In order to provide legal services to our clients and potential clients and to fulfill our professional legal responsibilities and manage our business, we collect, use and disclose certain personal information. As lawyers we are also subject to professional and ethical obligations relating to the confidentiality of the information we receive in the context of the lawyer-client relationship.
The types of personal information we may collect about an individual will depend upon the nature of the services we are requested to provide or the purpose for collecting the information (see “Purposes for Collecting, Using or Disclosing Personal Information”, below). Generally, personal information may include a person’s name and home contact information, billing and account information, information relevant to their legal matters (such as information about their business or financial affairs) and other information incidental to the provision of legal advice and services by our firm. We may also collect personal information about directors, officers, shareholders and employees of a client, adverse parties and other parties who are individuals. In certain circumstances, we may be required pursuant to our professional or statutory obligations, including “Know Your Client” requirements imposed by our governing law societies, to verify the identity of a client or its representatives. This may include obtaining additional personal information, such as a person’s occupation or date of birth and we may be required to obtain and retain a copy of an individual’s personal identification document.
Purposes for Collecting, Using or Disclosing Personal Information
We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances, and we limit the amount and type of personal information we collect, use or disclose to that necessary for the purposes identified. Generally speaking, Hansell LLP collects uses and discloses personal information of clients and other individuals for the primary purpose of providing legal services and advice on matters in which we have been retained. In some cases, we may be required pursuant to “Know Your Client” regulations applicable to our profession to obtain certain personal information and in such cases the purpose is to comply with our regulatory obligations. We also collect and use personal information for administrative purposes (such as billing and payment processing) and the maintenance of our document management and precedent systems.
We also collect and use personal information of clients and prospective clients to establish and foster relationships by communicating about our firm and our services. We use personal information to distribute publications and invitations to events to individuals who subscribe to our mailing lists or are invited by firm members, to maintain contact lists and to conduct other activities to market our firm.
We may share personal information with third parties in the course of representing clients, including conducting negotiations, litigation or other proceedings. Such third parties may include opposing parties and their counsel, foreign counsel and advisors, witnesses, courts and adjudicators.
In addition to the above we may collect, use and disclose personal information for other purposes ancillary to our business. Examples include:
In some cases we may be authorized or required by law to collect, use or disclose personal information without consent. For instance, we may be required to disclose information to civil or regulatory authorities or pursuant to a subpoena or court order.
Retention and Safeguards
Hansell LLP retains personal information for as long as it is needed for the purposes for which it was collected or in accordance with applicable regulatory requirements and professional standards.
We use safeguards that are standard in the legal profession to protect the security of personal information in our possession. This includes the establishment of policies and procedures and the training of personnel, the use of physically secure facilities, the adoption of other standard security practices and the appointment of a Privacy Officer.
Any information or documentation which we collect in compliance with our “Know Your Client” obligations is stored separately from other files and access thereto is limited to personnel who are responsible for ensuring that we comply with our obligations.
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 and office services, we will take reasonable steps, by contractual means or otherwise, to ensure that such parties use the information only for the purposes of complying with such arrangements and that they provide comparable privacy protection while the information is in their possession or control.
Access to Your Personal Information and Further Information
161 Bay Street, Suite 2800
Toronto, ON M5J 2S1