# GDPR Client Portal with E-Signature — Optimaite Law

Source: [https://www.optimaite.eu/en/law/mandantenportal](https://www.optimaite.eu/en/law/mandantenportal)

> A client portal clients actually love.

Clients log in with BankID/eID, see their matter as a modern dashboard, upload documents via drag-and-drop, join secure video conferences and sign with a qualified e-signature. No more PDF attachments by email — GDPR risk gone.

**What the AI does:** AI sorts client-uploaded documents automatically into the matter and notifies the responsible lawyer.

## Problems today

### Sensitive data via email

Client IDs, contracts, medical records — all as PDF attachments in inbox. GDPR risk high, clients uncertain, secretariat stressed.

### Status questions by phone

'How is my matter going?' — five times a day. Clients have no window into the mandate status; every inquiry costs 5 minutes of secretariat time.

### Signatures by mail

Powers of attorney, engagement letters, settlement offers — printed, mailed, signed by client, mailed back. Delay: 3-7 days.

## How client and firm collaborate — secure and fast

The portal isn't just document exchange — it's the interface where client and lawyer collaborate.

### 01 — AI step

**AI:** Client drags documents into the portal (contract, correspondence, notice). AI classifies (power of attorney, evidence, client correspondence) and recognizes parties.

**You:** You see the inbound as a notification with classification — confirm or reorder in one click.

### 02 — AI step

**AI:** Client sees matter status dashboard: next deadline, latest brief, pending actions, invoice status — no call required.

**You:** You control what the client sees — configurable per matter tab (e.g. closing argument draft stays internal).

### 03 — AI step

**AI:** You send a power of attorney or engagement letter for e-signature. AI checks required fields (date, scope) before dispatch.

**You:** Client signs with BankID, eID or qualified signature — eIDAS-compliant with full evidentiary force.

*eIDAS Art. 25 — qualified e-signature equals handwritten signature*

### 04 — AI step

**AI:** On inbound client message: AI drafts a reply from case content and templates. You polish and send.

**You:** You can keep replies short ('We're reviewing — response by end of week') or detailed; the AI knows the matter status.

### 05 — AI step

**AI:** Video conference is scheduled directly from the matter. Optimaite prepares agenda, documents, participants and permissions from case context.

**You:** You start the meeting in the secure data room; notes, tasks and follow-up deadlines stay attached to the matter afterwards.

### 06 — AI step

**AI:** Invoice is posted in the portal; client pays via Stripe, SEPA direct debit or bank transfer. Receipt is auto-credited to the matter account.

**You:** You see payment status per client and per matter — reminders are sent automatically per your dunning logic.

> **Lawyer in control:** Secure login, encrypted data, role-based access and complete audit logs; GDPR-compliant with DPA.

## Features

- **Multi-factor login (BankID/eID)** — Login with German eID, BankID, Microsoft/Google SSO or classic 2FA — client choice.
- **Qualified e-signature (eIDAS)** — Powers of attorney, engagement letters, settlement offers ready to sign. Signature certificates via Bundesdruckerei or D-Trust.
- **Matter status dashboard** — Next deadline, latest brief, open tasks, invoice status — the client sees everything you choose.
- **Secure chat** — End-to-end encrypted client messaging — no more WhatsApp/email for sensitive topics.
- **Video conference from the matter** — Secure video meetings with clients directly in the portal — including participant permissions, document sharing, notes and follow-up tasks on the matter.
- **Multilingual** — Portal UI in German, English, French, Italian, Turkish, Polish, Russian, Arabic — relevant for immigration and family law.
- **Branded per firm** — Logo, colors, domain (clients.firm-name.de) — clients see your brand, not 'Optimaite'.

## Optimaite client portal vs. PDF-by-email / add-on portals

| Feature | Optimaite Law | RA-MICRO Webakte / e-Mandant |
|---|---|---|
| Login security | BankID/eID/MFA native | Username + password |
| eIDAS qualified e-signature | Built-in | Add-on / absent |
| Auto-classification of uploads | AI-based | Manual |
| Status dashboard for clients | Configurable per tab | Plain document list |
| Matter-linked video conferencing | Directly in the portal | External tool / email link |
| Branding | Full white label | Logo swap |

## FAQs

### Is the portal GDPR-compliant?

Yes. Hosted in Germany, encrypted data, role-based permissions, full audit log and DPA under GDPR Art. 28 plus §43e BRAO. Clients have access, rectification and erasure rights under GDPR Art. 15-17 directly in the portal.

### Which e-signature providers are supported?

Bundesdruckerei (sign-me), D-Trust and IDnow for qualified signatures. For simple signatures (e.g. internal agreements) the built-in click-to-sign workflow with audit trail is enough.

### Can we run the portal under our domain?

Yes. clients.firm-name.de or portal.your-brand.de — TLS certificate via Let's Encrypt or your CA. Full white label, clients see 'Optimaite' nowhere.

## Related modules
- [Case Management](https://www.optimaite.eu/en/law/aktenmanagement)
- [Billing & Accounting](https://www.optimaite.eu/en/law/rvg-abrechnung)
- [Intelligent Inbox](https://www.optimaite.eu/en/law/bea)