Built for the most confidential documents your clients have
Bank statements, tax returns and super statements deserve better than an email attachment. Here's how they're protected.
Hosted in Australia
Matter Folio runs in Sydney. The database and every uploaded document are stored in Sydney, Australia.
Two-step sign-in for staff
Firm staff sign in with a password and a code from an authenticator app on their phone. If a phone is lost, the authenticator is reset only after identity is confirmed, and the person is emailed to say it happened.
Everyone sees only what they should
- Firms see only their own matters. This is enforced by the database on every request, not just by the screens.
- Clients see only their own items on their own matter.
- The other side's lawyers see what they upload and what you disclose to them. Never your client's other documents, your notes, your reviews or your balance sheet.
- Staff notes and settlement scenarios are visible to your firm only.
Encrypted in transit and at rest
Connections use HTTPS, and stored data and documents are encrypted at rest by our hosting providers. Documents are only ever served through short-lived, signed links to people allowed to see them.
A complete activity trail
Every request, upload, review, disclosure, download and withdrawal is recorded in the matter's activity, with who did it and when. If there's a question later about what was provided, the answer is on the matter.
Careful emails
Emails to clients and the other side never include document names or amounts, only that something needs attention. The details are behind sign-in.
Retention and deletion
Closed matters are kept for your firm's retention period, then deleted automatically, with a warning to firm admins 30 days before. Firm admins can keep a matter, for example during an appeal, or delete it sooner. You can download a full export of any matter at any time.
Privacy
We handle personal information in line with the Australian Privacy Principles. Read our privacy policy.
Security questions
Where is the data stored?
In Sydney, Australia. The application runs in Sydney, and the database and documents are stored there too.
Can one firm see another firm's matters?
No. Every request is checked by the database itself against who is asking, so a firm only ever sees its own matters.
Can the other side see our client's documents?
Only the documents you choose to disclose to them, and you can see when each one was first downloaded.
What happens to a matter when we close it?
It's kept for your firm's retention period (7 years unless your firm admin changes it), then deleted automatically. Firm admins are emailed 30 days before, and can keep a matter or delete it sooner.
Questions from your IT or risk team?
We're happy to answer them in writing, or in a call with your team.