If your information security or data protection team wants to know what happens to your documents when you use document compare, this article covers it. It explains where comparisons run, what happens to the result, and what our comparison partner can and can't see.
For how to run a comparison, see Comparing document versions in lists or Comparing document versions in a data room.
The short answer
Your documents never leave Legatics. The comparison engine runs inside Legatics infrastructure, in the same region as the rest of your Legatics environment.
Runs inside Legatics: the engine is deployed within your existing Legatics environment, with the same region, controls and boundary
No third-party access: no document, redline or extract is sent to a third party, and no third party can access your environment
Data residency unchanged: turning on document compare doesn't introduce any new data residency considerations
How a comparison is processed
The comparison engine is provided by Syntheia, a specialist document comparison company. Legatics licenses their engine as software and runs it internally.
You select two Word versions of a document and choose Compare
Legatics passes both versions to the comparison engine running inside Legatics infrastructure, not to Syntheia or any external service
The engine generates the redline inside your Legatics environment and returns it to Legatics
The redline opens in the Legatics file viewer in your browser
At no point do the documents, or the redline, leave your Legatics environment.
Where your data is processed
Every Legatics environment is hosted in a specific region, and the comparison engine is deployed inside that same environment. The answer to "where is my data processed during a comparison?" is the same as the answer to "where is my Legatics data hosted?"
UK: a firm hosted in the UK compares documents in the UK
EU: a firm hosted in the EU compares documents in the EU
US: a firm hosted in the US compares documents in the US
Australia: a firm hosted in Australia compares documents in Australia
What happens to the redline
The redline is a temporary working file, not a stored report.
Cleared after 24 hours: Legatics keeps its copy for 24 hours so you can open, review and download it, then clears it automatically
Downloads are yours: any copy you download is yours to keep and lives wherever you save it, for example in your document management system
Originals untouched: comparing two versions doesn't create a new version of either document
Tip: if you want to keep the redline, download it within 24 hours and save it to your document management system.
What Syntheia can and can't see
Syntheia supplies the software that Legatics runs. They are not a recipient of your data.
Syntheia can't see
The contents of your documents, in any version
The redlines generated from them
Any text, extract or metadata taken from your documents
Your Legatics environment. They have no access and can't log in, update it or retrieve anything from it
What Syntheia provides
The comparison software, delivered as a package that Legatics installs and runs
Updates and security patches to that software, which Legatics tests and applies
Technical support to Legatics, never directly to end users
Note: the software can report basic operating information back to Syntheia, such as which version is installed and how many comparisons have been run in total. This never includes document content, file names or anything from inside a document.
Data protection and confidentiality
Because Syntheia supplies software rather than processing data on anyone's behalf, the same core facts apply whichever rules your firm works under.
UK and EU firms
UK and EU firms
Syntheia is not a data processor for your matter data. The GDPR processor rules (Article 28) and international transfer rules don't come into play, as no personal data is transferred to them. Your existing agreement with Legatics already covers the processing that takes place.
US firms and their clients
US firms and their clients
Syntheia is not a subcontractor or subprocessor and receives no client information. Outside counsel guidelines restricting the sharing of client data with third parties aren't engaged. Data stays in your Legatics region, which also answers vendor questionnaires on foreign access and requirements from clients in financial services, healthcare or export-controlled matters.
Professional obligations
Professional obligations
If you're assessing this under your duty of confidentiality: Syntheia never receives client data, can't access your environment, and doesn't appear on Legatics' subprocessor list because they don't process customer data.
Security controls
Document compare doesn't introduce new security considerations. It inherits the controls already in place across your Legatics environment.
Same permissions as the matter: if someone can't see a document, they can't compare it
Organization-level control: a System Admin decides whether document compare is available and can restrict it to specific people.
External participants: clients and counterparties can only compare documents they already have access to. Availability in a matter follows the hosting organization's settings.
Audit trail: every comparison is recorded in the matter's audit trail, so you can see who compared what and when.
Frequently asked questions
Does turning on document compare change our data residency?
No. The comparison runs in the same region and the same environment as your existing Legatics data.
Is any part of the document sent to Syntheia or any other third party?
No. Syntheia supplies the software. They never receive documents, redlines or extracts, and they can't access your environment.
Do we need a data processing agreement with Syntheia?
No. Syntheia is a software supplier to Legatics, not a processor of your data. Your existing agreement with Legatics covers the processing that takes place.
Does Syntheia need to be on Legatics' subprocessor list?
No. A subprocessor is a third party that processes customer data on Legatics' behalf. Syntheia supplies software that Legatics runs itself and never receives customer data, so they don't meet that definition.
Is the redline stored?
Only temporarily. Legatics clears its copy after 24 hours. Anything you download is under your control.
Is there an extra cost?
No. Document compare is included in your Legatics subscription. There's no separate licence, per-use fee or additional agreement to sign.
Which file types can we compare?
Two Word versions of the same document. See What you can compare for the full detail. We'll let you know as support expands to other file types.
Can we share this with our clients?
Yes. This article is written so you can pass it on to clients and other deal parties as it is.
Need more detail?
If your information security or data protection team would like more detail, speak to your Legatics account manager. They can provide the full security documentation, including written confirmation of the facts in this article, and arrange a conversation with our security and engineering team for more detailed technical or legal questions.
For anything else, reach out to us at support@legatics.com.