Retention Policy

01

Scope of This Policy

This policy describes how Lexoral retains, stores, and deletes the materials submitted by clients in connection with transcription mandates — including audio and video recordings, completed transcripts, and associated correspondence.

This policy applies to all clients and proceedings handled by Lexoral, regardless of jurisdiction.

02

Retention Schedule

The following retention periods apply by default:

Material	Default Retention	Notes
Audio / Video recordings	30 days post-delivery	Deleted upon confirmation of client receipt
Completed transcripts	30 days post-delivery	Retained in case of formatting queries or corrections
Client correspondence	12 months	Emails and instructions related to the mandate
Billing & invoice records	5 years	Required by applicable accounting and tax law

Clients may request shorter retention periods or immediate deletion at any time.

03

Storage & Security During Retention

All materials are stored in restricted-access, password-protected environments for the duration of their retention period:

Files are stored locally on access-controlled devices — not on shared cloud platforms
Access is limited to the transcription team directly assigned to the mandate
No file is transmitted to any third party during or after the retention period
All storage environments are encrypted at rest

04

Permanent Deletion

Clients may request permanent deletion of their materials at any time, including before the default retention period has elapsed. Upon receipt of a written deletion request:

All copies of the relevant recording(s) and transcript(s) will be permanently deleted
Deletion will be completed within 5 business days
Written confirmation will be provided to the client upon completion
Billing records will be retained as required by law, with all other client data removed

To request deletion, send a written request to secure@lexoral.org identifying the proceeding by reference number or date.

05

Chain of Custody

For each mandate, Lexoral maintains a chain of custody log documenting:

Date and time of file receipt
Names of team members who accessed the file
Date of transcript delivery
Date of file deletion (upon deletion)

This log is available to the client upon written request and is retained for 12 months following the completion of the mandate.

06

Extended Retention on Request

In some cases — particularly for ongoing litigation or multi-session proceedings — clients may request that Lexoral retain transcripts for an extended period. Extended retention arrangements are documented in writing and subject to the same security measures described above.

07

Questions & Requests

For any question about this retention policy, or to submit a deletion or access request, contact us directly:

secure@lexoral.org · France: +33 6 83 35 81 60 · Canada: +1 (514) 712-7516