1. COMMITMENT TO PRIVACY
Riverin Law Firm is committed to protecting the privacy, confidentiality, accuracy and security of personal information in our possession. This Policy outlines how we collect, use, disclose and safeguard the personal information of individuals do business with our firm.
Personal information refers to most information about an identifiable individual or any information that allows an individual to be identified. This may include your name and address, age and gender, personal financial records, or identification numbers.
We are subject to privacy legislation and our obligations are governed in part by the Rules of Professional Conduct of the Law Society of Ontario. These obligations apply to in the provision of legal services to our clients. Much of the personal information in our possession or that we collect is protected by solicitor-client privilege. We honour and respect our professional obligation to keep confidential the information we receive due to a solicitor-client relationship.
We are committed to collecting, using and disclosing personal information responsibly and only to the extent that you have consented and to the extent necessary to serve you. We strive to limit the amount of personal information we collect to what is required for the purposes of providing legal advice and services and carrying out client instructions and as otherwise set out in this Policy.
2. WHY WE COLLECT, USE AND DISCLOSE PERSONAL INFORMATION
We may collect, use or disclose personal information for the following reasons:
- To perform conflict searches and/or otherwise determine whether we will enter into a professional relationship.
- For client communication, service and administration.
- To provide legal advice and/or represent you in a transaction.
- For billing and accounting services relating to our services.
- For internal, external and regulatory audit purposes.
- For any other purpose for which we have your consent.
- For other reasons as permitted or required by applicable laws and regulations.
- To comply with legal and regulatory requirements (such as, but not limited to: Anti-Money Laundering (AML) requirements).
3. CONSENT TO USE PERSONAL INFORMATION
Providing us with your personal information is always your choice. When you request services from us, we ask that you provide information that enables us to respond to your request. In doing so, you consent to our collection, use and disclosure to appropriate third parties of such personal information for these purposes. You also authorize us to use and retain this personal information for as long as it may be required for the purposes described above. Your consent remains valid even after the termination of our relationship with you, unless you provide us with written notice that such consent is withdrawn.
If for any reason it becomes necessary for us to use or disclose personal information for a different purpose than was identified when you originally provided it, we will make reasonable efforts to contact you in advance and obtain your consent.
4. SHARING PERSONAL INFORMATION WITH OTHERS
In providing our services, we may need to disclose the personal information we collect to other service providers or agents who perform various functions for us. Where we disclose personal information for third party services related to services rendered to and for our clients, such third parties only use the personal information for the purposes for which it was provided and is intended to serve and they will provide a level of protection of personal information in accordance with applicable law.
The personal information of clients is protected by a lawyer’s professional responsibility to protect client confidences. The law of solicitor-client privilege also protects privileged information, which a lawyer must never disclose without client instructions. The applicable privacy legislation provides that nothing in the data privacy legislation affects solicitor-client privilege. Accordingly, we will always protect client confidences and information which is covered by solicitor-client privilege.
As lawyers for a client, we have professional obligations to disclose to such client information in the client’s file at the request of the client.
5. KEEPING INFORMATION ACCURATE
It is important that your personal information is accurate and complete. Having accurate information about you enables us to give you the best possible service. With some exceptions, you have the right to access, verify and amend the information we have about you. You can help us keep personal information up-to-date by keeping us informed of any changes, such as a change of address, telephone number or any other circumstances.
6. HOW WE SAFEGUARD PERSONAL INFORMATION
We take all reasonable physical, electronic and procedural safeguards to protect our systems and all personal information under our control against unauthorized access and use. All safety and security measures are appropriate to the sensitivity level of the information collected.
While we take all appropriate steps to safeguard your personal information, there is a always a risk involved in the exchange and/or safeguarding of information using any form of communication – electronic or otherwise – including, but not limited to the Cloud. If your data is stored on the Cloud, your data may be exported outside of Canada.
We assume no liability for any damages you may suffer as a result of any possible misuse of confidential information during such exchanges of information. Our preferred method of communication is e-mail and, unless you otherwise direct us in writing, we may use unencrypted plain text emails when communicating with you.
7. CONTACT INFORMATION
Please contact our office to obtain further information about our policies and procedures, or to seek access to personal information we may have about you, or if you have any unresolved inquiries or concerns. We will respond to you promptly and do our utmost to resolve your concerns. In every instance we will consider our obligations with respect to privileged information, as well as our separate obligations under applicable Privacy legislation. We may need to ask you for personal information to verify your identity.
While we make efforts to secure all communications within our control and on our premises, please be advised that no method of delivery is absolutely secure and any communication of personal information may be accidentally or deliberately intercepted by third parties.
We regularly review our policies and procedures and may change this Policy from time to time, and post these revisions on our website.