Privacy Policy

Effective Date: Feb 12, 2025
Last Updated: Feb 17, 2025

1. Introduction

FirmLex Advisor is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website firmlexadvisor.com and use our legal services.

Contact Information:

  • Email: privacy@firmlexadvisor.com
  • Phone: +1 (905) 889-4851
  • Address: 21 Vulcan St, Etobicoke, ON M9W 1L3, Canada

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

  • Name and contact information (address, phone number, email)
  • Business information (company name, position, industry)
  • Legal matter details and case information
  • Financial information for billing purposes
  • Communication records and correspondence
  • Professional background and credentials
  • Emergency contact information

2.2 Technical Information

We automatically collect:

  • IP address and geographic location
  • Browser type and version
  • Device information and operating system
  • Website usage patterns and analytics
  • Cookies and similar tracking technologies
  • Access times and referring websites
  • Pages visited and time spent on our website

2.3 Legal and Case Information

When you become a client, we collect:

  • Legal matter details and documentation
  • Case files and related materials
  • Court documents and filings
  • Communication with opposing parties
  • Expert witness information
  • Financial records related to your case
  • Any information necessary for legal representation

3. How We Use Your Information

3.1 Legal Services

We use your personal information to:

  • Provide legal consultation and advice
  • Draft and review legal documents
  • Represent you in legal proceedings
  • Conduct legal research and analysis
  • Communicate with you about your legal matters
  • Manage case files and documentation
  • Coordinate with courts and other parties
  • Prepare invoices and process payments

3.2 Business Operations

We use information for:

  • Client relationship management
  • Appointment scheduling and calendar management
  • Internal record keeping and file management
  • Quality assurance and training
  • Compliance with legal and regulatory requirements
  • Risk management and insurance purposes
  • Business development and marketing (with consent)

3.3 Website Operations

We use technical information to:

  • Provide and maintain our website
  • Improve user experience and functionality
  • Analyze website traffic and usage patterns
  • Ensure website security and prevent fraud
  • Troubleshoot technical issues
  • Optimize website performance

4. Legal Basis for Processing

We process your personal information based on:

  • Consent: When you provide explicit consent for specific purposes
  • Contract: To fulfill our legal service obligations
  • Legal Obligation: To comply with professional and legal requirements
  • Legitimate Interests: For business operations and service improvement
  • Vital Interests: To protect your essential interests or those of others

5. Information Sharing and Disclosure

5.1 Professional Service Providers

We may share information with:

  • External legal counsel and co-counsel
  • Expert witnesses and consultants
  • Court reporters and process servers
  • Forensic accountants and investigators
  • Translation services
  • Other professionals necessary for your legal matter

5.2 Third-Party Service Providers

We may share information with:

  • Document management and storage services
  • Legal research platforms
  • Billing and accounting services
  • IT support and security providers
  • Office services and administrative support
  • Professional liability insurance providers

5.3 Legal Requirements

We may disclose information when required by:

  • Court orders and legal processes
  • Regulatory investigations
  • Law enforcement requests
  • Professional disciplinary proceedings
  • Compliance with legal obligations
  • Protection of our rights and interests

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, client information may be transferred to the acquiring entity, subject to professional obligations and client consent where required.

6. Data Security

6.1 Security Measures

We implement appropriate technical and organizational measures:

  • Encryption of sensitive data in transit and at rest
  • Secure file storage systems and access controls
  • Regular security assessments and updates
  • Employee training on data protection
  • Incident response and breach notification procedures
  • Physical security of offices and document storage

6.2 Access Controls

We maintain strict access controls:

  • Role-based access to client information
  • Multi-factor authentication for systems access
  • Regular review of user permissions
  • Secure password policies
  • Monitoring of data access and usage

6.3 Document Security

We secure legal documents through:

  • Encrypted document management systems
  • Secure client portals for document sharing
  • Protected email communications
  • Physical security for paper documents
  • Secure destruction of outdated materials

7. Data Retention

7.1 Client Files

We retain client files and information for:

  • Active matters: Duration of representation plus 10 years
  • Closed matters: 10 years after matter completion
  • Trust records: 10 years as required by law
  • Corporate records: As required by corporate law
  • Litigation files: 10 years after final resolution

7.2 Website Data

We retain website data for:

  • Contact form submissions: 3 years
  • Website analytics: 2 years
  • Security logs: 1 year
  • Cookie data: As specified in our Cookie Policy

7.3 Legal Requirements

Retention periods may be extended to comply with:

  • Legal and regulatory requirements
  • Ongoing legal proceedings
  • Professional obligations
  • Insurance requirements

8. Your Rights and Choices

8.1 Access Rights

You have the right to:

  • Request access to your personal information
  • Obtain copies of your legal files
  • Receive information about how we use your data
  • Request correction of inaccurate information
  • Request deletion of personal information (subject to legal obligations)

8.2 Communication Preferences

You can:

  • Opt out of marketing communications
  • Choose your preferred method of communication
  • Update your contact preferences
  • Request to be removed from our mailing lists

8.3 Exercising Your Rights

To exercise your rights, please contact us:

  • Email: privacy@firmlexadvisor.com
  • Phone: +1 (905) 889-4851
  • Written request to our office address

9. Professional Obligations

9.1 Solicitor-Client Privilege

We maintain solicitor-client privilege and confidentiality in accordance with:

  • Law Society of Ontario rules
  • Canadian legal profession standards
  • Common law principles
  • Professional codes of conduct

9.2 Conflicts of Interest

We maintain strict policies regarding:

  • Conflict checking procedures
  • Information barriers (Chinese walls)
  • Confidentiality protection
  • Independent representation

9.3 Professional Standards

We comply with:

  • Law Society of Ontario regulations
  • Canadian Bar Association standards
  • Provincial and federal privacy laws
  • Professional liability requirements

10. Cookies and Tracking Technologies

10.1 Cookie Usage

We use cookies for:

  • Essential website functionality
  • Security and authentication
  • Analytics and performance monitoring
  • User experience improvement

10.2 Cookie Control

You can control cookies through:

  • Browser settings and preferences
  • Our cookie consent tool
  • Third-party opt-out mechanisms
  • Cookie management platforms

Detailed information is available in our Cookie Policy.

11. Third-Party Services

11.1 Legal Research Platforms

We use legal research services such as:

  • Westlaw and LexisNexis
  • CanLII and other legal databases
  • Court filing systems
  • Professional directories

11.2 Business Services

We use business services including:

  • Microsoft Office 365
  • Google Workspace
  • Zoom for video conferencing
  • DocuSign for electronic signatures

11.3 Website Services

Our website uses:

  • Google Analytics for traffic analysis
  • Contact form processing services
  • Content delivery networks
  • Security monitoring services

12. International Data Transfers

12.1 Cross-Border Transfers

We may transfer personal information outside Canada when:

  • Required for legal representation
  • Using cloud-based services with international servers
  • Coordinating with international legal counsel
  • Complying with foreign legal requirements

12.2 Safeguards

We ensure appropriate safeguards through:

  • Contractual protections
  • Adequacy decisions
  • Standard contractual clauses
  • Corporate binding rules

13. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware of such collection, we will delete the information promptly.

14. Marketing and Communications

14.1 Marketing Consent

We may use your information for marketing purposes only with your explicit consent for:

  • Newsletter and legal updates
  • Event invitations and announcements
  • Service promotions and new offerings
  • Legal industry insights and commentary

14.2 Opt-Out Options

You can opt out of marketing communications through:

  • Unsubscribe links in emails
  • Contacting our office directly
  • Updating your communication preferences
  • Written request to our privacy officer

15. Data Breach Response

15.1 Incident Response

In the event of a data breach, we will:

  • Immediately assess and contain the breach
  • Notify relevant authorities within 72 hours
  • Inform affected individuals without undue delay
  • Implement remedial measures
  • Document the incident and response

15.2 Notification Process

We will notify you of breaches that:

  • Are likely to result in high risk to your rights
  • Involve sensitive personal information
  • Could impact your legal matters
  • Require action on your part

16. Privacy Officer

Our Privacy Officer is responsible for:

  • Overseeing privacy compliance
  • Handling privacy inquiries and complaints
  • Conducting privacy impact assessments
  • Training staff on privacy practices
  • Monitoring privacy policies and procedures

Contact: privacy@firmlexadvisor.com

17. Complaints and Concerns

17.1 Internal Complaints

If you have privacy concerns, please contact:

  • Our Privacy Officer
  • Our Managing Partner
  • Our Client Relations Manager

17.2 External Complaints

You may also file complaints with:

  • Federal: Privacy Commissioner of Canada
  • Provincial: Information and Privacy Commissioner of Ontario
  • Professional: Law Society of Ontario

18. Updates to This Policy

18.1 Policy Changes

We may update this Privacy Policy to reflect:

  • Changes in privacy laws and regulations
  • New services or business practices
  • Feedback from clients and regulators
  • Industry best practices

18.2 Notification of Changes

We will notify you of material changes through:

  • Email notifications to active clients
  • Website notices and announcements
  • Updates to the “Last Updated” date
  • Direct communication when appropriate

19. Contact Information

For questions about this Privacy Policy or our privacy practices:

FirmLex Advisor
Privacy Officer
21 Vulcan St
Etobicoke, ON M9W 1L3
Canada

Email: privacy@firmlexadvisor.com
Phone: +1 (905) 889-4851

20. Regulatory Information

20.1 Professional Regulation

FirmLex Advisor is regulated by:

  • Law Society of Ontario
  • Canadian Bar Association
  • Provincial and federal legal authorities

20.2 Privacy Compliance

We comply with:

  • Personal Information Protection and Electronic Documents Act (PIPEDA)
  • Ontario privacy legislation
  • Professional confidentiality rules
  • International privacy standards where applicable

This Privacy Policy is designed to be transparent about our privacy practices and to protect your personal information in accordance with applicable laws and professional obligations.