The contracts

How it works

Lawyers can place two types of contracts at the end of the form:

  • a personal data protection policy;
  • general terms and conditions.

The aim is to obtain the client’s consent to both contracts at the moment they first contact the lawyer.

The client must accept the contracts in order to submit the form. Consent is collected through a checkbox.

Before accepting, the client can read each contract in full and download it as a PDF.

Accessing the Contracts page

  • Go to the login page: https://app.symplicy.com/
  • Log in with your email address and password.
  • Click on the settings menu.
  • The menu opens and shows the “Firm” section. Click on this section.
  • In this section, select the “Contracts” menu.

Choosing the language of your contracts

Your contracts are organised by language (French, Dutch, English).

  • If a language tab is already there (for example “English”), click on it.
  • If the page shows “No contracts to display”, click on “+ Add a language” and select the language you need.

Tip: is your form available in several languages? Add a language for each version of your contracts.

Method 1: import your contracts as a PDF (recommended)

This is the simplest and quickest method. You import your contract as a PDF, and Symplicy extracts the text while keeping its layout: heading colours, bold text, bullet points.

  • For each contract (“General terms and conditions” and “Privacy policy”), click on the “Import a PDF” button.

  • Select the PDF file on your computer, then click on “Open”.

  • The message “File received: formatting in progress” appears. The label “processing” is shown next to the name of your file.

  • Important: wait until processing is complete before saving. Processing is complete once the “processing” label disappears. This may take a few minutes. Thank you for your patience.
  • Then click on the “Save” button.
  • The message “Contracts saved!” confirms that your contracts are now in place at the end of your form.

Checking how your contracts look

Once saved, check what your clients will see at the end of your form.

  • Open your form, for example through your magic link or your website.
  • Scroll down to the bottom of the form. Your two contracts are displayed in a box, above the checkboxes. Check that the text and layout (headings, bold text, bullet points) are correct.

  • Click on the name of a contract in the sentence “I declare that I have read and accept…”. The full contract opens: you can read it and download it as a PDF, exactly as your client would.

Tip: run this check after every new import, and for each language of your form.

Changing an imported contract

The text of an imported PDF cannot be edited in Symplicy. To change it, update your original document, save it again as a PDF, then replace the file: click on the cross to the right of the file name and import the new version.

Method 2: enter your contracts manually

Would you rather paste or write the text yourself, or be able to edit it directly in Symplicy? Use the text editor.

  • In the box for the relevant contract, click on “Enter manually” (to the right of the “Import a PDF” button).
  • A text editor opens. Write or paste your contract into this editor.
    • Tip: copy the text straight from your Word document and paste it into the editor. If your document contains tables, remove them before pasting the text.
  • In the editor:
    • do not include the title of the contracts;
    • do not paste tables.
  • When you have finished, click on the “Save” button.
  • Then check how your contracts look at the end of your form (see “Checking how your contracts look” above).

Contract placement

Note: only lawyers with administrator rights can change the placement of contracts on the platform.

Contract templates

A template of general terms and conditions is available to view and download in Word format via this link: Modèle – Conditions générales intervention – Formulaire Symplicy.docx

A personal data protection policy template is very likely provided by your Bar association.