LAST UPDATED: September 18, 2012
In the course of operating our law firm and providing legal services, Mann Symons LLP (“Mann Symons”) collects, uses and discloses personal information. In doing so, Mann Symons is committed to meeting both our professional obligations to safeguard our clients’ confidential information and all applicable legal requirements.
Mann Symons collects personal information in a number of ways for a variety of purposes.
When Mann Symons receives inquiries from individuals concerning the firm (including general inquiries regarding the legal services that it provides) or its lawyers or employees, Mann Symons may collect the following types of personal information from the individual requesting the information: (i) contact information such as name, address, telephone number and e-mail address; and (ii) other types of personal information which are reasonable to collect given the nature of the inquiry. This information is used by Mann Symons to respond to the inquiry.
Matter-specific Inquiries Concerning Legal Services
When Mann Symons receives an inquiry regarding the provision of legal services in relation to a certain matter (including any request for an estimate or rate information) from a person who is not already a client, Mann Symons will collect the following types of personal information from the individual making the request: (i) contact information such as name, address, telephone number and e-mail address; (ii) other personal information reasonably required to verify the requestor’s identity; (iii) personal information reasonably required to respond to the inquiry; and (iv) other types of personal information which are reasonable to collect given the nature of the inquiry. This information is used by Mann Symons to: (i) verify the identity of the individual requesting the estimate; (ii) prepare a response and respond to the inquiry; (iii) to follow-up on the inquiry; and (iv) if Mann Symons is retained, to open a file for the matter.
Retaining Mann Symons
When a client retains Mann Symons, Mann Symons may collect the following types of personal information: (i) contact information such as name, address, telephone number and e-mail address for the client or one or more individuals who represent the client; (ii) billing, banking and other financial information required to issues and process invoices, hold moneys in trust or evaluate credit; (iii) personal information pertaining to the matter for which the client is retaining Mann Symons; and (iv) other types of personal information which a reasonable person would consider ancillary to the types of information set out above. This information is used by Mann Symons to: (i) provide services to the client; (ii) manage the client’s account with Mann Symons including processing invoices for services rendered; (iii) respond to any inquiries from the client; (iv) conduct reviews of Mann Symons’ performance; (v) keep a records of the services provided; (vi) comply with professional and regulatory requirements; and (vii) maintain and operate Mann Symons’ document management and knowledge management systems.
Mann Symons uses technology to track the patterns of behaviour of visitors to our web site (the “Site”). Mann Symons servers collect the following information about each such visit: (i) the date and time of visit; (ii) the pages within the Site that were visited and the time spent in each; (iii) the type of browser being used to access the Site; (iv) the operating system of the device being used to access the Site; and (v) the IP address from which the Site was accessed (from which Mann Symons may identify the web page from which a visitor was referred to the Site, the domain associated with that page and the person who holds the rights for the IP address, typically an Internet service provider).
Mann Symons uses the information collected from individuals who browse the Site for the following purposes: (i) to better understand how the Site is being used in order to improve upon the Site; (ii) to tailor how an individual experiences the Site to the individual; and (iii) to investigate security incidents relating to the Site (for example, to investigate a denial of service attack on the Site).
Newsletters, Announcements and Invitations
Mann Symons provides individuals with the opportunity to “opt in” to receive additional information, newsletters, announcements or invitations from Mann Symons. If an individual does so, either on his or her own behalf or on behalf of any organization, the personal information that he or she provides to Mann Symons may be used to: (i) provide the additional information, newsletters, announcements and invitations; and (ii) tailor the types of information, newsletters and announcements provided by Mann Symons to the individual or the organization for whom the individual is acting. Additionally, an individual who has previously opted either personally or on behalf of an organization to receive additional information, newsletters and announcements may subsequently “opt out” by following the directions for doing so on the Site.
From time to time, Mann Symons may ask individuals to volunteer their personal information in the form of a survey. Participation in surveys is optional. This information is used by Mann Symons: (i) to improve upon the services that Mann Symons offers; (ii) to improve upon the Site; (iii) to better understand the legal market; and (iv) for any purpose disclosed at the time when the individual completes the survey.
From time to time, Mann Symons may make other requests for individuals to volunteer their personal information. When Mann Symons creates such an opportunity, Mann Symons will disclose the purposes for which the personal information is being collected and seek an express consent to use the personal information collected for such purposes.
Mann Symons may use the personal information that it collects to create aggregated and depersonalized data sets. A data set is aggregated and depersonalized when none of the individuals whose personal information makes up the data set can be identified from the data set. Mann Symons may use such data without the consent of such individuals.
Subject to Mann Symons’ professional obligations to safeguard our clients’ confidential information, Mann Symons may share personal information in its possession with any of its employees, partners or professional advisors who need to use that information in connection with one or more of the purposes for which that personal information was collected.
From time to time, Mann Symons may engage service providers to provide certain limited services such as accounting, hosting the Site or processing financial transactions. Mann Symons will only provide those service providers with the personal information they need to deliver the service for which they were retained. Mann Symons will also require those service providers, through contractual means, to safeguard such information, maintain its confidentiality and not use that information for any purpose other than providing the services for which they were retained.
Mann Symons may access and/or disclose any personal information which it has collected if required or permitted to do so by any law, regulation, guideline or policy to which Mann Symons is subject (for example, in order to comply with a legal requirement including but not limited to one imposed by a warrant, subpoena, court order or like instrument served on Mann Symons or to comply with any obligation imposed by the Law Society of Upper Canada) or in urgent circumstances to protect the life, health or security of any person.
Mann Symons may in the course of providing legal services share personal information about or provided by the client to whom Mann Symons is providing legal services with a third party such as an opposing counsel or a government ministry. These types of disclosures will be discussed with the client in advance of any disclosure that is not required by law, regulation, guideline or policy to which Mann Symons is subject.
Subject to Mann Symons’ professional obligations to safeguard our clients’ confidential information, Mann Symons may disclose your personal information to any successor entity or person.
Even though Mann Symons uses a variety of safeguards to protect information provided to it through the Site and by email, it should be noted that no transmission over the Internet can be guaranteed to be completely secure. Consequently, Mann Symons and its third party service providers, and their respective officers, directors, partners and agents, do not represent, warrant or guarantee that personal information provided in this manner will be completely secure.
Mann Symons keeps personal information only for as long as: (i) the personal information is required for the purposes for which it was collected; (ii) reasonably necessary to maintain a record of the services provided; or (iii) Mann Symons is required by law or its professional obligations to do so. Consequently, there is no single retention period applicable to all instances of personal information collected by Mann Symons.
When any personal information is no longer required by Mann Symons for the purposes for which it was collected and assuming that there is not legal or professional obligation to retain it for any further period, Mann Symons destroys the personal information in a manner which takes into account the sensitivity of that information.
Mann Symons understands that you may have questions and concerns about our firm’s Privacy Policies and procedures and changes to our Policy. In order to provide detailed information and respond to the expectations of our clients or other persons, we have designated one of our Partners to act as a Privacy Officer.
Courier or Regular Mail: One Yonge Street, Suite 1801, Toronto, Ontario, Canada, M5E 1W7 Attention: Privacy Officer