require per-ticket consent; is access logged and exportable; and can human review of content be switched off?
SSO, MFA, admin controls and audit logs
Public claim only
Cloud login: email one-time code (default) or SSO to the firm's provider (example: Microsoft). Local version does not use that login flow. Licence manager URL exists. Trust Centre lists Audit Logging and Access Control Policy behind request-access. Help centre documents Intercom. SCIM, MFA-enforcement detail, and customer-exportable prompt-level logs were not found in readable docs.
Ask: On the plan we are buying, confirm SAML/OIDC SSO-only, SCIM deprovisioning, MFA, per-feature admin switches, and an exportable audit log of prompts, exports, admin changes and vendor access with stated retention.
Encryption in transit and at rest
Public claim only
MCP blog: AES-256 at rest, TLS 1.2+ in transit, same infrastructure as the Word add-in. Privacy s 8 states technical and organisational measures without naming algorithms. Key management, coverage of local caches/Vault indexes/backups, and customer-managed keys are not named in a readable contractual document.
Ask: Name algorithms and protocols for every store (including local caches, Vault indexes, logs, backups and MCP/LLM links), who holds keys, rotation, whether customer-managed keys are available, and the SOC 2 control references.
Independent security assurance
Public claim only
Trust Centre lists ISO/IEC 27001:2022, SOC 2 Type 2, GDPR, ISO/IEC 42001:2023 and Cyber Essentials. Posts: SOC 2 Type 2 recertification 28 October 2025; ISO 27001 recertification audit 4 February 2026 with 0 major/minor nonconformities (British Assessment Bureau/Amtivo); ISO/IEC 42001:2023 certification by Prescient Security. Pentest report, Privacy & Security Whitepaper, architecture diagrams and SOC 2 report are request-access and were not inspected. IRAP was not found.
Ask: Provide under NDA the current SOC 2 Type II (scope, period, exceptions), ISO 27001 and ISO/IEC 42001 certificates, Cyber Essentials certificate, the latest pentest summary covering Enhance and MCP, and any Australian Essential Eight/IRAP mapping.
Contract, DPA, confidentiality, IP and liability
Not confirmed
Terms of Use: English law; confidentiality with return/destroy on exit; liability capped at fees in the preceding 12 months; software as-is; Feedback not confidential; publicity rights unless opted out. Application EULA (Dec 2022): liability the greater of USD 100,000 or amounts payable; 3-year confidentiality; US export-control language. Trust Centre lists a Data Processing Agreement behind request-access (unread). No standalone public APP DPA URL. Privacy still cites EU-U.S. Privacy Shield (invalidated) alongside SCCs; last update 16 April 2024.
Ask: Confirm which contract applies; will you sign an APP-aligned DPA with 72-hour breach notice, flow-down to every subprocessor including MCP providers, customer ownership of inputs/outputs, Output IP indemnity, and confidentiality language that can meet NSW SC Gen 23 cl 9A?
Cross-border processing and Australian residency
Public claim only
Privacy s 7: personal information may be stored and processed in the customer's region or in Belarus, Lithuania, Sweden, the United Kingdom and the United States. Azure is named for User Content hosting without a published Azure region. Amplitude processing is Germany. Power BI and HubSpot are United States. MCP sends document analysis into the customer's Claude or ChatGPT tenancy (additional countries per those vendors). No Australian region is advertised. Belarus as a listed processing country is material for APP 8. Privacy Shield is still mentioned despite invalidation.
Ask: Is an Australian (or UK-only) region available for storage and inference; confirm whether Belarus, Lithuania or the United States will process our matter files; list MCP data flows; and state the APP-equivalent contractual commitments we can rely on.
Breach notification and incident history
Not confirmed
Trust Centre lists Data Breach Notifications behind request-access; the page was not readable without access. Public privacy policy has no numbered notification period or Notifiable Data Breaches cooperation clause. Terms require prompt notice before compelled disclosure of Confidential Information. A public status page exists but required a password when retrieved. No incident history was found.
Ask: Contract notification within a defined period (for example 72 hours) of suspected incidents affecting any Customer Data, cooperation with NDB assessments, a named security contact with Australian-hours coverage, and disclose material incidents in the last 24 months.
Change of terms, models and control
Public claim only
Privacy policy: changes posted with a revision date; material changes notified through the Service or other means. Terms are the entire agreement; modifications are not described as click-wrap mid-term except via a new order. Privacy appendix says customers will be notified before User Content subprocessors change (no numbered objection window). MCP added OpenAI and Anthropic after the April 2024 privacy update without an obvious appendix refresh. Series B June 2025 (Revaia) funded US expansion.
Ask: Lock the Order against mid-term term changes; require written notice and a testing window before model, prompt, MCP or retrieval changes; and give us termination and data-return rights on change of control, discontinuance or a prohibited-provider substitution.
Export, transition and shutdown
Public claim only
On termination the customer must uninstall the add-in; Confidential Information is returned or destroyed on request. Privacy includes a portability right for personal information. No bulk-export of Vault indexes, playbooks, Enhance history or MCP logs, no post-termination read-only window, and no escrow were found. Local architecture may leave artefacts on endpoints that IT must wipe.
Ask: Demonstrate a full tenancy export (Vault indexes, playbooks, prompts, outputs, audit logs) in open formats, a 30–90 day retrieval window, deletion including local caches and MCP copies with a certificate, and transition assistance rates.
DMS, MCP and storage connectors
Not confirmed
Vault connects to iManage, NetDocuments and (homepage) SharePoint to search and insert clauses. MCP connects Definely tools into Claude.ai/Desktop/mobile and ChatGPT Enterprise; Word remains the place documents are finalised, but MCP can analyse uploads from email or cloud storage and combine with Gmail, Drive or Outlook connectors in Claude. Help: cloud needs *.definely.com, *.trydefine.com and Amplitude. Permission mirroring versus copied indexes is not specified in a readable spec.
Ask: For each DMS and MCP connector we would enable, show the identity used, scopes, whether documents are copied, how walls propagate, what is sent to Claude/ChatGPT, and how we disconnect and purge copies.
Open-web retrieval
Not confirmed
No general open-web browse feature was found on product pages. Vault searches the firm's own repository. MCP may combine with other Claude connectors (Gmail, Google Drive, Outlook) if the customer enables them in Claude — that is the customer's Claude configuration, not a Definely web-search toggle documented here.
Ask: Confirm Definely itself does not retrieve the open web; can Vault/MCP be limited to named stores; and what query payload leaves the tenant?
Agent actions and confirmation gates
Not confirmed
Enhance can propose alternative clause text with an 'insert as plain text' control in marketing screenshots. Vault automatically inserts a clause plus definitions and updates cross-references. Cascade analyses knock-on effects. MCP tools run from a Claude or ChatGPT conversation, including bulk folder checks and mobile upload. No public list of actions that require per-action confirmation, write-back locks, or prompt-injection testing was found.
Ask: List every action Read, Enhance, Vault, Cascade and MCP can take on Word, DMS or email; which require explicit per-action approval; how untrusted document text is isolated from instructions; and provide the latest injection/red-team summary.
Human review of outputs
Public claim only
The product is built to keep the lawyer in Word. MCP marketing states accountability sits with the lawyer, not the model, and that asking an AI to mark its own homework is not a credible answer. Enhance and Vault still offer insert/automated-update actions. There is no documented mandatory supervisor sign-off, junior-user gate, or exportable per-output review log with model version that ordinary users cannot disable.
Ask: Can we require supervisor sign-off before inserts or redlines leave the firm, export a per-document record of model version and reviewer, and disable any workflow that applies changes without a human click?
