Client Area

Why a client area

Email is the channel through which most documents travel between a firm and its clients, and it is also the most fragile one. Attachments are replicated across intermediate servers, forwarded without control and lost in mailboxes nobody administers. When a deed signed three years ago has to be produced, it either turns up or it does not. The client area replaces that flow with a single repository, where each document has one current version and one place to look for it.

For the firm there is also a question of diligence. Article 32 of the General Data Protection Regulation requires technical and organisational measures appropriate to the risk of the processing. And the duty of professional secrecy under Article 542.3 of the Spanish Organic Law on the Judiciary, developed by Article 21 of the General Statute of the Spanish Legal Profession (Royal Decree 135/2021), requires protecting everything learned in the course of professional work. A channel with access control, traceability and immediate revocation is the ordinary way of meeting both.

What you will find inside

• The documents on your file: deeds, contracts, tax returns as filed, formal requests and decisions, organised by matter and by tax year.
• A place to upload documents: invoices, bank statements, deeds or any supporting document we ask you for, with no attachment or size limits to work around.
• Filing receipts from the Spanish tax authorities and from the public registries, with their date and reference number.
• The history of the relationship, available for as long as the engagement lasts and throughout the applicable retention periods.

How access works

Access is personal. Each authorised person receives an invitation addressed to their own email address and signs in with their own identity, not with a password shared across the file. We do not use public sharing links: a link that works for anyone holding it is not an access control.

• You will receive an email invitation, sent by Microsoft, to the address you have given us.
• The first time you sign in you will be asked to confirm your identity with a second factor: a code sent to your phone or an authenticator app.
• From then on you enter from this page or from the link you save in your browser.

If the contact person at your company changes, or ceases to be authorised, please tell us. Access is withdrawn immediately and the withdrawal is logged.

Confidentiality and data protection

Documents are held on Microsoft 365, in data centres located within the European Union. Microsoft acts as a processor under Article 28 of the General Data Protection Regulation, pursuant to the Data Protection Addendum to the Online Services Terms that forms part of the contract signed by the firm.

• Encryption of information in transit and at rest.
• Access logging: there is a record of who opens, downloads or edits each document, and when.
• Multi-factor authentication required for every external sign-in.
• Expiry and revocation of permissions, on our initiative or at the client's request.

The processing of personal data associated with the area is described in our Privacy Policy. You may exercise the rights under Articles 15 to 22 of the General Data Protection Regulation at any time by writing to info@lexon.es.

How to use it safely

• Do not share your access with third parties. If someone else at your organisation needs to consult the file, ask us for an invitation in their name.
• Give us an email address for your personal use rather than a shared generic mailbox.
• Tell us immediately if you lose control of your email account or of your device.

If you have any questions about how the area works, or need us to set up an access, write to info@lexon.es or call +34 648 642 907.