Use case · Legal practice
Contracts, briefs and invoices without client data when they leave the firm
Share templates, file documents or use external tools without exposing your client or the other side.
The problem
Firms reuse contracts as templates, file documents in other proceedings, send them to experts or review them with third-party tools. Names, ID numbers, addresses, bank accounts and signatures travel with every copy.
Professional secrecy does not distinguish between an email and a cloud tool: whatever must not leave has to be removed first.
What gets anonymized
With the «Contract with side signature stamps» and «Invoice» templates:
Signatories, including vertical stamps in the margin
«Contract» template (GDPR anonymization, QR codes and digital signatures)
ID numbers, tax IDs, email and IBAN
Patterns [G] DNI / NIF, [G] CIF, [G] Correo electrónico and [G] IBAN español
Addresses of the parties
AI option «Addresses»
Scanned handwritten signature
A manually drawn zone or a figure pattern
What must stay visible: subject, price and terms (or items and totals on invoices)
Left out of the selection by template design
Fictitious document
Before and after: services contract
Fictitious contract with an e-signature stamp in the margin. Parties, IDs, addresses, IBAN and the side stamp are hidden; subject, price and terms remain.
How it was done
- «Contract with side signature stamps» template (GDPR anonymization, QR codes and digital signatures, Addresses).
- Patterns [G] DNI / NIF, [G] CIF and [G] IBAN español.
- Subject, price and duration stay visible.
Mock-up image built from a synthetic PDF: it reproduces the selection of the options listed, it is not an engine screenshot.
Templates and features used
«Contract with side signature stamps» template
Hides signatories (margin included), QR codes and addresses; keeps subject, price and terms.
«Invoice» template
Hides the client's personal data and keeps items, bases, VAT and totals.
Pseudonymization with a map
Replace parties with consistent pseudonyms to work on the case and reverse with the map when needed.
Native Word and Office
Anonymize the .docx directly, without converting it to PDF.
Regulations that usually apply
- UK GDPR, DPA 2018 and EU GDPR
- The firm is the controller of its clients' data; minimisation applies every time a document is shared.
- Professional confidentiality
- Solicitors' duty of confidentiality (in England and Wales, the SRA Code of Conduct), legal professional privilege and equivalent bar rules elsewhere require client information to be protected, including towards tools and suppliers.
- Processor
- Politeia Soft acts as processor; processing takes place in the European Union, without external language-model APIs.
- Note
- Guidance only, not legal advice. Deciding what to publish or share, and on what legal basis, is up to the data controller.
Frequently asked questions
Can I anonymize a Word file without converting it to PDF?
Yes. Word, Excel and PowerPoint are processed in their original format and downloaded in the same format.
What if I need the real names later?
Use pseudonymization: the equivalence map lets you reverse the document. Anonymization, by contrast, is irreversible.
Would you rather integrate it into your document management system? See the developer portal
Does your firm share documents with third parties every day?
We will show you the contract and invoice templates with your firm's own models.
Request a demo