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IVAN STEELE LAW - TERMS OF SERVICE

Immigration and Family Lawyer in the Heart of Toronto
The governing body of the legal profession in Ontario (Law Society of Upper Canada) has imposed certain rules relating to the opening of new matters for clients and the operations of law firm trust accounts that are designed to assist in the prevention of activities such as money laundering, sometimes referred to as “know your client” rules (herein, terms of service). Accordingly, Ivan Steele Law Office has implemented certain file opening and trust account procedures, when necessary, in order to ensure that we comply with our obligations as efficiently as possible while minimizing the impact on our clients.Client Identification: When we are retained to act on a new file, whether for a new or an existing client, we must collect certain specific information. For clients who are individuals, we must record the client’s occupation, home address and telephone number. We are obligated to obtain this information also in regard to any third parties for whom our client may be acting in the matter. Except to the extent relevant information changes from time to time, it has to be obtained only once per client.

Client Verification: Additional requirements may apply when the firm is engaged in or gives instructions with respect to the payment or receipt of funds or negotiable instruments, for example, if our trust accounts are used in connection with a client transaction. We must take reasonable steps to verify the identity of the individual client. This will involve examining an individual’s identification document (such as a driver’s licence or passport) and retaining a copy for our files. Ivan Steele Law Office values its clients’ privacy and we treat all client information with the utmost care and confidentiality. While we collect certain client information for administrative and billing purposes and to maintain and foster client relationships, the information and documentation we obtain in compliance with the “Know Your Client” rules will be used solely to comply with our professional obligations and access will be limited on a “need to know” basis. Except where legally compelled to do so, we will not release such documentation or any information contained therein to any third party.

2. File Retention and Disposal

As part of an ongoing retainer, Ivan Steele Law Office will make every effort to ensure the client is provided with all documentation relevant to the matter. Clients who, upon termination or completion of a matter, wish us to send to them any additional documentation are requested to please so advise us. Otherwise, any documentation that our clients or others have provided to us and our work product produced for that matter will be dealt with in accordance with our records retention program (subject to strict protection of client confidentiality), which may include destruction of these materials after an appropriate time has elapsed.

3. Electronic Communications

We will communicate with clients and others and provide documents through various forms of electronic communications, including email through the public internet. Clients may also correspond with or provide documents to us through electronic means. These electronic communications may contain information that is confidential or privileged, unless our clients instructs us not to send such information electronically. There is a risk that any such electronic communications may be intercepted or interfered with by third parties or may contain computer viruses. 
In addition, we employ filtering techniques (e.g., anti-spam software) which might interfere with the timely delivery of electronic communications sent to us. Neither party will be responsible to the other, or have any liability for any actions of third parties, with respect to electronic communications either of us might send to the other, or for any delay in delivery or non-delivery or other damage caused by virtue of a communication having been made in electronic format.
Clients wishing to discuss other means of delivery of information are asked to please contact Ivan Steele Law Office directly. In addition, if you have any concerns or doubts about the authenticity or timing of any electronic communication purportedly sent by us, please contact us immediately.

4. Privacy Policy

Introduction
This privacy policy (the “Privacy Policy”) outlines the manner in which Ivan Steele Law Office collects, uses and discloses personal information of individuals (“you”) in Canada in the course of operating our business. The confidentiality of your personal information and protection of your privacy are important to us. In addition to adhering to the provisions of applicable privacy legislation, as a law firm, 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. We take these obligations very seriously and have implemented measures to ensure that your personal information is managed in a responsible and appropriate manner.
“Personal information” is a broad term that includes any information about or that can be used to identify an individual. 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 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.

Personal information may not include business contact information, including your name, title or position, business or business e-mail address, telephone or facsimile number in your capacity as an employee of an organization. Personal information also excludes certain publicly-available information, such as information listed in a public telephone directory.

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, Ivan Steele Law Office 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 or 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, 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:

• information about agents and suppliers of goods and services to Ivan Steele Law Office to establish and maintain commercial relationships (such as selecting suppliers and processing invoices);
• as otherwise permitted or required by law.

Consent

We collect, use and disclose personal information only with consent. However, because we collect only such information as is necessary for our intended purposes, as a general rule our practice is not to request written consent to do so because consent can reasonably be implied in most cases. By contacting us or voluntarily providing us with your personal information, you consent to the collection, use and disclosure of that information in accordance with this Privacy Policy. To the extent that you provide personal information of another individual to us, you represent that you have the necessary consent or authority to permit us to collect, use and disclose such personal information for the purposes set out in, and in accordance with, this Privacy Policy.

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

Ivan Steele Law Office 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 (Law Society of Upper Canada).
We use safeguards that are standard in the legal profession to protect the security of personal information in our possession.

Our Website

Visitors to our website are not required to provide any individually identifiable information, such as a name or address, nor do we collect such information passively by electronic means. Ivan Steele Law Office does not provide information to third parties regarding individual visitors to its website. While reasonable precautions are taken to protect all information given to Ivan Steele Law Office, due to the nature of the Internet Ivan Steele Law Office cannot guarantee that there will not be any unauthorized access to your information.

Disclaimer

The information you obtain at this site is not, nor is it intended to be, legal advice. You should consult an attorney for advice regarding your individual situation. We invite you to contact us and welcome your calls, letters and electronic mail. Contacting us does not create an attorney-client relationship. Please do not send any confidential information to us until such time as an attorney-client relationship has been established.

 

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