Question 01
Is everything ready to open the file?
AnswerThe request, documents received and documents expected are structured, with the information needed for the conflict check.
Industry: Legal
Your firm advises. HUB AI finds, tracks and prepares.
For companies of 15 to 500 employees.
Emails, documents, notes, versions and deadlines: linked to the right file, with their sources.
The lawyer responsible for the file decides. HUB AI prepares.
Three questions · Legal
Structure the file. Keep the professional judgment.
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Question 02
The chronology and the exhibit index, without spending the evening on them?
AnswerEach event is tied to its source and the expected documents stand out.
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Question 03
Which deadlines and which documents are sitting in emails?
AnswerEmails, versions and deadlines are linked to the right file.
LimitAnalysis, verification and signature remain with the lawyer, in keeping with professional secrecy.
Let’s start from one specific document process.
Book my DiagnosticYour private foundation
Dedicated capacity for your firm, and a model trained on your practices.
Files protected by professional secrecy stay in an environment that serves only you, in Quebec. A model can be trained on your firm’s vocabulary, from validated examples.
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Private infrastructure
An environment dedicated to your company, hosted at Hub AI, in Quebec. It is not shared with other clients; your teams access it over the web.
Privileged communications, client files and documents stay in this environment.
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Computing power
Your processing runs on supercomputers reserved for your company. That same power is also used to train your model. HUB AI and its agents are available 24 hours a day, 365 days a year. This power is yours: you use it as you need it, with no bill for each job.
Large files, documents and drafts are processed on capacity reserved for your firm.
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Model training
HUB AI can train a model on your ways of working, from examples validated by your teams. It is trained and hosted on these same machines, in Quebec, then tested before it goes into service. Your examples train only your model, and stay walled off, in Canada.
The model can learn your firm’s vocabulary and practices, from validated examples. Professional secrecy remains yours.
The Diagnostic will tell whether a tailored model is the right lever, or whether memory and agents are enough.
HUB AI at work in your firm
Department shown: Intake and file opening
The request, documents received and documents expected are structured, with the information needed for the conflict check. The lawyer reviews them before accepting the mandate.
From intake to the trust account, every file moves through the firm. Every lawyer can have their own agent: it prepares, you sign.
Intake and file opening
“Is everything ready to open the file?”
The file, structured, with no legal opinion. The request, documents received and documents expected are structured, with the information needed for the conflict check. The lawyer reviews them before accepting the mandate.
Drafting and review
“What changed between the two versions?”
A draft from an approved template. Prepare a draft from an approved template and compare versions; review and signature remain with the lawyer.
Hearing or transaction preparation
“The chronology and the exhibit index, without spending the evening on them?”
Chronology and index, linked to the sources. Each event is tied to its source and the expected documents stand out. Your team checks the facts before using the result.
Legal research and precedents
“Have these references been verified?”
A summary linked to its sources. Prepare a summary linked to the sources and the list of references to verify, separately from the search of internal precedents.
Document management, closing and retention
“Is the file ready to close?”
The closing checklist, assembled. Assemble versions, proof of transmission and the file’s closing checklist; retention decisions remain with those responsible.
Time, fees, accounting and trust accounts
“Does this reconciliation show a discrepancy?”
Discrepancies and supporting documents flagged for review. Prepare reconciliations and flag discrepancies or missing supporting documents for review. Trust account transactions remain under the supervision of those responsible.
What HUB AI can prepare for the legal sector
The industry’s other functions, in addition to those shown in the scene. Each example is a proposed path: it depends on the connected sources, the access rights and the appropriate tools, and the person responsible reviews or decides.
Organization represented: Law firm. Variants to document: Litigation, transactional, business law, family or other practice; notarial practice requires its own variant.
Conflicts of interest and mandate acceptance
Search for similar names and connections in authorized sources to prepare the points to review; the lawyer concludes, with no automatic verdict.
Mandate and deadline management
Link emails, versions and deadlines to the right file; prepare tasks from the deadlines confirmed by the lawyer and show the missing documents.
Client communication
Prepare a factual status of the mandate based on the authorized elements of the file.
Illustrative example Proposed path across several teams
- Trigger A new file is opened.
- Documents gathered HUB AI structures the request, the documents received and the documents expected, with the information needed for the conflict check.
- Preparation Confirmed deadlines feed the tasks; a letter is prepared from one of the firm’s templates.
- Decision The lawyer reviews the conflicts, decides whether to accept the mandate, revises and signs the letter.
- Result The version sent and the proof of transmission are attached to the file.
Indicators to measure: Files with no next action; references to correct; incomplete documents or reconciliations. No quantified gain has been established.
Responsibilities: The conflict check is concluded by the lawyer. Professional secrecy, verification of references, signature, trust account transactions and retention decisions remain under the supervision of those responsible.
Confidentiality. The deployment provides for private infrastructure hosted in Canada and access based on each person’s rights. The conditions for hosting, access and data use are specified for each deployment; location alone is not enough to establish compliance. The applicable privacy impact assessment and the alignment with your obligations (personal information, professional secrecy, requirements of your professional order or your regulator): to be validated with you during the Diagnostic.
Functions common to all industries (12)
Management and steering
Bring together the blocked files, their owner, the source documents and the decision expected, to prepare the management meeting.
Human resources and recruitment
Prepare the onboarding of a new employee with the tasks, requested access and documents that match their position.
Training and knowledge transfer
Find an approved procedure, its version and the person to consult; prepare a training path by role.
Finance, accounting and payroll
Match order, receipt and invoice; present the discrepancies to the person responsible before payment.
Business development and communications
Prepare a proposal from a request and authorized references; keep the commitments made to the client.
Client relations and handling of dissatisfaction
Group the requests tied to a file and prepare a reply with the real status of the work.
Purchasing and supplier management
Compare offers against defined criteria and track the supplier’s missing documents.
IT, cybersecurity and support
Link an incident to the equipment, the symptoms already observed and an authorized procedure to help the technician.
Document management and protection of information
Find documents by file and by access rights; track access requests and the applicable retention dates.
Legal, contracts and insurance
Flag contract deadlines and gather the documents for renewal or for review by the person responsible.
Quality, risk, health and safety
Link an event to a corrective action, an owner and evidence of completion.
Buildings, equipment and general services
Prepare maintenance work and track service contracts, equipment and scheduled inspections.
Private infrastructure
Professional secrecy deserves an infrastructure that serves only your firm
A firm handles information protected by professional secrecy. Here is why the place where it is processed matters, and what HUB AI’s private infrastructure changes.
Which data
- Privileged communications between lawyer and client
- Client files, deeds, proceedings and drafts
- Conflict-of-interest check data
- Trust accounting and statements
- Evidence, exhibits and transcripts
Why it’s sensitive
- Professional secrecy and the rules of the Barreau du Québec require protecting the confidentiality of files, including when a technological tool is used.
- Law 25 (Quebec’s privacy law) also applies to the personal information held by the firm, particularly if it is communicated outside Quebec.
- A public cloud AI tool may process data outside the country, reuse it under its own terms or make it accessible to third parties; these risks vary by provider and contract.
How HUB AI keeps them in your hands
- Hosting in QuebecYour processing runs on infrastructure hosted at Hub AI, in Quebec, in Canada.
- Machines that serve only youAn environment dedicated to your company, hosted at Hub AI: it is not shared with other clients.
- Your teams access it over the webNo hardware to install on your premises: your teams work in HUB AI from their browser.
- Controls to define with youAccess rights per person, access logging, encryption and retention periods: capabilities to confirm for your deployment.
These references describe general obligations; they are not legal advice. Private infrastructure does not guarantee compliance on its own: compliance depends on your practices, your contracts and the assessment made for your organization.
Let’s talk about your firm.
The Diagnostic tells you where HUB AI starts in your company.