Client Portal

What it does

Most of what clients ask a law firm is simple: where does my matter stand, what's the next deadline, which document is current, and what do you need from me? The client portal answers all of that in one place. It's also where we do several services together with you: reviewing a register, completing an impact assessment, deciding on a renewal.

It sits in the same environment as the technology described elsewhere on this site, so what you see is what our lawyers work with. Every computed deadline, notice or opinion shown to you has been checked and signed off by an attorney. Confidential content is redacted on our own hardware before any cloud AI sees it; if that check cannot run, nothing goes out. Our platform is hosted in the EU. Some functions below, such as the IP portfolio and brand monitoring detections, are also available through our IPRHQ service.

Functions

Access and permissions

Login is secure, with optional two-factor authentication. Permissions are set per user, so your finance contact sees invoices, your DPO sees the privacy registers and your IP manager sees the portfolio, without the rest.

Matters, messages and documents

Follow your matters, message us on each one, and see the documents we've shared. Proposals arrive in the portal, where you can accept or decline them, and invoices are there too.

Registers and impact assessments

For data protection and other compliance work, you edit register entries and data protection impact assessments with us in the portal. You can follow the AI Act page for your organisation too. Your attorney or DPO reviews and approves entries. Data subject requests are logged in the portal as well, as described in our guide to data subject access requests.

IP portfolio and deadlines

Your trademarks, designs, domain names and patents show up on a map, a rights chart or a list, with the renewal timeline and cost estimates. When a deadline or renewal comes up, you tell us what to do through the portal: renew, abandon, oppose or extend. See managing your IP deadlines and IP lifecycle management for the rules behind it. Watch hits and brand monitoring detections land here too, and you tell us whether to oppose, investigate or dismiss.

Cost estimates

When we've prepared a cost estimate, you see it in the portal, split into official fees, professional fees and disbursements, before you decide.

Preparing your own documents

Where the firm has prepared a set-up for you, you prepare the document in the portal with guided required fields. The result comes to us for review.

Onboarding

New clients complete onboarding and KYC checks in the portal, which keeps identity and company information in one record.

Read-only assistant

Ask a read-only assistant questions about your own data in the portal, such as which trademarks expire this year. It doesn't change anything and it doesn't give legal advice.

Reports and digests

Periodic digests and client reports appear in the portal.

A matter from start to finish

A Ghent software company becomes a client and completes onboarding and KYC in the portal. Its finance contact accepts our proposal and later views invoices. The DPO edits the register of processing activities and completes a DPIA with our attorney, who reviews and approves each entry. When a trademark renewal approaches, the IP manager sees it on the timeline with the cost estimate and tells us to renew. A brand-monitoring detection appears in the portal, and the company asks us to investigate. At year end, the digest sums up what changed. At every step, the attorney checks dates and content before they reach the client.

What you receive

• Access for your team, with the permissions you choose.
• A current overview of your matters, documents, invoices and proposals.
• Shared registers and assessments that you and your attorney complete together.
• Your IP portfolio, deadlines and cost estimates, with a way to instruct us.
• Digests and reports at agreed intervals.

Where it is used

The portal is the working surface for IP portfolio management and for DPO as a service. In tax and funding work, it holds the time records, diplomas and project documents behind the withholding tax exemption for R&D staff and the file for R&D grants and subsidies, as explained in our overview of grants and tax incentives for IP.