- SECURITY & CONFIDENTIALITY

Security & Confidentiality in Print Production

How CETTEC handles customer files, confidential documents and finished print.

When you send files to a printer, you are trusting more than the finished product. CETTEC handles business records, artwork, legal documents, court materials and other confidential production files as part of our everyday work. Our approach: limit access, use files only for the work requested, keep production controlled, and dispose of files and production waste appropriately when they are no longer required.

Secure File Upload

View Privacy Statement

- Vancouver production facility - Confidential legal printing - Controlled file handling

Security in print is not only about how a file is transferred. It is also about who handles it, where it is produced, what happens to production waste, and how the finished documents are released.

- HOW WE CONTROL CONFIDENTIAL PRINT PRODUCTION

Your files are there to produce your work — not for any other purpose.

Secure file transfer

Confidential legal files submitted through TitanFile rather than open email.

Production quality control

Files reviewed before printing. Unclear instructions confirmed with the customer rather than assumed.

Limited production access

Files accessed only by the team members required to complete the order.

Secure waste handling

Misprints and confidential production waste shredded, not placed in general recycling.

Vancouver production

Legal matter files produced at CETTEC’s South Vancouver facility unless an alternate arrangement is authorized.

Controlled handoff

Finished work released according to the customer’s stated pickup, courier or delivery instructions.

- FILE HANDLING & ACCESS

Confidential Handling & Production Access

Customer files are used only as required to quote, review, proof, produce, finish, deliver, invoice and support the requested print order.

We do not use customer artwork, legal documents, business records or confidential production files for marketing, samples, staff training, public display or unrelated purposes without permission.

For confidential legal work, access is limited to the CETTEC team members required to review, produce, finish and release the order.

The people who need the file to produce the job have access. Others do not.

- FILE TRANSFER

Secure file transfer for confidential work

For legal documents and sensitive production files, CETTEC provides a controlled transfer process.

Legal and confidential files

Legal production files can be uploaded through CETTEC’s TitanFile secure upload portal, providing a controlled transfer path to the production team. Email may still be used for order instructions, questions and confirmations. For confidential production files, the secure upload is recommended.

Secure Legal File Upload

General business and commercial files

For general commercial production, files may be submitted using the transfer method appropriate to the project, including email or customer-provided file-sharing links. If the files contain confidential or sensitive information, please let us know so we can confirm the appropriate transfer method before submission

If your organization has specific requirements for Canadian hosting, file transfer, retention or confidentiality, please tell us before submitting the files so we can confirm the appropriate production process.

- PRODUCTION WORKFLOW

Controlled production at our Vancouver facility

Legal matter files are used solely to complete the customer’s order.

Receive

Review

Confirm

Produce

Quality Check

Pack

Release

Before production begins, we review supplied files and order instructions for practical issues: page orientation, colour and black-and-white requirements, tabs, binding, covers, quantities and delivery instructions. If something is unclear, we contact the customer before proceeding.

Customers remain responsible for the legal content and accuracy of files supplied for printing.

-SUBCONTRACTING POLICY

Production Stays Controlled

KEY COMMITMENT

Legal matter files are not sent to third-party production vendors unless the customer specifically authorizes an alternate arrangement.

LEGAL & CONFIDENTIAL PRODUCTION

Handled by CETTEC’s in-house production team.
Legal matter files remain at CETTEC’s facility unless the customer specifically authorizes an alternate arrangement.

GENERAL COMMERCIAL PRODUCTION

Some commercial projects may require specialty processes performed by qualified trade providers. Only the information or production files reasonably necessary to complete that specialty process are provided.

Tell us before production if your project contains confidential or privileged material, must remain entirely within CETTEC, cannot be subcontracted, has data-residency requirements, or requires prior approval before information is shared with any service provider.

- PHYSICAL CONTROLS & HANDOFF

From Production to Handoff

Confidentiality does not end when the PDF reaches the press.

Production waste

Waste sheets and misprints from confidential legal production are shredded rather than placed into general recycling

Finished work

Completed legal jobs are held in controlled storage while awaiting packaging, dispatch or pickup

Controlled release

Finished materials are released according to the pickup, courier or delivery instructions provided with the order.

Authorized representatives

Customers may identify specific contacts, couriers, filing agents or representatives authorized to receive the completed work. For sensitive matters, specific contact names or matter references can be provided with the order.

- RETENTION & DISPOSAL

File Retention & Disposal

Legal production files

Legal production files are removed from CETTEC’s active production workflow after the order is completed unless the customer asks us to retain them for follow-up production.

Administrative, transaction and other records may be retained where reasonably required for accounting, legal or normal business purposes.

If your organization requires a specific retention or deletion period, please tell us before submitting the files so we can confirm the requirement.

Commercial artwork

Commercial customers often reorder business cards, forms, brochures, labels, manuals and other recurring materials. Production artwork and related job information may therefore be retained where reasonably necessary to support reorders and production history.

Customers may contact CETTEC to discuss specific retention or deletion requirements.

Production waste

Confidential legal production waste and misprints are shredded rather than placed into general paper recycling.

- CONTIUNITY & INCIDENT RESPONSE

Continuity & Incident Response

Production disruptions

Deadline-sensitive print work can be affected by equipment, technology, facility or delivery disruptions. CETTEC maintains practical procedures for responding to production and delivery issues affecting active work.

If a production disruption cannot be resolved in-house, confidential customer files will not be transferred to another production provider without the customer's prior authorization. Available options will be discussed before any alternate arrangement proceeds.

Privacy or confidentiality incidents

CETTEC treats suspected privacy or confidentiality incidents seriously. If we become aware of an incident involving customer information or production files, we assess what occurred, take appropriate steps to contain the issue, and address customer notification based on the circumstances, contractual requirements and applicable privacy law.

Organizations with specific contractual notification requirements should identify those requirements during vendor onboarding or before confidential work is submitted.

- CUSTOM REQUIREMENTS

Have Specific Security or Procurement Requirements?

Legal matter files are used solely to complete the customer’s order.

Secure file-transfer requirements

Specific method or upload system required

Defined retention period

Specific retention or destruction timeline

NDA / confidentiality agreement

Confidentiality documentation before production

Canadian data-residency requirements

Canadian hosting or data-residency for submitted production files

No subcontracting

All production must remain within CETTEC

Secure destruction requirements

Production waste shredded with confirmation

File deletion requirements

Customer-defined deletion timing after production

Restricted pickup or delivery

Named contacts or specific release instructions

Vendor privacy/security questionnaire

Formal vendor questionnaire during onboarding

We will confirm whether CETTEC can meet the requirement before files are submitted or production begins.

Discuss Your Requirements

- VENDOR EVAULATION

Vendor Due-Diligence Information

CETTEC works with law firms, government departments and organizations that may have confidentiality, insurance, environmental or procurement requirements. Supporting information can be provided during vendor onboarding where applicable