Guide

Secure client document portal for law firms

A secure client document portal lets law firm clients upload sensitive files — bank statements, tax returns, medical records — through encrypted channels instead of email. Hivi-X provides a Canadian-hosted portal with secure guest link (no account needed) or my-id.ca sign-in, AES-256-GCM encryption, checklist tracking, and role-based firm access aligned with PIPEDA safeguards.

Why email is risky for law firms

Solicitor-client privilege and PIPEDA both expect reasonable safeguards for sensitive client data. Unencrypted email attachments, personal Gmail accounts, and ad-hoc file shares create exposure that a purpose-built portal avoids.

PIPEDA and privilege (factual framing)

Hivi-X stores documents on Canadian servers, encrypts sensitive fields at rest with AES-256-GCM, secures traffic with TLS, and runs AI on self-hosted infrastructure — client data is not sent to third-party AI providers. This supports solicitor-client confidentiality; it does not replace your firm's own policies.

Portal vs collection tool

A generic file-sharing portal stores what clients upload. A collection tool also tracks what is still missing, supports item-level clerk review, and exports an organized disclosure package. Hivi-X is built for the intake chase — not trust accounting or court form generation.

Checklist-driven requests instead of a blank upload folder.
Approve / reject / resubmit per checklist item.
Exportable PDF package for the client file.

Collect disclosure without the chase

Share a checklist on the my-id.ca portal, track what's missing, approve each upload with your clerk, and export a disclosure PDF package.

Book a 15-minute demo

FAQ

Email is convenient but offers weak safeguards for highly sensitive financial records. A Canadian-hosted portal with encryption at rest and in transit, consent-first sharing, and role-based firm access is materially safer. Hivi-X provides that through the my-id.ca client portal.

Canadian data residency, encryption at rest and in transit, checklist tracking for disclosure items, item-level review before documents enter the sworn file, clear export for retention, and no third-party AI processing of client content. Hivi-X is built for checklist-driven Ontario family law intake.

Last updated 2026-07-09.

General information for Ontario family law firms only. Not legal advice. Not affiliated with the Law Society of Ontario or the courts. Hivi-X is document-collection software — it does not generate court forms, provide trust accounting, or guarantee disclosure compliance.