Document custody
The binding text is published in Spanish. An English translation will appear here once it has been reviewed.
This is a translation of the Spanish original. If there is any discrepancy, the Spanish version prevails.
Version 2
1. What is held in custody
All the documents in your case file: those you provide, those prepared by Iberfácil, written submissions, powers of attorney, official communications, filing receipts and the evidence packages of the signatures.
Custody is included in the contracted service; it is not invoiced separately.
2. How they are stored
- Encrypted storage, outside the public folders of the server. No document is accessible through a guessable web address.
- Authorised access in the private area. The public query by CSV has the scope described in article 6.
- Log of every access: who, when and to what. That log is auditable.
- Versioning: a replaced document does not delete the previous one; the earlier version is kept with its fingerprint.
- Encrypted backups, replicated outside the main server and with restoration tested periodically.
3. Who can see your documents
| Who | What they see |
|---|---|
| You | Everything that is yours or addressed to you |
| Iberfácil's team assigned to your case file | What their work requires |
| The assigned professional | Only the assigned case file, and only the part that their engagement requires. Before accepting, they do not see your identification data |
| Your Iberfácil Point, if any | Only the minimum for the referral and, if it has that capacity, the documentation it hands over to you or collects from you |
| Whoever has the CSV, within the scope of article 6, and the recipients of formal legal requests | In the public query, the verification record that turns out to be accessible and the original while it is available; in a formal legal request, whatever it requires |
Each document has a visibility level, and changes of visibility are audited.
4. Your rights over your documents
- Download any document of yours, individually or the complete case file, while it is retained (articles 5 and 7).
- Obtain the complete case file when the engagement is closed, in a single document with its index.
- Ask for the return and erasure of your documents, within the limits of article 5.
- Not to have documents withheld because of non-payment. Non-payment may suspend the provision of services; it cannot be used to withhold your documentation and leave you defenceless.
5. How long they are kept
| Type of document | Period |
|---|---|
| Documentation with commercial effects | 6 years |
| Documentation with tax and accounting effects | 4 years, with the exceptions of tax legislation |
| Court case file or case file with possible evidentiary value | The limitation period (prescripción) of the actions that may arise, and never less than the retention period that the professional ethics rules impose on the professional who was involved |
| Electronic signature evidence | At least the same period as the signed document |
| Documents signed with a verification code | The period applicable to their type. Once it has expired, the content is deleted; what the verifier then shows is explained in article 6.3 of these terms |
| Digital certificate issuance case files and identification videos | The specific period set by the legislation on electronic trust services |
Once the period has expired, documents are deleted or anonymised, except for the verification record and the signature evidence, which are kept in accordance with article 6.3.
6. The verification code: what is kept and what is served
If you have a secure verification code for a document, you can view its verification record and fingerprint and download the original while it is available. The verification record may also cease to be available, depending on the type of document (article 6.3).
It is verified on the domain of the brand that issued the document, at the path /csv — for example, iberfacil.es/csv for documents issued under the IBERFÁCIL brand. The exact address is printed on the document itself.
Continuity commitment. A printed code cannot be withdrawn from circulation. For that reason, Iberfácil undertakes to ensure that all issued codes can continue to be verified at iberfacil.es/csv even if the domain of the issuing brand changes, ceases to operate or passes into other hands. That commitment covers the verification record and, while it is available, the document; not the rest of the case file.
6.1 Status notice: “ANULADO” [“CANCELLED”]
The verifier shows a single status notice: “ANULADO” [“CANCELLED”], with the date and the reason for the cancellation. It appears only on manually sealed documents; all other documents are shown without a notice. The details are in the Electronic Signature Policy, article 6.1.
6.2 Authentic and in force are not the same
That a document is expired does not mean that it is false. An expired document is still exactly the one that was signed, its fingerprint still matches, and it still proves that the document was signed on that date. What has ended is its period of effectiveness, not its authenticity. The verifier does not indicate whether a document has expired: it only reports what appears in its verification record and, for manually sealed documents, whether it has been cancelled.
6.3 If the original is no longer available
Two things that pull in opposite directions meet here: documents have a retention period (article 5), and printed codes cannot be withdrawn from circulation.
This is what the verifier does today:
When the original of a document is no longer available —for example, because it has been deleted—, the verifier responds, depending on the type of document, “No encontramos ese documento” [“We could not find that document”] or shows the verification record without offering the download of the original.
The exercise of the right to erasure does not modify the verifier: the verification record, with the signatories' names masked and the fingerprint, is not deleted or anonymised for that reason. It is kept as evidence of the signature, for as long as necessary to prove what was signed and, in any event, for the limitation period of the actions that document may support (Privacy Policy, article 12).
Querying the code may return a verification record or an error, depending on the type of document and the availability of the original. That the verification record remains visible does not guarantee that the original can be downloaded.
7. If you cease to be a customer
- You are notified before the retention period expires, with time to download whatever you want.
- You can request the return of your case file in accordance with article 4.
- Afterwards, the documents are deleted in accordance with article 5.
8. Documents of collaborating professionals
The documents that a collaborating professional uploads to the platform in the context of an engagement form part of the customer's case file and are governed by these terms.
When the collaboration ends, the professional does not keep a copy of the customer's documentation beyond what their professional regulations require of them, and their access is withdrawn.
9. Limits
Iberfácil applies security measures proportionate to the risk, but no system is infallible. In the event of an incident affecting your documents, you will be informed in accordance with data protection legislation and the recovery procedure will be activated.
Iberfácil is not liable for the loss of documents that you have not uploaded to the platform, nor for the integrity of documents provided by third parties.
10. Versions of this document
Every published version of these terms is archived and remains accessible.
In the event of any discrepancy between the Spanish version and any translation, the Spanish version prevails.
This is a translation; in case of discrepancy the Spanish version prevails.