Retention Policy
Last updated: January 2026 · Loi 25 & GDPR compliant
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.
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.
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
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.
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.
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.
Questions & Requests
For any question about this retention policy, or to submit a deletion or access request, contact us directly: