This policy applies to Lindsay Kenney LLP and Westlaw Management Limited Partnership (collectively the “Firm”). At the Firm, we do our utmost to protect your personal information from improper collection, use, or disclosure.
Purpose
The purpose of this policy is to ensure that the Firm protects the personal information of clients, employees, contractors and other stakeholders in accordance with applicable legislation and professional standards. This policy outlines how we collect, use, store and protect personal information while providing legal services.
“Personal information” means information about an identifiable individual. This includes, but is not limited to, names, addresses, phone numbers, email addresses, dates of birth, Social Insurance Numbers (SINs), medical records, financial or banking information, and identification documents.
Compliance and Legal Framework
The Firm is committed to protecting personal information in accordance with the British Columbia Personal Information Protection Act (PIPA) and the Law Society of British Columbia’s Rules of Professional Conduct, particularly Rules 10-3 and 10-4 which address lawyer-client confidentiality, secure records management, and response to data breaches. This policy formalizes our obligations under these standards, as well as our broader commitment to privacy and professional ethics.
Use of Our Website
You may use our website without disclosing any personal information to us. If we do ask you for personal information, we will explain why we are requesting it and how we intend to use it. We will not collect, use, or disclose your personal information without your prior consent.
Collection and Use of Personal Information
We only collect personal information that is necessary to fulfill legal service obligations, meet regulatory requirements or support the internal administration of the Firm. We collect personal information directly from individuals wherever possible and inform them of the purpose at or before the time of collection.
We do not collect personal information via our website. However, clients may make bill payments through a secure, third-party payment portal. No payment or personal data entered into that portal is collected, stored, or processed by the Firm directly.
We confirm that the third-party payment provider maintains its own privacy policy and is contractually required to protect any personal information collected through the payment system.
Please note that for in-person credit card payments made at our offices, the Firm may temporarily record certain credit card information for transaction purposes in accordance with applicable PCI compliance requirements. Such data is never retained beyond the transaction.
Consent and Limiting Use
We will obtain appropriate consent before collecting, using, or disclosing personal information unless otherwise authorized or required by law. Personal information is used solely for the purposes identified at the time of collection and not for unrelated purposes.
Retention of Personal Information
We only retain your personal information for as long as needed to fulfill the purpose for which you provided it. After that, it is securely destroyed or anonymized so that it can no longer be used to identify or contact you.
Cookies and Tracking
Our website does not collect personal information directly, nor does it use tracking technologies such as analytics or marketing cookies. However, we may use essential session-based cookies to support website functionality (e.g. for access to restricted areas or forms, if applicable).
Accuracy and Updates
We make reasonable efforts to ensure that personal information in our possession is accurate, complete, and up to date. Upon request in writing and verification of identity, individuals will be informed whether we hold personal information about them and they may access, correct, or withdraw consent, subject to legal or professional limitations.
Safeguarding Your Information
We safeguard personal information using appropriate administrative, technical and physical safeguards to protect personal information against theft, loss, unauthorized access, modification or disclosure.
These safeguards include:
- Password-protected and encrypted systems
- Secure document storage and disposal procedures
- Role-based access control
- Breach detection and incident response protocols
- Regular software and security updates
- Routine backups of firm data to secure servers
- Ongoing privacy and cybersecurity awareness training for staff
Breach Response
In the event of a suspected or actual privacy breach, the Firm will respond promptly in accordance with PIPA and Law Society of BC guidance. This includes:
- Containing the breach
- Assessing risk
- Notifying affected individuals and relevant authorities if required
- Documenting the incident and implementing remedial measures
Firm Member Responsibilities
All members of the Firm are expected to adhere to this policy and must report any known or suspected breach of privacy obligations to the designated Privacy Officer, who also serves as the Firm’s Managing Director.
All members of the Firm who handle Personal Information receive annual reminders to ensure compliance with privacy practices.
Your Rights and Contacting Us
You may withdraw your consent to our use of your information at any time by notifying us. To remove, correct or update your information, or to request details about how it has been used, please contact us using the information below. We may need to verify your identity before responding.
Links to Other Websites
This website may contain links to other websites that are not operated by us. We are not responsible for the privacy practices of those sites, and our privacy policy does not apply to them. We recommend that you review their privacy policies before providing any personal information.
Privacy Contact Information
If you have any questions about our privacy policies or practices or our complaint process, please contact Privacy Officer (webmaster@lklaw.ca) write us at Lindsay Kenney LLP 1500 – 401 West Georgia Street, Vancouver, BC V6B 5A1.