Client Portal Terms
Terms governing access to and use of the Lycia Client Portal, including account responsibilities, data-room confidentiality and audit logging.
This document is a draft and has not been formally approved. It is provided for review purposes and may be updated. No legal claims, certifications or compliance status should be inferred from this document until formally approved by the Master Administrator following solicitor and data-protection review.
Lycia Limited
282a Leigh Road
Leigh-on-Sea, Essex
SS9 1BW, United Kingdom
Company Registration No: 04465356
VAT Registration No: GB 155 3559 95
ICO Registration No: ZA250263
1. Invitation-Only Access
The Lycia Client Portal is an invitation-only platform. Access is granted by Lycia to nominated representatives of client organisations. Each user must register and verify their email before access is activated.
Portal access is personal to the named user and must not be shared, transferred or sub-licensed.
2. Account Owner Responsibility
The account owner is responsible for all activity conducted under their account. You must:
- Use strong, unique passwords and enable multi-factor authentication where available
- Keep credentials confidential and not share them with any other person
- Notify Lycia immediately if you suspect unauthorised access
- Ensure that your contact details remain current
- Log out after each session, especially on shared or public devices
3. Access Scope
Portal users have access only to organisation-specific information. Lycia enforces data isolation through role-based access control and entity-level row-level security. You may only view, download or interact with data associated with your organisation or as explicitly authorised by Lycia.
4. Data-Room Confidentiality
Documents shared through Lycia's data rooms are confidential. You must not:
- Download, copy or redistribute data-room documents beyond the scope of your authorised access
- Share data-room access links or credentials with any other person
- Use data-room content for any purpose other than the engagement for which access was granted
5. File Upload Responsibilities
When uploading files to the Client Portal, you are responsible for ensuring that files are:
- Free of malware and malicious code
- In supported formats and within size limits
- Authorised for upload by your organisation
- Accurate and complete
6. Secure Verification Links
Lycia may issue secure verification links to individuals associated with your organisation for KYC/KYB purposes. These links are governed by the Secure Verification Terms. Verification links must not be shared with other individuals — each person receives their own link.
7. Audit Logging
Lycia logs portal activity for security, compliance and audit purposes. Audit logs may include login times, pages accessed, files viewed or downloaded, and messages sent. Activity logs are retained in accordance with the Data Retention Schedule.
8. Suspension and Account Closure
Lycia may suspend or close portal access where:
- There is a breach of these terms
- An engagement has ended or expired
- There is a security concern or suspected compromise
- Required by law or regulation
- The user is no longer authorised by the client organisation
Upon closure, access to portal data is revoked. Data retention following closure is governed by the retention schedule and applicable legal obligations.
9. Breach Reporting
If you become aware of any actual or suspected security breach involving the Client Portal, you must notify Lycia immediately via our security reporting page.
10. Acceptance
By accessing the Client Portal, you accept these terms. Lycia may update these terms from time to time. Material changes will require re-acceptance on your next login. Lycia stores the policy version, acceptance timestamp, user identity and IP or session reference for each acceptance.
DRAFT — SOLICITOR REVIEW REQUIRED