For the purposes of this Policy, “Personal Information” means any information, recorded in any form, about an identified individual, or an individual whose identity may be inferred or determined from the information. This policy does not cover any information, recorded in any form, about more than one individual where the identity of a specific individual is not known and cannot be inferred from the information. Personal Information does not include the name or business address or telephone number of an employee of an organization.
Using contractual or other arrangements, Buset LLP shall ensure that agents, contractors or third party service providers, who may receive Personal Information in the course of providing services to Buset LLP, protect that Personal Information in a manner consistent with the principles articulated in this Policy Statement.
Collection, Use and Disclosure of Personal Information
» Where the information is public;
» Where required by law or by order of requirement of a court, administrative agency or other governmental tribunal;
» Where the legal services we are providing to you require us to give your information to a third party, unless you instruct us otherwise;
» Where it is necessary in the engagement of expert witnesses on your behalf;
» Where it is necessary to retain other law firms in other jurisdictions on your behalf;
» Where it is necessary to establish or collect monies owing to Buset LLP; or
» Where it is necessary to permit Buset LLP to pursue available remedies or limit any damages that Buset LLP may sustain.
» Where obliged or permitted to disclose information without consent, Buset LLP will take precautions to prevent disclosure of more information than is required.
Retention of Personal Information
Buset LLP retains information only as long as necessary to fulfill the purpose for which it was collected. Personal information collected in the provision of legal services is retained for purposes such as providing ongoing services to the same client, audits of our services by the Law Society of Upper Canada, or defending services provided in the event of allegations of malpractice. Our firm must keep a record of clients to avoid any conflict of interest in the representation of future clients. We have vetting procedures in place for closed files, keeping only what is necessary and often returning certain documents to the client for safekeeping.
Updating Your Information
Since we use your personal information to provide legal services to you, it is important that the information be accurate and up-to-date. If, during the course of the retainer, any of your information changes, please inform us so that we can make any necessary changes to our firm’s records.
Access to Your Personal Information
You may ask for access to any personal information we hold about you. Summary information is available upon request. More detailed requests that require archival or other retrieval costs may be subject to our firm’s professional and disbursements fees. Buset LLP reserves the right to deny access to your personal information when:
» denial of access is required or authorized by law (for example, when a record containing personal information about you is subject to a claim of legal professional privilege by one of our clients);
» information relates to existing or anticipated legal proceedings against you;
» when granting you access would have an unreasonable impact on other people’s privacy;
» when to do so would prejudice negotiations with you;
» to protect our firm’s rights and property;
» where the request is frivolous or vexatious. If we deny your request for access to, or refuse a request to correct information, we shall explain why.
Buset LLP takes all reasonable precautions to ensure that your personal information is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect your information are:
» premises security;
» restricted access to personal information stored electronically;
» deploying technological safeguards like security software and firewalls to prevent hacking or unauthorized computer access;
» internal password and security policies;
» obligation of each lawyer to maintain client confidentiality under the Rules of Professional Conduct of the Law Society of Upper Canada;
» all employees and third parties that have access to personal information collected by Buset LLP will be required to sign a confidentiality agreement that is in keeping with this Policy. Please be aware that although these precautions are employed by our firm, our email and fax transmissions are not encrypted but are accompanied by a confidentiality statement.
Inquiries, Requests and Complaints
Please direct any inquiries, requests or complaints regarding our firm’s collection, use, discloser or retention of personal information to:
Chief Privacy Officer
1121 Barton Street
Thunder Bay, ON P7B 5N3
Phone: (807) 623-2500
Fax: (807) 622-7808