Security and confidentiality
Archeon represents your firm. Here is how cleaning works, what we hold, where it lives and who can see it.
What we hold, and what we never hold.
The portal keeps only what a deal needs. Your files pass through a sealed, temporary cleaning process and are never stored. Your team approves every cleaned file before a buyer sees it. Archeon keeps only a signed record of what was done.
Inventory answers
Your answers about which systems you use, how far back they go and what record types they hold.
Cleaned samples
Small sample files with identifying details removed and approved by your team, used to show buyers what the records look like. These are the only files we store.
Deal documents
Your engagement letter, NDAs and the license agreement for a deal.
Signed cleaning records
For each cleaning job, a signed record of what was done: file fingerprints, the rules applied and your approvals. You can download yours.
Never your original or full files
Your files pass through a sealed, temporary cleaning process and are never stored. Once the cleaned files reach the buyer, the job is destroyed.
How cleaning works.
Cleaning is part of Archeon’s process, so your firm does not clean files itself. Your team runs the exports. Nobody needs your logins. Here are the steps, in order.
Upload into a temporary job
You upload files over an encrypted connection into a job set up for your firm and one license. The job is sealed and temporary.
De-identification
The job removes names, addresses, client and project details and file metadata, and strips title blocks, stamps and seals. It removes identifying details. It does not replace your review.
Drawing detail cropping
Where an RFI or submittal refers to a drawing detail, the job crops that detail and attaches it to the record that refers to it.
Your approval
Your own reviewer checks the cleaned files and approves, rejects or adds redactions. Nothing goes to a buyer without your approval.
Delivery to the buyer
Approved files go straight to the buyer. Archeon does not keep a copy.
The job is destroyed
When delivery finishes, the job and everything in it are destroyed.
You keep the record
Archeon keeps only a signed record of what was done. You can download it from the portal.
A data processing agreement covers every cleaning job.
The agreement is an addendum to your engagement letter. Archeon acts as a processor for cleaning and handles your files only on your instructions.
Hosted on Cloudflare.
The portal runs on Cloudflare Workers. Records, including the signed cleaning records, are kept in a Cloudflare D1 database. The only files kept are cleaned samples, in Cloudflare R2 storage, where the storage provider encrypts them at rest. Cleaning jobs run in temporary containers that write nothing to storage. Files are encrypted in transit.
Access is limited by role.
The portal has three roles: firm, buyer and Archeon admin. Each firm sees only its own records.
| Who | What they can see | Files |
|---|---|---|
| Your firm | Your own records only: inventory answers, samples, listings and bids for your firm. A firm cannot see another firm. | Upload, download and delete your own samples and documents. Approve cleaned files before delivery. |
| Buyers before NDA | An anonymized one-page listing summary. No firm name and no files. | None. |
| Buyers after NDA | The listing detail for that listing, after accepting an NDA for that listing. | Download cleaned samples under generic file names. After a license is signed, receive the cleaned files your firm approved. |
| Archeon | Samples, documents and cleaning records for the firms we represent, to run the process on your behalf. | Manage samples and documents for the deals we run. Cleaning jobs show status only, and no one at Archeon opens a job unless your firm asks. Every action is logged. |
No passwords.
You sign in with a link sent to your email. The link expires after 15 minutes and works once. You confirm with a click before the sign-in completes.
Accounts are created by invitation from Archeon, so only people we have invited can sign in.
What gets removed before a buyer sees anything.
Samples are cleaned first. Archeon removes client names, addresses and personal data, your team checks each file, and buyers download samples under generic file names.
Some material is excluded entirely: federal and CUI work and personal data. It does not appear in any listing or sample.
Where a firm adds design files, Archeon removes title blocks, stamps, seals, coordinates, author fields, file paths and other identifying metadata before anything is listed, and your team approves the result. Project drawings are included only with the building owner’s written consent.
How long we keep files.
Cleaned samples are deleted on the schedule set in your engagement letter. Signed cleaning records are kept for the period in your engagement letter, and you can download them. Your files are not kept after a cleaning job ends, because the job is destroyed. You can delete your own uploads at any time.
You stay in control of your files.
Deletion is in your hands, and the log is available to you on request.
Delete your uploads
You can delete any sample or document you uploaded, at any time.
Download your records
Download the signed record for each cleaning job whenever you need it.
See the log
Every upload, download and deletion is logged. Ask us and we send you the log for your files.
Upload limits
Samples and documents up to 50 MB. Allowed types are pdf, csv, xlsx, docx, txt, json and zip.
Questions from your IT or counsel.
Send them to hello@archeondata.com and we answer in writing. A brief written for lawyers is on the For your counsel page.
Questions about how we handle your files?
Request a data review and ask us anything about security.
Request a data review