When we use the term Personal Information, we are referring to information that is reasonably capable of identifying a particular individual either alone or when combined with information from other available sources. Personal Information includes an employee’s Personal Information, but it does not include business contact information or work product information.
Some examples of Personal Information are: personal contact information such as name, personal number and home address, excepting information on a business card; government identification (social insurance number, drivers’ license number); financial information such as bank account or income details; personal characteristics such as age, gender, ethnicity and disability; and personal preferences, such as product preferences.
We will get your consent to collect, use, or disclose your Personal Information, except where we are legally authorized or required by Law to do so without consent. For example, no consent is required where the Personal Information is publicly available from a prescribed source or if it is reasonable to expect that obtaining consent would compromise an investigation or proceeding.
Depending on the transaction, consent may be obtained orally, in writing or electronically and may be an opt-out (check box) consent. Consent may also be implied or explicit. If you provide your Personal Information to us for any of the purposes summarized below, you are consenting to us collecting, using and disclosing your Personal Information for those purposes. You may withdraw consent for us to collect, use or disclose your Personal Information at any time by giving us reasonable notice, unless withdrawing consent would frustrate our performance of a legal obligation. If you choose to withdraw your consent, we may be unable to provide you with the products or services requested.
Collection, Use and Disclosure of Personal Information
The information we collect about you depends on our relationship with you, but may include your name, contact information, personal employee information, information about how you use our products and services, and information about your preferences, demographics and interests.
We only collect information that is required for, or related to establishing, managing and terminating an employment or contractual relationship and conducting business by providing you with requested products, communications and services.
We will not collect, use or disclose Personal Information except for the identified purposes, unless we have received additional consent or are legally authorized or obligated to collect, use or disclose without consent. We collect, use and disclose your Personal Information to:
- establish and manage client relationships, provide legal advice, perform legal services, fulfill legal duties and avoid conflicts of interest,
- establish and maintain commercial relationships with clients, suppliers and other third parties, including to issue invoices, administer accounts, collect and process payments, and to fulfill contractual obligations,
- establish, manage and terminate employment, contractual and partnership relationships,
- develop, enhance, track, market or provide Inhaus’ products and services, including requesting feedback from clients and others who consent to receive communications from us,
- distribute informational e-mail communications regarding relevant legal insights and developments respecting Inhaus,
- develop and manage our knowledge-management precedent systems and databases,
- detect and protect Inhaus and other third parties against error, negligence, breach of contract, fraud, theft and other illegal activity, and to audit compliance with Inhaus policies and contractual obligations,
- engage in business transactions, including the purchase, sale, lease, merger, amalgamation or any other type of acquisition, disposal, securitization or financing involving Inhaus,
- comply with any legal or regulatory requirements, including valid legal processes such as search warrants, subpoenas or court orders,
- assist during emergency situations or where necessary to protect the safety of persons, and
- fulfill any other purpose to which you consent.
In some cases you may provide Personal Information to us about other people, such as your customers, directors, officers, shareholders or beneficial owners. You must ensure that you have given those individuals an appropriate notice that you are providing their information to us and have obtained their consent to that disclosure.
For our clients or those that subscribe to receive communications from us, you agree that we may contact you to let you know about events and services that may be of interest to you, or legal updates that are relevant to your business. We may contact you to do so by telephone or email. It is always your choice whether to receive or to continue receiving such updating information. If you no longer wish to receive any updating information, you can opt-out by following the unsubscribe instructions in the updating information communication.
Employee Personal Information
In an employment relationship, we collect, use, or disclose employee information without consent if it is reasonable for the purposes of establishing, managing or terminating an employment relationship between the employee and Inhaus.
We will only disclose employee Personal Information to third parties where required by Law, or to our employees, contractors, designated agents or third-party service providers who require it to assist us with administering the employment relationship (including third-party service providers who provide services to us or on our behalf). Third-party service providers include, but are not limited to, our accountants, bookkeepers, payroll processors and benefits administration providers. These third-party service providers may be located outside of Canada.
We require all our third-party service providers, by written contract, to implement appropriate security measures to protect employee Personal Information consistent with our policies and any data security obligations applicable to us as your employer. We do not permit our third-party service providers to use employee Personal Information for their own purposes or to communicate employee Personal Information to third parties without consent, subject to limited exceptions. We only permit them to use employee Personal Information for specified purposes in accordance with our instructions.
Information Collected on our Website
Any information gathered on our website located at www.inhauslegal.com (Website) may be aggregated and used for research and development relating to our Website, products and services.
When you access our Website, we may use a browser feature called a cookie to collect information. A cookie is a small data file containing a unique identification number that identifies your browser, but not necessarily you, to our computers each time you visit our Website. The type of information identified by a cookie includes your Internet protocol address, the type of browser and operating system, the domain name of the website from which you came, the date and duration of visits, the pages viewed and the number of cookies accumulated. The data is used to track usage and improve our Website, products and services, and your experience, not to identify you. Unless you specifically inform us by registering for an event or sending us correspondence from the Website, we will not know who you are from the cookie. You can reset your browser to notify you when you have received a cookie or to refuse to accept cookies. If you choose to refuse to accept cookies, some of the features available on our Website may not function. Session cookies are deleted once you close the internet browser. We do not use any persistent cookies that are not deleted after you close the browser.
You may choose to provide Personal Information through a third party that Inhaus uses to provide services and market services. We are not responsible for the privacy practices of third parties and you should review the privacy policies of any third party website before you provide any Personal Information.
We are committed to protecting the privacy of children. We do not knowingly collect information from children. If you are under 18 years old do not submit any Personal Information to us.
Protection and Retention of Personal Information
No data transmission over the Internet can be guaranteed to be secure. Therefore, Inhaus does not represent, warrant or guarantee that Personal Information sent to us via the Internet, such as by way of emails sent to our Website, or directly to our lawyers or other team members will be protected against loss, misuse, interception or alteration. We do not accept any liability for Personal Information that we receive electronically from you, or for your or any third parties’ use or misuse of Personal Information.
If you subscribe on our Website to receive communications from us, we also store the Personal Information you provide in your subscription. Website administrators can see and edit your Personal Information.
We generally keep your Personal Information as needed according to the permitted use, such as to provide updating information, our legal services and to deal with legal claims. We will securely destroy or anonymize Personal Information once it is no longer necessary to fulfil the identified purposes, unless it is necessary to retain the Personal Information for legal, regulatory or accounting requirements. Typical retention periods will range from 3 to 15 years.
Accuracy and Access
It is important that the Personal Information we have about you is accurate and current. Please keep us informed of changes to your Personal Information. We will make reasonable efforts to ensure that the Personal Information we collect, use or disclose, is accurate and complete. You may request that we correct any errors or omissions in your Personal Information that is under our control and, if we are satisfied that the request is reasonable, we will correct the Personal Information.
You have a right to access your own Personal Information, including information about the way in which your Personal Information is being or has been used or disclosed. You can make this request to our Privacy Officer, whose contact information is below. A minimal fee may be required in advance of providing you with access to your Personal Information. We will respond to your request for Personal Information by providing the Personal Information or an explanation of why we cannot provide the Personal Information within 30 days of the request, unless a time extension is granted under PIPA.
You can also request that we erase any Personal Information that we hold about you. This does not include any data we are obliged to keep for administrative, legal or security purposes. Similarly, you have the right to withdraw your consent to our use of your Personal Information.
Erika Ringseis (email@example.com)
Toll free: (877) 413-5680; extension 107
Additionally, you may contact:
- British Columbia Information and Privacy Commissioner (https://www.oipc.bc.ca),
- Information and Privacy Commissioner of Alberta (https://www.oipc.ab.ca), or
- Privacy Commissioner of Canada (https://www.priv.gc.ca/en/contact-the-opc/).