Ehler Paralegal Mediation & Notary Website Privacy Policy

1. Governing Professional and Legal Obligations
Our privacy and confidentiality practices are governed by professional, legal, and ethical requirements in Ontario and New York.

1.1 Law Society of Ontario (LSO) Requirements
We comply with the Paralegal Rules of Conduct, including Rule 3.03 on confidentiality, By-Law 8 on bookkeeping and secure recordkeeping, the Technology Practice Management Guidelines on digital security and data protection, and the LSO Privacy Policy, Data Security Guidance, and Client Confidentiality Standards. These obligations apply to all client information regardless of whether services occur in Ontario or New York.

1.2 Ontario and Canadian Privacy Legislation
We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Health Information Protection Act (PHIPA) when health information is handled, and the Freedom of Information and Protection of Privacy Act (FIPPA) and Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) when interacting with government institutions.

1.3 New York and United States Privacy Requirements
Where cross-border service delivery occurs, we comply with the New York SHIELD Act regarding data security and breach notification, applicable U.S. federal privacy statutes, and New York State standards for safe handling and storage of personal information.

1.4 Highest Standard of Confidentiality
All client information, regardless of jurisdiction, is handled in accordance with LSO confidentiality rules, which apply at the highest available standard.

2. What Information We Collect
We may collect personal information as defined under PIPEDA and relevant New York law.

2.1 Contact and Identification Information
This includes your name, email address, phone number, mailing address, identification documents, signatures, and information you submit through forms or intake processes.

2.2 File and Case Information
This includes information you provide for paralegal services, mediation services, notary services, document preparation, conflict checks, and matter management. All such information is treated as confidential under the LSO Rules.

2.3 Financial Information
This includes invoices, receipts, and payment information processed through secure third-party systems. These records are retained in accordance with By-Law 8.

2.4 Communications
This includes emails, call logs, attachments, messages submitted through our website, and any documents you voluntarily provide.

2.5 Website Usage Data
This includes your IP address, browser type, device information, pages visited, session analytics, cookies, and related metadata.

2.6 Minimum Necessary Collection
We collect only the information required to provide professional services, comply with regulatory obligations, or improve website functionality.

3. How We Use Personal Information
Your information may be used for several purposes.

3.1 Professional Services
We use information to assess your matter, provide legal, mediation, and notary services, prepare documents and correspondence, and verify identity for legal compliance.

3.2 Regulatory and Legal Compliance
We use information to meet LSO bookkeeping and audit requirements, comply with By-Law 8 record retention obligations, respond to subpoenas and lawful orders, and conduct conflict checks.

3.3 Communications
We use information to respond to inquiries, schedule appointments, provide service updates, and send routine administrative notices.

3.4 Billing and Payments
Information is used to process payments, issue invoices, and maintain accounting records.

3.5 Website Analytics
We use information to improve website performance, user experience, and security. Analytics tools such as Google Analytics, Meta, LinkedIn, or Microsoft may be used only for website metrics and not for client file information.

3.6 Prohibited Uses
Confidential client information is not used for marketing, advertising, AI training, or any type of sale or commercial distribution.

4. Confidentiality (LSO Rule 3.03)
All client information is strictly confidential.

4.1 Disclosure Only When Permitted
We will not disclose information unless you provide informed consent, disclosure is required by law, or disclosure is permitted under the LSO Rules, such as during trust audits or regulatory compliance reviews.

4.2 Duration of Confidentiality
Confidentiality applies before engagement, during the retainer, after the file closes, and indefinitely.

4.3 Third Parties Bound by Confidentiality
Employees, contractors, and service providers who assist our practice are bound by confidentiality and must comply with LSO confidentiality and security requirements.

4.4 Confidentiality Notice
Communications through this website may contain confidential or privileged information. Unauthorized use or disclosure is prohibited.

5. How We Share Information
Information is shared only in strictly limited circumstances.

5.1 With Your Consent
Information may be shared with opposing counsel, mediators, expert witnesses, or service providers when necessary to advance your matter and with your authorization.

5.2 With Service Providers
Information may be shared with secure cloud storage providers, website hosting services, IT support, backup systems, payment processors, or encrypted document platforms. All providers are required to maintain confidentiality and meet Canadian, U.S., and LSO security standards.

5.3 With Regulators
Information may be disclosed to the Law Society of Ontario for audits, spot-checks, or compliance reviews.

5.4 As Required by Law
Information may be disclosed in response to subpoenas, court or tribunal orders, or statutory obligations.

5.5 No Sale of Personal Information
We do not sell, rent, or trade personal information for any purpose.

6. Data Security
We use administrative, technical, and physical safeguards consistent with the LSO Technology Guidelines, PIPEDA, PHIPA, and the New York SHIELD Act.

6.1 Security Measures
Security practices include encryption where appropriate, role-based access controls, secure cloud-based recordkeeping, strong password and multi-factor authentication protections, secure disposal of records, and regular review of protocols.

6.2 Security Limitations
No system is entirely immune from risk; however, we maintain reasonable and professional safeguards and regularly enhance security practices.

7. Retention of Records
We retain client files for a minimum of six years after the file is closed, as required by LSO By-Law 8. Trust account records and certain financial records may be retained longer if legally required. Records are securely destroyed once retention obligations have been met.

8. Your Rights
Under PIPEDA and New York privacy law, you have the right to request access to your personal information, request corrections, withdraw consent for non-essential uses, request deletion where legally permissible, and challenge the accuracy of information. Requests must be submitted in writing to the contact information below. Some requests may be limited by LSO retention requirements.

9. Cookies and Third-Party Services
We may use cookies and third-party analytics tools to improve website performance. You may disable cookies through your browser settings at any time. Analytics providers may include Google Analytics, Meta, LinkedIn, and Microsoft. These services collect only anonymized website usage information. Client file information is never shared with analytics providers.

10. Children’s Privacy
We do not knowingly collect personal information from individuals under the age of 18 without appropriate consent.

11. Cross-Border Transfers
Because we operate in Ontario and New York, information may be stored or processed in either or both jurisdictions. Cross-border transfers comply with PIPEDA section 17, LSO confidentiality requirements, and New York SHIELD Act security standards. By using our services, you consent to cross-border data handling consistent with these safeguards.

12. Changes to This Policy
This policy may be updated to reflect changes in law, LSO requirements, security standards, or business practices. Updates will be posted with a revised effective date.

13. Contact Us
For privacy inquiries or to exercise your rights, contact:

Ehler Paralegal Mediation & Notary Services
Email: ctehler@ehlerservices.com
Websites: ehlerservices.com | ehlerparalegal.com
Phone: #315-590-2564

If you are not satisfied with our response, you may contact the Law Society of Ontario at www.lso.ca, the Office of the Privacy Commissioner of Canada at www.priv.gc.ca, or the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.