Every order on record. Every handover provable.
You are the addressee. Orders reach you through whatever channel your Member State uses, and the evidence goes back through whatever channel will carry it — and in between, the record of what you received, what you held, who collected it and when it was destroyed lives in a mailbox and a spreadsheet. The Evidence Register is where that record belongs instead. Encrypted, hosted in the European Union, and unreadable to us.
Joint and several liability, kept in a spreadsheet.
A legal representative is liable alongside the provider it represents, and Article 3(5) of the Directive refuses the absence of an internal procedure as a defence. When an enforcing authority asks what you received, when you received it, what you handed over and what became of it afterwards, the answer has to be a record — not a reconstruction from an inbox. Most representatives holding a handful of orders a year have never had a system worth the name. This is that system, and nothing more than that.
One place for the orders, and for the evidence that answers them.
Two halves. The register keeps track of the orders you are answering. The store holds the files, and fixes the facts about them that you may later have to prove.
Record the order, however it reached you
Orders arrive on a national portal, by secure email, by post, by hand. You enter what the file needs and no more: the issuing authority and case reference, the provider concerned, the categories of data requested, and the deadline that runs against you. One order, one record.
See every provider you represent, in one list
How many orders each of your providers has drawn, which are open, which are approaching a deadline and which are closed. When a client asks how much of this there has been, or an authority asks the same, the answer is a figure rather than an estimate.
Upload the evidence, dated on arrival
Files attach to the order they answer. The date and time are fixed at the moment the file arrives — not typed in afterwards, not adjustable later, and not adjustable by us. What the register says about when you received something is what happened.
Unaltered, and demonstrably so
Each file carries a fingerprint taken as it was stored and checked again on the way out. A file cannot be revised in place: if a single byte differed, the register would say so rather than quietly serve it. The version you uploaded is the version the authority gets.
The authority collects it, and that is recorded
You issue access to the authority named on the order, protected by a passphrase you pass to them separately. When they collect, the register records that it happened and when. Proof of handover stops depending on whether someone kept the email.
Deleted when it should be, and evidenced
Retention runs from the order rather than from somebody's memory. When the time comes the files are destroyed and the destruction is verified — while the record of the order survives it, so you can still show what was held, for how long, and that it is no longer held.
Four steps, for each order you receive.
Nothing here asks you to change how orders reach you, or to move a client relationship. You keep the mandate, the correspondence and the decisions; the register keeps the record.
Record
Open an order from what you were served: authority, case reference, the provider it concerns, the data sought, the deadline. It takes a minute, and it is the last time anyone has to reconstruct it.
Upload
The evidence produced against the order goes in, encrypted as it is written, with the arrival time fixed and a fingerprint taken. Large files are expected.
Hand over
Issue access to the issuing authority, pass the passphrase to them through a separate channel, and let them collect. The collection is recorded against the order as it happens.
Close & delete
When retention ends, the files go and the deletion is verified. The order record remains — the dates, the fingerprints, the collection — as your evidence that the whole thing was handled properly.
We host it. We cannot read it.
Every file is encrypted before it is written, under a key belonging to that order alone. Nothing readable is kept — not in the database, not in the file store. LexGate staff cannot open what you put in your register, and no other representative on the platform can see that it exists: your register is isolated from every other one. Hosting is EU-resident. Beyond that, how it is built is not something we publish.
What the Evidence Register is not.
Said plainly, because a representative deciding whether this fits needs the limits before the features.
It does not receive orders for you
There is no link to the decentralised IT system here. Orders reach you as they always have, and you enter them. A managed e-CODEX connection is a separate part of the LexGate platform, offered selectively — it is not part of this, and using the register does not put you in line for it.
It does not decide what you disclose
Whether an order is executed, whether a ground for refusal applies, what notification you owe and when — all of that stays with you and your client. The register records the decision and its date. It does not make it, and it does not advise on it.
It does not change who the addressee is
Using the platform does not make LexGate anyone's legal representative and moves no liability from you to us. You remain the appointed addressee for your providers; we host the record, under a processor agreement, and nothing more.
It does not certify your compliance
The register records what you did, accurately and provably. Whether what you did satisfies Regulation (EU) 2023/1543 in a given case is a question for your judgement and your counsel — not something a piece of software is in a position to assert.
It is in build, and we say so
The Evidence Register is in development and available to an early group only. There is no general availability date to quote and no pricing to publish. What the early group asks for is what gets built next.
It does not tie you to us
Your records and your files are yours and come out in a usable form whenever you ask, including on the way out. A register you cannot leave is not a register — it is a hostage.
Before you ask for access.
Who is this for?
Legal representatives appointed under Article 3(1)(b) of Directive (EU) 2023/1544, and designated establishments under Article 3(1)(a), who already act as the addressee for one or more service providers. It is aimed at smaller representatives — a law firm, a compliance practice, a single-jurisdiction representative with a handful of clients — for whom building a system of record has never been proportionate, but keeping one is still an obligation.
Do orders arrive through the platform?
No. Orders reach you through whatever channel serves you today, and you record them in the register by hand. The register is deliberately indifferent to how an order arrived: a national portal, secure email, post, or service in person all produce the same record. The managed connection to the decentralised IT system is a separate part of the LexGate platform and is offered to selected representatives only.
Can LexGate read the evidence we upload?
No. Files are encrypted before they are stored, under a key specific to the order, and nothing readable is kept anywhere in the system. Our staff cannot open your files, and neither can any other representative using the platform — each register is isolated. We can tell you that the encryption is there and that it holds; we do not publish the internals.
What can we actually show an enforcing authority?
For any order: when it was recorded and what it required, which files answered it, when each arrived, the fingerprint proving each is unaltered, when the issuing authority collected them, and when they were destroyed. The order record outlives the files, so a deleted case still evidences that it was held lawfully and disposed of on time.
Does using it make LexGate our representative, or our competitor?
Neither. LexGate acts as legal representative for service providers established outside the Union — that is a different service to a different customer, and it is described on the services section of our homepage. Where you are the appointed representative, you remain so; we host your register as a processor and have no relationship with your clients.
When can we use it, and what does it cost?
It is in build. Early access is open to a small number of representatives who are willing to tell us how they work now and to use something unfinished. There is no published price and no general availability date — when there is, the early group hears first.
The register is being built. The early group shapes it.
If you act as a legal representative or designated establishment and you keep your orders in a mailbox and a spreadsheet, tell us how that works now. What you send below is what shapes what gets built next — and it is the whole application.