Privacy Policy
How PAS collects, handles, and protects information submitted through our documentation services.
Last updated: April 2026
1. Overview
Procedural Archive Systems (PAS) provides neutral documentation and record-organization services. This Privacy Policy describes how PAS collects, uses, stores, and handles information submitted by clients in connection with those services. By using PAS services, you agree to the practices described in this policy.
2. Information We Collect
PAS collects information you submit directly, including: contact information (name, email, organization), matter details provided during intake, records and files submitted for organization (emails, photos, PDFs, notes, invoices, and other documents), and communications related to your matter. We do not collect information from third parties without your direction.
3. How We Use Your Information
PAS uses submitted information solely to: organize and structure your matter record, build and maintain your activity timeline, produce documentation outputs (Timeline Reports, Evidence Bundles, Master Indexes, Archive Snapshots), and communicate with you about your matter. We do not use your information for marketing, analytics, or any purpose outside the agreed documentation scope.
4. Record Handling and Access
Records submitted to PAS are handled only by personnel assigned to your documentation package. PAS does not share, sell, or disclose your records to third parties unless you direct a specific export or share format for an authorized recipient. Access is restricted to the scope of your active matter.
5. Data Retention
PAS retains your records and documentation outputs for the duration of your active subscription and for a reasonable period following termination, unless a specific archive or retention arrangement has been agreed. You may request deletion of your records subject to any applicable legal or contractual obligations.
6. Security
PAS takes reasonable technical and organizational measures to protect submitted records from unauthorized access, disclosure, or loss. No system is completely secure, and PAS cannot guarantee absolute security of transmitted or stored information.
7. Your Rights
You may request access to the records you have submitted, request correction of inaccurate information, or request deletion of your records by contacting PAS directly. Requests will be handled within a reasonable timeframe consistent with applicable law.
8. Scope Limitation
PAS is a neutral documentation service. It does not inspect, approve, certify, determine compliance, provide legal advice, or make findings about the records it organizes. This Privacy Policy governs information handling only—it does not expand or alter the scope of PAS services.
9. Changes to This Policy
PAS may update this Privacy Policy from time to time. Material changes will be communicated to active clients. Continued use of PAS services following notice of changes constitutes acceptance of the updated policy.
10. Contact
For questions about this Privacy Policy or your records, contact PAS directly at [email protected].