Privacy Policy – Client Communications (Email, Text, Firm App, and Other Communication Apps)

1.1 This Privacy Policy explains how DUVADIE Law Professional Corporation (the “Firm”, “we”, “us”) collects, uses, discloses, stores, retains, and protects personal information when communicating with clients and prospective clients by email, text message (SMS/MMS), the Firm’s mobile or web application, and other communication platforms (including but not limited to encrypted messaging and videoconferencing applications) (collectively, “Communication Channels”).

1.2 This Policy applies to personal information handled in the course of providing legal services and related operations. It is intended to comply with Canadian privacy laws and applicable professional obligations of confidentiality and privilege. Where there is any conflict between this Policy and our legal or professional obligations, the latter prevail.

2.1 “Personal information” means information about an identifiable individual, including contact details, identification information, matter-related information, financial information, device and technical data associated with communications, and any other information provided to or collected by the Firm through the Communication Channels.

2.2 “Sensitive information” includes client and matter information subject to solicitor-client privilege, litigation strategy, health information, financial account information, government-issued identifiers, and any information that could reasonably be used to cause harm if improperly accessed.

3.1 We collect personal information that you choose to provide through: (a) Email, including attachments and metadata; (b) Text/SMS/MMS messages; (c) The Firm’s app or client portal, including in-app forms, uploads, chat, and notifications; (d) Other communication apps or collaboration and videoconference tools used or agreed upon for a matter; (e) Voicemail-to-email and call logs associated with the Firm’s phone systems.

3.2 We may also collect limited technical and usage information from your device when you use our app or portal or participate in communications (such as IP address, device type, app version, time stamps, and delivery/read receipts), to support security, troubleshooting, and service functionality.

3.3 Where lawful and appropriate, we may verify identity using information you provide and information obtained from third-party identity verification services with your knowledge or as required to comply with anti–money laundering and know-your-client obligations.

4.1 We use personal information for the following purposes: (a) Providing, managing, and documenting legal services; (b) Communicating with you about your instructions, retainer, appointments, deadlines, filings, and related updates; (c) Conflict checks, client identification, and compliance with legal and regulatory obligations; (d) Managing client accounts, billing, payments, and collections; (e) Information security, fraud prevention, and to protect privileged and confidential information; (f) Operating, maintaining, and improving our Communication Channels, app, and related systems; (g) Quality assurance, training, and to respond to concerns or complaints; (h) With your consent or as permitted or required by law for other uses consistent with the purpose for which the information was collected.

4.2 We do not use personal information for unrelated marketing without your consent. If you consent to receive informational updates or invitations, you may withdraw consent at any time using the opt-out mechanism provided or by contacting us.

5.1 We may disclose personal information: (a) To our partners, associates, staff, and contract personnel who require the information to provide legal services and who are bound by confidentiality obligations; (b) To service providers and technology vendors that support our Communication Channels, document management, cloud hosting, videoconference platforms, email and messaging infrastructure, authentication, and secure file transfer, subject to contractual confidentiality, security, and data protection obligations; (c) To opposing counsel, courts, tribunals, experts, and other third parties as required to carry out your instructions or as reasonably necessary for your matter, consistent with our professional obligations; (d) To regulators, law societies, insurers, and auditors for compliance, insurance, and professional oversight purposes; (e) As required or authorized by law, court order, or to protect the rights, property, or safety of clients, the Firm, or others.

5.2 Cross-border transfers: Some service providers may process or store information outside your province or outside Canada. Where cross-border processing occurs, we take steps designed to ensure appropriate contractual safeguards. Information may be accessible to foreign courts, law enforcement, or national security authorities in those jurisdictions.

6.1 We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information, which may include: (a) Encryption in transit and at rest for email, app data, and file storage where supported; (b) Access controls, least-privilege permissions, multi-factor authentication for Firm systems; (c) Network monitoring, logging, and secure backup procedures; (d) Vendor due diligence and contractual security requirements for service providers; (e) Secure configuration and patch management for devices and applications.

6.2 Despite safeguards, no system is entirely immune from security risks. We maintain an incident response process to investigate, mitigate, and, where required, notify affected individuals and regulators of privacy or security incidents.

6.3 Client responsibilities: To help protect communications, you agree to: (a) Keep your devices, operating systems, and apps updated and protected with strong passcodes; (b) Use only the contact details approved by the Firm and promptly advise us if your contact information changes; (c) Avoid transmitting sensitive information over unsecured networks and notify us immediately of suspected compromise of your account or device.

7.1 We will use the Communication Channels reasonably necessary to carry out your instructions, taking into account sensitivity, timeliness, and your preferences. If you prefer not to use certain channels (for example, text or a particular messaging app), notify us and we will accommodate reasonable alternatives.

7.2 Email and text messaging may be subject to delivery delays, interception, or misdirection. Where the sensitivity of the information warrants, we may use additional safeguards (for example, encrypted portals, password-protected attachments, or secure file transfer).

7.3 By initiating or continuing communications through a particular channel, you acknowledge the associated risks for that channel. You may withdraw that preference at any time.

8.1 We retain personal information for as long as necessary to fulfil the purposes identified in this Policy and to meet legal, regulatory, tax, insurance, and professional obligations, including applicable limitation periods and the Firm’s records retention schedules.

8.2 Matter files and related communications are retained in accordance with our file retention practices for the relevant area of law. After the retention period, records are securely destroyed or anonymized, subject to legal holds or instructions to preserve.

9.1 You may request access to or correction of your personal information in our custody or control, subject to legal restrictions, solicitor-client privilege, and our professional obligations.

9.2 Requests should be made in writing using the contact details in Section 13. We may take reasonable steps to verify identity before responding and may charge a reasonable fee where permitted by law, with advance notice of any such fee.

9.3 If you believe our records are inaccurate or incomplete, please provide details and supporting information so we can assess and, where appropriate, correct the information.

10.1 We do not knowingly collect personal information from minors without appropriate authority from a parent, guardian, or as otherwise permitted or required by law and professional obligations. Where a client has diminished capacity, we will adapt communications in accordance with legal and professional responsibilities.

11.1 If we agree to communicate through a third-party platform at your request, your use of that platform is also governed by the platform’s terms and privacy practices, which are outside our control. We encourage you to review those terms before use.

11.2 Our website or app may contain links to third-party sites or services. We are not responsible for the privacy practices of those third parties.

12.1 We may update this Policy from time to time to reflect legal, technological, or operational changes. The Effective Date indicates the latest revision. Material changes will be communicated through appropriate channels, which may include notice on our website, our app, or direct communication.

13.1 For questions, requests, or complaints regarding this Policy or our privacy practices, or to update your communication preferences, please contact:

DUVADIE Law Professional Corporation
402-116 Lisgar Street, Ottawa, ON K2P 0C2
Canada
Phone: 613-701-0505; Toll-Free: 1-855-422-1155
Email: support@duvadielaw.com

13.2 We will acknowledge and respond to privacy inquiries within a reasonable time. If you remain unsatisfied, we will provide information about additional complaint avenues available to you.

14.1 The Firm is responsible for personal information in its custody or control and has designated personnel to oversee compliance with this Policy and applicable privacy obligations.

14.2 We require service providers that handle personal information on our behalf to protect it in a manner consistent with this Policy and applicable law.

15.1 Nothing in this Policy limits solicitor-client privilege, our duty of confidentiality, or any legal or professional responsibilities applicable to the Firm. Where privacy rights intersect with litigation or regulatory requirements, we will act in accordance with law and our obligations to you as our client.