From instruction to signing, every step in order and confidentiality where it belongs.
A notary's office cannot afford a case file that moves without control, or a name that travels to an external model. BiVelio turns every case file into a stateful process: it checks requirements and deadlines step by step, pseudonymizes what is sensitive before any AI sees it and leaves the last word to the officer on anything unclear.
Illustrative scenario with fictitious data — it does not come from any client.
How a notarial file flows through BiVelio
The same BiVelio flow, told in the vocabulary of the office: what comes in, what is protected, what it costs and who signs off.
The case file enters its process
Every instruction — sale, power of attorney, affidavit — opens a case file with its process: which requirements it needs, which deadlines run and who takes part at each step.
Privacy protects the grantors
Names, identity documents, accounts and addresses are replaced with reversible markers before any external AI sees them. The mapping key never leaves your environment.
Savings measures what it costs
Every model query is priced against the provider's own meter. You know what automating a type of case file costs before you decide to automate more.
Studio sets the human gate
The case file moves through a stateful flow: what meets its rule goes through; anything doubtful — an unproven requirement, an unresolved charge — stops before the officer and is recorded.
The hard cases — and what happens to them
What sets a governed system apart from a tool is not the easy case, but where the exception ends up.
A requirement missing at the last minute
A company's beneficial ownership still unproven the day before signing. The flow doesn't take it as given: it warns in time and holds the signing until the officer resolves it.
Encumbrances that do not match the registry extract
The deal states “free of charges” and the land registry says mortgage. The discrepancy doesn't resolve itself: it is flagged and waits for the officer with the full context in front of them.
Several grantors with the same surname
Pseudonymisation markers are stable within the file: the AI can reason about “the same person” without ever knowing who they are.
A step the model wants to “skip”
If an agent proposes moving on before the previous step is closed, the policy blocks it. No case file reaches signing with a requirement pending.
What gets automated
- Opening the case file and classifying it by type of deed
- Checking requirements and deadlines at every step
- Pseudonymisation of people, identifiers and accounts before any AI
- Cross-checking data between the office's systems and the registry
- Moving the flow forward when every step meets its rule
What stays in the clerk's hands
- Every exception the policy cannot resolve on its own
- Discrepancies within the same case file
- The decision on encumbrances, powers and capacity
- Final approval before the file moves forward
- Any act the law reserves for the notary
Regulation and trust: what we can state
Only what we already publish and you can verify. The rest — legal bases, the notary's duties — remains yours, and the gate gives you technical facts to support it.
Personal data under GDPR and LQPD
Sensitive data is pseudonymised in your environment before it leaves; the definition in Art. 4(5) GDPR describes exactly that mechanism. Data hosted in the EU.
Professional secrecy, by construction
The external model only sees markers; reconstruction happens in your system. That a name never left is not a promise: it is a verifiable property of the design.
Traceability of the file
Every step of the process is recorded, and so is every approval: who, what, when and under which policy. An audit is answered by pointing, not by reconstructing.
Who it is for — and who it is not for
It fits if…
- Your office repeats, every week, case files that no longer fit manual follow-up
- You want to use AI on files without the grantors travelling to an external provider
- You need every step of the case file to have a demonstrable trace
- You would rather have doubtful items stop in front of a person than an automation that cannot explain itself
It does not fit if…
- You are looking for an e-signature or appointment tool — BiVelio is not one
- You want AI to decide on encumbrances, capacity or powers without human intervention
- Your volume is a handful of deals a month: manual follow-up pays off
How it's implemented: a two-week pilot, no project
No migration, no integration up front. We start with one of your real processes, in measure-only mode, and you decide on what you see.
Week 1 · your process, nothing touched
Together we pick one repetitive process and trace it step by step: what triggers it, which systems it touches, who approves and where it gets stuck. Savings measures what the AI would cost. You watch; nothing changes yet.
Week 2 · the human gate with your team
Together we define what gets automated and what stops in front of a person in your operation, and who reviews. Privacy is switched on in front of the models you already use. The flow runs with your people inside it.
Decision · with your figures, not ours
You see how many runs went through on their own, which ones stopped before a person and why, and the cost measured against the provider's meter. If it doesn't pay off, you say so and nothing happens. If it does, the pilot is already the implementation.
Frequently asked questions from notaries
Do the grantors' names and ID numbers reach ChatGPT, Claude or any external model?
No. Privacy replaces them with reversible markers before the request leaves your environment; the provider only sees markers and the response is reconstructed locally. If detection is in doubt, the request does not go out.
What happens when a step in the case file doesn't add up?
The flow doesn't adjust it by itself: it stops before the officer with the full context in front of them — which rule failed and with what data — and their decision is recorded. Nothing moves forward by inference.
Does it replace the clerk or the notary in any decision?
No. It automates follow-up, checks and data cross-checks; decisions the law reserves for the notary and anything doubtful stay with a person and are recorded.
Where are case files stored and who can see them?
Data is hosted in the EU and access is isolated per office; every access and approval is in the audit log. The controls are published on the security page.
Bring one of your office's processes and watch it run.
In the demo we trace one of your processes — with test data — and you see every step with its rule, its trace and its human gate.
Last reviewed: September 2026
Keep exploring BiVelio
Sibling pages that dig into the same topic from a different angle. Useful to see how BPM, automation, AI and operating blueprints fit together.