adr-sml/docs/05-backend-spec.md

05 — Intake, booking, and data handling

Authority: AGENTS.md §3 D10 — rebuilt intake form plus calendar booking. Existing infrastructure is authoritative in AGENTS.md §7. How it was built is recorded in docs/reference/AWS-Hosting-Guide.md Parts 8–10 — a historical record with a do-not-execute banner, superseded by §7 wherever they disagree. Read that guide before changing anything; the resources already exist and were built by hand in the console.

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What exists today

API Gateway (HTTP API) → Lambda → DynamoDB, with SES for notification email and a verified sender on smlcompany.ca. [verified 2026-08-26 — AGENTS.md §7]

The shape is right. This is a hardening and rework pass, not a replacement.

What this data actually is

The form collects, in a live legal dispute: the inquirer's identity and contact details, the names of opposing parties and their counsel, the nature of the dispute, and often the amounts at issue.

That is personal information about identifiable third parties who have not consented and do not know the submission happened. It is more sensitive than a typical contact form by a wide margin, and it is potentially conflict-relevant. Design accordingly. Nothing in this section is optional.

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Form fields

Field	Type	Required	Notes
Name	text	yes
Email	email	yes	Validated server-side, not only in the browser
Phone	tel	no
Role	select	yes	Counsel · In-house · Party · Institution · Other
Firm / organisation	text	no
Process sought	select	yes	Mediation · Arbitration · Med-Arb · ENE · Not sure
Practice area	select	yes	The six areas plus Other
Other parties	text	no	Surfaced for conflicts screening
Opposing counsel	text	no	Same
Matter summary	textarea	yes	2000 char cap. Hint: no privileged or confidential detail
Timing	select	no	Urgent · 30 days · 90 days · Exploring
Preferred contact	radio	no	Email · Phone
Consent	checkbox	yes	Explicit, unchecked by default, links to /legal/privacy/

Do not collect dollar amounts, document uploads, or anything the inquirer might reasonably treat as privileged. The intake call is for that.

Consent text

I consent to Pouya Lajevardi storing and using the information in this form to respond to my inquiry and to run a conflicts check. I understand that submitting this form does not create a retainer, does not appoint a neutral, and does not itself establish a mediator–party relationship.

Validation and abuse control

Client-side validation is a convenience. The Lambda re-validates everything.

• Required fields present; email well-formed; lengths within bounds
• Reject any field over its cap rather than truncating silently
• Honeypot field, hidden from sighted and screen-reader users, must be empty
• Timestamp check — reject submissions completed in under 3 seconds
• Rate limit by source IP at API Gateway: 5 requests / 5 minutes
• No CAPTCHA. It is a third-party script on a page collecting legal information, and the two controls above stop the traffic that matters
• CORS restricted to https://adr.smlcompany.ca — no wildcard
• Strip HTML from every field before storage and before it enters an email body

Storage

DynamoDB, ca-central-1 — Canadian data residency is a real selling point for a Canadian legal practice, and the privacy policy will say so. Confirm the existing table's region and migrate if it is elsewhere. AGENTS.md §7 records adr-intake-submissions in ca-central-1 [verified 2026-08-26].

Attribute
pk	INTAKE#<uuid>
sk	<ISO-8601 timestamp>
fields	as above
sourceIp, userAgent	abuse investigation only
ttl	epoch seconds — automatic deletion

Encryption at rest with a customer-managed KMS key. Point-in-time recovery on. Table access limited to the Lambda role and one named administrative principal.

Retention

24 months, enforced by DynamoDB TTL. Not a policy someone remembers — a mechanism that runs whether anyone remembers or not.

Rationale: long enough to serve conflicts screening across a normal matter lifecycle; short enough to be defensible under PIPEDA's requirement to retain personal information only as long as necessary. Whatever number ships must match /legal/privacy/ exactly.

Notification

SES on submission:

• To Pouya: the full submission, plainly formatted, replyable to the inquirer.
• To the inquirer: confirmation of receipt, expected response time, a repeat of the no-retainer language, and a link to the privacy policy. This email is the reason the form beats a mailto: link.

Email authentication — in place as of 2026-08-26 (Q20).

SPF and DMARC were both added by Pouya and independently verified on 2026-08-26. Mail is on Google Workspace (MX 1 smtp.google.com) with Google DKIM configured, and the SES domain identity is verified for sending in ca-central-1. An earlier version of this spec said neither record existed; that was true when written and is no longer. The records now live are:

Host	Type	Value
@	TXT	v=spf1 include:_spf.google.com include:amazonses.com ~all
_dmarc	TXT	v=DMARC1; p=none; rua=mailto:info@smlcompany.ca; fo=1

What is already in place (Namecheap DNS and the SES console, both inspected 2026-08-26):

Record	Status
SES DKIM — f5puwearz…, jdue2r22c…, kznn3cklv… ._domainkey	LIVE. Never delete. All three resolve (NOERROR) and back the healthy ca-central-1 SES identity — DkimStatus: SUCCESS. These are the records DMARC alignment rests on [verified 2026-08-26 — DNS, AGENTS.md §7]
SES DKIM — 3zsnvsjg…, jejgp7na3…, xpiwyftpo… ._domainkey	BROKEN and inert. Entered into Namecheap with the full name in the Host field, so the zone doubled the domain; they answer NXDOMAIN at the correct name. They belong to a stray us-east-1 identity this project does not use. Harmless where they are — leaving them is the low-risk choice (Q21) [verified 2026-08-26 — DNS, AGENTS.md §7]
google._domainkey TXT	Google Workspace DKIM. Never delete
Two CNAMEs → jkddzztszm.acm-validations.aws	ACM certificate validation. Never delete — breaks HTTPS at the next renewal
adr CNAME → d26v23dhgsp2ta.cloudfront.net	The site
Custom MAIL FROM	Not configured. Optional; would add SPF alignment

Notes that mattered when these were added, kept because they matter again on any future edit: a domain may publish only one v=spf1 record, so both senders go in one string. Namecheap TXT values take no surrounding quotes — quoting them stores the quotes literally and breaks the record.

Correction to an earlier version of this spec. SPF is not what authenticates SES here. Without a custom MAIL FROM domain, SES uses an envelope sender at amazonses.com, so its SPF pass is not aligned with smlcompany.ca and does not satisfy DMARC. SES satisfies DMARC through DKIM alignment — that is what the three resolving DKIM CNAMEs above are doing, and it already works. (Six are present in the zone; only the f5pu / jdue / kznn set answers.) The SPF record's real job is authenticating Google Workspace mail, which currently has no SPF at all. include:amazonses.com is harmless and becomes useful if a custom MAIL FROM domain is configured later.

Start DMARC at p=none — it collects reports without affecting delivery. Move to quarantine only after reports come back clean. Reports arrive as XML attachments, so filter them in Gmail, or drop rua= entirely and accept having no visibility.

Do not delete the ACM validation CNAMEs. They are how the certificate for adr.smlcompany.ca auto-renews. Removing them breaks HTTPS at the next renewal — silently, months later.

Failure handling: SES failure must never lose the submission. Write to DynamoDB first, then send. A dead-letter queue on the Lambda, and a CloudWatch alarm on DLQ depth ≥ 1.

Booking

An embedded scheduler for the 30–45 minute confidential intake call (Q5 — tool not yet chosen).

• Prefer a provider with Canadian or EU data residency and no advertising business. Cal.com self-hosted is the strongest privacy posture; Cal.com cloud or Calendly are acceptable.
• Lazy-load behind a click. No third-party iframe on first paint, and no third-party script on any other page.
• Provide a plain link fallback that works with JavaScript disabled.
• The booking page must carry the same no-retainer language.
• Disclose the provider by name in /legal/privacy/.

Security headers

Set at CloudFront via a response-headers policy:

Strict-Transport-Security: max-age=63072000; includeSubDomains; preload
X-Content-Type-Options: nosniff
Referrer-Policy: strict-origin-when-cross-origin
Permissions-Policy: geolocation=(), microphone=(), camera=(), interest-cohort=()
Content-Security-Policy: default-src 'self'; img-src 'self' data:;
  style-src 'self' 'unsafe-inline'; script-src 'self';
  frame-src <booking-provider>; form-action 'self' <api-endpoint>;
  base-uri 'self'; frame-ancestors 'none'

Tighten CSP once the booking provider is chosen. unsafe-inline on styles is tolerable for critical CSS; unsafe-inline on scripts is not — use a hash or nonce for the reveal script.

Privacy policy must state

Written to match what is actually built, not what is typical:

What is collected · why · lawful basis (consent) · where it is stored (DynamoDB, region, encrypted at rest) · the retention period and that deletion is automatic · who can access it · third parties involved (AWS, SES, the booking provider, analytics if any) · how to request access or deletion and the address to use · that submitting the form creates no retainer and no mediator–party relationship · cookie and analytics disclosure · last-updated date.

If analytics ship, prefer a cookieless privacy-preserving tool (Plausible, Fathom). GA4 on a page collecting legal-dispute information is a poor fit for a practice whose privacy posture is part of its offer — D15 settles this: Plausible or Fathom, cookieless, no consent banner.

Definition of done

• Server-side validation independent of the client
• Honeypot and timing checks live; rate limit configured
• CORS restricted to the production origin
• TTL set and verified by test record
• KMS encryption and PITR enabled
• Both emails send; SPF/DKIM/DMARC aligned; inbox-tested, not spam-tested
• DLQ and CloudWatch alarm configured
• Form usable by keyboard only; errors announced with role="alert"
• Form degrades to a mailto: fallback with JavaScript disabled
• Privacy policy matches the implementation line for line