As lawyers we take our responsibility to protect our client’s privacy and personal information very seriously. That extends to potential clients and others who may provide us with personal information.
Personal information refers to information about an identifiable individual. When a person or organization becomes a client of Code Hunter LLP, our collection, use, protection and disclosure of personal information is governed by the Law Society of Alberta, our Code of Conduct and common law.
When a person or organization contacts Code Hunter LLP regarding legal services, but a lawyer-client relationship does not result, contact information and other personal information may be provided. Where this occurs, we take all necessary precautions to ensure that personal information is protected in accordance with requirements set forth in the Personal Information and Protection Act (Alberta) and Personal Information Protection and Electronic Documents Act (Canada).
Collection of Personal Information: Purpose & Consent
Code Hunter LLP collects personal information required to determine whether to enter into a lawyer-client relationship with persons or organizations, and so to provide legal services.
Code Hunter LLP relies on implied consent for the collection and use of all such information as permitted by law.
Typically, the personal information Code Hunter LLP collects from prospective clients includes a name, email address, physical address, telephone number and occupation, as well as any other information required by the Law Society for client verification purposes. For others, personal information is generally restricted to contact information.
Limiting Use, Disclosure, and Retention
Code Hunter LLP limits the use of non-client personal information to what is required to determine whether to enter a lawyer-client relationship in the case of a prospective client, and to what is necessary to respond to an inquiry of the firm, in other circumstances.
Code Hunter LLP treats the personal information of prospective clients as confidential and does not disclose it without notice to or consent of that individual, except in very limited circumstances permitted or required by law, including when disclosure is in the individual’s interest and consent cannot be obtained in a timely way.
Code Hunter LLP retains personal information only for so long as that information is reasonably required, after which it is destroyed.
Code Hunter LLP carefully monitors and administers its practices, procedures and security arrangements to minimize risk of unauthorized access, collection, use, disclosure, copying, modification, disposal and destruction of personal information.
We may collect personal information in person, by telephone or electronically and may store that information in paper or electronic format until destroyed.
Our offices are secured by electronic badge access, with public access controlled at all times during office hours. Local servers are protected by additional security measures, and back-up storage of all electronic data and information is located in a secure facility in Canada.
Among other safeguards, all electronic systems and information are subject to user ID and password access and are monitored by a third-party service provider based in Calgary who is subject to strict confidentiality requirements.
Internal policies ensure that our employees do not improperly copy or store personal information outside Code Hunter LLP’s secure electronic systems or physical office space, or otherwise permit non-authorized access.
As part of our onboarding process, all new employees are educated about and required to adhere to internal policies relating to personal and confidential information.
Accuracy & Access
Code Hunter LLP relies on prospective clients and others contacting us to provide accurate personal information.
Anyone seeking to correct or update personal information provided to Code Hunter LLP is encouraged to contact us.
If you have provided us with personal information, you may request access to that information at any time through the access to information processes provided by the Personal Information and Protection Act (Alberta) or through our privacy officer.
We may seek to confirm the identity of a person requesting information, and any additional personal information collected in that process will be destroyed as soon as reasonably possible once that identity is confirmed.
Subject to any overriding legal obligations, Code Hunter LLP will provide a description of what, if any, personal information it retains, the use it makes of that information and what, if any, disclosure has been made of it.
We are accountable for the personal information we collect and actively seek to manage our privacy obligations, including by:
- development of this policy and other internal policies and practices related to the protection of personal information;
- ensuring that employees and service providers comply with Code Hunter LLP’s privacy policies and practices; and
Inquiries in respect of this policy or measures taken by our firm to collect, use, protect and disclose personal information can be referred to our Privacy Officer as follows: