KLP-Landlord
Solutions is committed to protecting
the personal information that we collect, use and disclose in the
course of providing paralegal services and operating our paralegal
firm, in
accordance with all applicable regulatory requirements, including
applicable privacy legislation, and consistent with our professional
obligations. As practicing paralegals, we have professional and ethical
obligations to maintain information we have received within our client
relationships in confidence. This Privacy Policy supplements our
professional obligations of client confidentiality and sets out in
general terms how we collect, use, disclose and protect the personal
information of our clients, other individuals and our web site users
("you").
Personal Information
Privacy
legislation in Canada defines "personal
information" broadly as any information about an identifiable
individual. In general, personal information does not include business
contact information, including your name, title or position, business
or business e-mail address, telephone or facsimile number.
Accountability
KLP-Landlord
Solutions is responsible under
applicable privacy
legislation for the personal information in our possession or control.
This includes personal information we receive directly, such as from
individual clients or other individuals, and personal information we
receive indirectly from clients or others. We have established policies
and procedures with the objective of protecting personal information
and have appointed a Privacy Officer to oversee privacy matters for our
firm. Our Privacy Officer can be reached at
Privacy.Officer@LandlordSolutions.ca or at 416-570-6378.
What Personal Information Do We Collect?
The
types of personal information we may collect
about
you include your name and home contact information, billing and account
information, information relevant to a client’s legal matters
and
other
information incidental to the provision of advice and services by
our firm. Examples of the types of personal information we may collect
include personal information about directors, officers and employees of
a client or other party, witnesses, family members,
adverse parties or parties-in-interest, and information about
shareholders, security-holders, investors, potential investors or
buyers, business partners, targets, individuals, clients, or other
parties
who are individuals.
Our Purposes for Collecting, Using or Disclosing Personal Information
General
KLP-Landlord
Solutions collects, uses and discloses
personal information
for the primary purpose of providing our clients with professional
paralegal services and representation, including for the following
purposes:
-
to
establish and manage client
relationships, provide
legal advice, perform legal services, fulfill legal duties, and avoid
legal conflicts of interest;
-
to
share personal information with third
parties for
the purpose of providing legal services in the context of legal
proceedings, including conducting litigation, arbitrations, mediations
or other proceedings. Such third parties may include opposing parties,
parties in interest, opposing, foreign and other counsel and advisors,
witnesses, courts, adjudicators, arbitrators, other decision-makers and
experts;
-
to
establish and maintain commercial
relationships
with clients, suppliers and other third parties, including to issue
invoices, administer accounts, collect and process payments, evaluate
credit standing, and to fulfill contractual obligations;
-
to
contact and communicate with clients and
other
individuals for the purpose of conducting market research, and
evaluating client service and satisfaction;
-
to
distribute our publications and
invitations to events to individuals who subscribe to our mailing lists;
-
to
maintain, develop and manage our
document management, knowledge-management and precedent systems and
databases;
-
to
consider the admission of individuals as
employees and members of the firm;
-
to
develop and manage our business and
operations;
-
to
detect and protect against error,
negligence,
breach of contract, fraud, theft and other illegal activity, and where
necessary to meet our insurance requirements; and
-
as
permitted by, and to comply with,
applicable legal or regulatory requirements or provisions.
Publications and Seminar Programs
Our
publications program uses the contact
information
of those who subscribe through our web site or by invitation from firm
members. Our seminar and marketing programs draw on a contact database
of primarily business contacts that may also include individuals. We
provide an opportunity to any contact to un-subscribe from our
publications program or opt-out of contact for seminar, client events
or marketing purposes on an ongoing basis by contacting our privacy
officer.
Web
site
-
Cookies
– Cookies are small data files that
are sent to your
browser and stored on your computer’s hard-drive when you
visit
certain
web sites in order to "track" your visit to the site. Landlord
Solutions may, from
time to time, collect non-personal information about you and your use
of the site though the use of cookies. We do not match or correlate
this information with any personal information that you submit on the
web site. Some browsers can be set to reject all cookies; if you choose
to modify your browser in this manner, all features of the web-site
will remain available to you. We use cookies to analyze web-site usage.
This information is used for no
other purpose.
-
On-line
Communications – In
order to provide
our
web site users with publications, information or requested services,
visitors may voluntarily submit personal information to us for such
purposes as subscribing to or downloading publications, participating
in a seminar or other event, participating in surveys or asking a
question. We use the personal information you provide only for the
purpose for which you have provided it. If a subscriber or visitor has
subscribed or attended a seminar or other event in the past, we may
combine the information with information submitted on the web site. We
provide an on-going opportunity to unsubscribe or opt-out of contact by
the firm by telephoning our privacy officer.
-
E-Mail
Communications – We
may send e-mail
communications to subscribers or other individuals in our contact
database to advise of legal developments, distribute publications or to
advise of events or seminars. Each e-mail includes an opt-out feature
and instructions on how to un-subscribe if you do not wish to receive
future e-mails from Landlord Solutions for these purposes.
-
Links
– Our web
site may present links to
other web
sites. You should be aware that operators of linked web sites may also
collect your personal information and information generated through the
use of cookies when you link to their web sites. Landlord Solutions is
not
responsible for how such third parties collect, use or disclose your
personal information, so it is important to review their privacy
policies before providing them with your personal information.
Service Providers
To
the extent we enter into arrangements with
service
providers, agents and contractors to store, handle or process personal
information on our behalf, such as for data processing, document
storage software support and office services, our policy will be to
require such parties by contractual or other means to provide
comparable privacy protection while the information is processed or
handled by them.
Consent
We
will obtain a client’s consent to the
collection,
use and disclosure of personal information about the client, and the
consent of other individuals where required by applicable privacy
legislation. We assume that an individual has consented to our
reasonable collection and use of personal information consistent with
the purposes for which the information was given, when the individual
initiates contact with us or voluntarily provides personal information
to us. We also assume that clients who retain us, or individuals
involved in proceedings or matters opposite or adverse to our clients,
consent to the reasonable collection, use and disclosure of their
personal information by our professionals and agents for purposes of
our representation or provision of legal advice to our clients and the
conduct of the transactions or proceedings involving our clients.
We
do not collect, use or disclose personal
information
without consent unless authorized or required by law to do so, such as
in the following circumstances:
-
if
a client provides personal information
about third
parties to us for purposes of our paralegal representation or advice to
the
client;
-
where
a court order, summons or subpoena is
issued, or under
applicable rules of production, a regulatory or other body with
jurisdiction to compel production so requires;
-
when
the information is publicly available
within the
meaning of applicable privacy legislation, such as in professional or
other directories, in public registries, publicly-filed court or
tribunal records
or information appearing in published form;
-
if
we are investigating the breach of an
agreement, a
legal duty or contravention of a law and obtaining consent would
compromise the investigation or the accuracy of the information;
-
if
we are required to disclose personal
information to a lawful authority;
-
as
otherwise authorized by law.
As
practicing paralegals, we are subject to
professional
and ethical obligations and we do not disclose personal information
subject to solicitor-client privilege unless the privilege is lawfully
waived or we are required by law to do so.
We
obtain the electronic or oral consent of
individuals
who subscribe to our publications program or who indicate an interest
to members of the firm in receiving such materials. We provide an
opt-out opportunity to individuals from our publications, seminar and
other events on an ongoing basis (see Publications and Seminar Programs
above)
Limited Collection, Use and Disclosure and Retention
We
collect personal information by fair and
lawful
means and, wherever appropriate, directly from the individual. Wherever
possible, we limit the amount of personal information we collect, use
or disclose to that necessary and appropriate to provide our legal
services, advice and representation and to operate our firm business.
We limit the personal information we collect and use for client
relationship and development purposes and for our publication and
seminar programs to contact information and information about
preferences provided by the individual.
We
keep records of the work performed and
services
provided by us in accordance with applicable regulatory requirements
and professional standards. These records may include personal
information. Our records are stored with safeguards against
inappropriate or unauthorized access (see Safeguards). We retain
contact information about individuals for the period of time the
individual subscribes to our programs, does not opt-out or continues to
respond to seminar and other invitations.
Accuracy of Information
In
order to provide clients or subscribers with a
professional level of service and to maintain appropriate contact
preferences, we may ask you to update your personal information,
contact information or preferences from time to time, and we provide an
ongoing opt-out opportunity by link or hard copy with all publications,
invitations and notices. Clients are encouraged to contact their
representative at Landlord Solutions to update the personal information
we maintain in our client files.
Safeguards
We
protect personal information in our files and
document management systems from loss, misuse, unauthorized access and
alteration by using physically secure facilities, password protection,
standard security practices and tools and well-defined internal
policies and practices.
Access to Your Personal Information
Individual
clients may review any personal
information
concerning themselves we have on file in our offices by contacting
their Landlord Solutions representative. Individuals who are not
clients may request access to
personal information we hold about them by written request to:
Privacy
Officer Landlord Solutions 11965 Hurontario Street, PO Box 57046
Brampton, ON L6Z 4P0
or
Privacy.Officer@Landlord.Solutions.ca
We
will provide access to such personal
information,
subject to exceptions stipulated or required by applicable privacy
legislation. Examples of such exceptions include information protected
by privilege; information generated in the course of a
formal dispute resolution process; information about another individual
where disclosure would reveal confidential commercial information; or
information disclosed to the police or other lawful authorities where
we are required to withhold disclosure. If you are concerned about the
access we have provided or wish to advise us of inaccuracies in the
information, you may contact our Privacy Officer at Privacy.Officer@LandlordSolutions.ca.
Challenging Compliance with this Privacy Policy
KLP-Landlord
Solutions will respond to complaints
from individuals or
questions about our compliance with this policy and with applicable
privacy laws. We will investigate and attempt to resolve all
complaints. To challenge our compliance with this policy please contact
our Privacy Officer at the co-ordinates listed above.
If
you have any questions or concerns about your
privacy and our role in protecting it, please contact our Privacy
Officer.
We
reserve the right to change our Privacy Policy
at any time by posting a new Privacy Policy on our web site.
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