Ehler Paralegal Mediation & Notary Website Privacy Policy

Governing Professional and Legal Obligations

Our privacy and confidentiality practices are informed by:

1. Law Society of Ontario Paralegal Rules of Conduct (in particular: Rule 3.03 - Confidentiality).
2. By-Law 8: Bookkeeping and Records (recordkeeping and secure storage of client information).
3. Technology Practice Management Guidelines (security, data protection, and client confidentiality in digital environments).
4. The LSO’s published Privacy Policy and Data Security Guidance.
5. Ontario and Canadian Privacy Legislation
6. Personal Information Protection and Electronic Documents Act (PIPEDA): applies to private sector organizations in Ontario.
7. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) - governs municipal and local government records in       Ontario.
8. Personal Health Information Protection Act (PHIPA) - applies where health-related records are collected in the course of client services.
9. Freedom of Information and Protection of Privacy Act (FIPPA) – applies to Ontario ministries and provincial agencies.
10. We also comply with applicable U.S. state and federal privacy requirements where cross-border service delivery is involved.

What Information We Collect

We may collect personal information, as defined under s. 2(1) of PIPEDA, including but not limited to:

1. Contact and Identification Information: Name, email, phone, mailing address, and identification documents.
2. File and Case Information: Details you provide for legal representation, mediation, or notary services.
3. Financial Information: Payment details, invoices, and receipts (retained per LSO By-Law 8).
4. Communications: Emails, intake forms, call logs, and supporting documents you send us.
5. Website Usage Data: IP address, browser type, device information, pages visited, cookies and analytics data.

We collect only the minimum necessary personal information required to deliver services and comply with our professional obligations.

How We Use Personal Information

Your information may be used for:

1. Professional Services: To assess, advise, represent, mediate, or notarize documents in accordance with your instructions.
2. Regulatory Compliance: To meet LSO requirements (By-Law 8 retention, trust account recordkeeping, audit compliance).
3. Communications: To contact you regarding your file, upcoming appointments, or service updates.
4. Billing & Payments: To issue invoices and process lawful payments.
5. Website Analytics: To improve website functionality and security (cookies may be used; you can disable them).
6. Legal Obligations: To respond to lawful requests, subpoenas, or court orders.

We do not use client information for unrelated marketing or advertising purposes.

Confidentiality

Under Paralegal Rule of Conduct 3.03, all client information is strictly confidential and may not be disclosed without consent, except where required or permitted by law. Confidentiality applies indefinitely, even after the paralegal-client relationship ends. Confidentiality also applies to staff, contractors, and service providers engaged in assisting with client files.

Confidentiality Notice
This website and communications through it may contain confidential, privileged, or personal information. Unauthorized disclosure, distribution, copying, or reliance on its contents is strictly prohibited.

How We Share Information

We will only share your personal information:

1. With Your Consent: For example, providing records to an expert witness or mediator.
2. With Service Providers: Such as secure IT hosting, cloud storage, or payment processors (bound by confidentiality and security agreements).
3. With Regulators: As required for LSO audits, spot-checks, or investigations.
4. As Required by Law: In response to subpoenas, court orders, or statutory obligations.

We will never sell or rent personal information.

Data Security

We apply safeguards consistent with LSO Technology Practice Management Guidelines, including:

1. Encryption of electronic files and email where appropriate.
2. Role-based access controls for case files and accounting records.
3. Secure disposal of physical records (shredding or certified destruction).
4. Regular review of security protocols.

Despite these measures, no system is 100% secure; however, we continuously improve to meet or exceed industry and regulatory standards.

Retention of Records

1. Client records are retained for at least six (6) years from the date of file closing, in accordance with By-Law 8, s. 18 of the Law Society of Ontario.
2. Certain trust account and financial records may be retained longer, as legally required.
3. Records are securely destroyed once retention periods expire.

Your Rights

Under PIPEDA and Ontario privacy law, you have the right to:

• Access the personal information we hold about you.
• Request corrections or updates.
• Withdraw consent for use of your personal information (subject to legal obligations).
• Request deletion, subject to LSO record-retention requirements.

Requests must be made in writing to the contact below.

Cookies & Third-Party Services

We may use cookies and third-party analytics tools (such as Google Analytics) to improve website functionality. These services may collect anonymized information about website usage. You may disable cookies in your browser settings.

Children’s Privacy

We do not knowingly collect information from children under 18 years of age without appropriate consent.

Cross-Border Transfers

As we operate in both Ontario and New York, information may be transferred across borders for service delivery and storage. By using our Services, you consent to such transfers, subject to safeguards consistent with PIPEDA s. 17 and LSO confidentiality requirements.

12. Changes to this Policy

We may update this Privacy Policy to reflect changes in law, LSO requirements, or business practices. Updates will be posted here with a revised effective date.

Contact Us

For privacy questions or to exercise your rights, contact:

Ehler Paralegal, Mediation & Notary Services
📧 Email: ctehler@ehlerservices.com
🌐 Websites: ehlerservices.com | ehlerparalegal.com

If you are not satisfied with our response, you may contact:

• Law Society of Ontario – www.lso.ca
• Office of the Privacy Commissioner of Canada (OPC) –      www.priv.gc.ca
• Information and Privacy Commissioner of Ontario      (IPC) – www.ipc.on.ca

This Privacy Policy integrates professional obligations under the Law Society of Ontario, statutory obligations under PIPEDA, MFIPPA, PHIPA, and industry-standard data protection measures.