Last updated October 21, 2026.
This page explains how we handle the documents and information that attorneys and law firms share with us. It describes the practices we follow on every matter.
Before any file is shared
Every engagement starts with three things: a conflict check, a signed non-disclosure agreement and an engagement letter. We do not accept case files through this website, and we ask you not to send them by email before those are in place.
The conflict check compares the parties you name against our current and former clients and the parties they have identified. If a conflict appears, we decline the matter and tell you so without disclosing the other client’s details. The check is normally completed within one business day.
How files move
Case files are exchanged through a secure channel agreed with you at the start of the engagement: your firm’s own document system, a shared workspace with access controls, or encrypted file transfer. The same channel is used to return the finished work. Email attachments are used only if you ask for them in writing.
Who can access your files
Only the paralegals assigned to your matter and the reviewer who checks their work can open your files. Every member of the team signs a confidentiality agreement before working on any client matter. Your files are used for your matter only. They are not shared with other clients or used as samples, and they are not disclosed to anyone outside the assigned team except the providers that host our systems, or when the law requires it, in which case we tell you first where we are permitted to.
Work is done on password-protected, encrypted devices with current security updates, and access is removed when a team member leaves or a matter closes.
Who does the work
Work is performed by AquaLex’s paralegal team. If anyone outside that team ever needs to work on your matter, we ask you first, and that person signs the same confidentiality terms before any file is shared. The engaging attorney supervises the work and remains responsible for the work product and for the representation of the client.
Third-party tools and AI
We prepare work with standard legal drafting, research and document management tools. We do not enter client case information into public or consumer AI tools. Where an AI-assisted tool is used for drafting or research, we use a business service whose published terms state that customer data is kept confidential and is not used to train its models, and a paralegal reviews every output before it is released to you. If your firm or your client does not want AI-assisted tools used on a matter, tell us and we will confirm that in writing.
Retention and deletion
Working copies, including drafts, notes and downloaded records, are deleted within 30 days of a matter closing, or earlier on request, unless you ask us to keep them or a legal hold applies. Final deliverables are kept so that we can answer questions about the work, and are deleted on written request. We confirm deletion in writing when you ask for it. Routine backups kept by our hosting providers are overwritten on their normal cycle.
If something goes wrong
If we become aware of any incident affecting your information, we tell you promptly, explain what happened, and set out what we have done about it. To report a security concern, email contact@aqualexparalegal.com with the word Security in the subject line. We acknowledge within one business day, investigate, and tell you what we found and what we changed.
Your firm’s own requirements
If your firm or your client requires specific controls, such as a particular file-transfer platform, your own confidentiality terms or a data-handling addendum, send them with your request. We confirm in writing whether we can meet them before the engagement starts.