1. Our Approach to Privacy

At Axia Law Group (“Axia”, “we”, “our”), safeguarding your personal information is a fundamental part of our professional responsibility. As lawyers, we are bound by a strict duty of confidentiality, and we are equally committed to upholding your privacy rights under Canadian privacy laws. This policy outlines how we handle personal information collected in the course of our legal practice and through our website.

2. Your Rights

Since the enactment of the Personal Information Protection and Electronic Documents Act (PIPEDA) on January 1, 2004, all private-sector organizations engaged in commercial activity in Canada are subject to clear privacy obligations unless specifically exempted by comparable provincial legislation. Currently, no such exemption applies to Ontario-based law firms.

Although confidentiality is already embedded in our professional standards, PIPEDA grants you additional legal rights regarding the collection, use, and disclosure of your personal data.

3. Consent

By providing us with personal information (whether directly or through third-party service providers) you are consenting to our use and handling of that information for the purposes set out in this policy and as required or permitted by law.

You may withdraw your consent at any time, subject to legal or regulatory limitations. To do so, please contact our Privacy Officer (see Section 15).

If you provide us with information about another individual, you confirm that you have obtained all necessary permissions to allow us to use and disclose that information for the intended legal purpose.

Consent may be given explicitly (in writing or orally) or implied through the context of your relationship with us and the sensitivity of the information involved.

4. What We Mean by “Personal Information”

“Personal information” refers to any details about an identifiable individual. This includes names, contact information, identifying numbers, or any data that can be linked to you as a person.
It does not include business-related contact information when used to communicate in a professional or work-related capacity.

5. Why We Collect Personal Information

We collect personal information in order to:

• Deliver legal services tailored to your instructions;

• Meet our obligations under professional and statutory requirements;

• Assess potential conflicts of interest;

• Communicate with third parties, including opposing counsel, courts, regulatory bodies, witnesses, and co-counsel as required for your file;

• Keep you informed of legal developments and firm announcements;

• Maintain internal legal knowledge databases and precedents;

• Manage billing and administrative records;

• Protect Axia Law Group and others from fraud, misrepresentation, or unauthorized access; and

• Any additional purposes to which you have consented.

6. How We Obtain Your Information

Most personal information is collected directly from you, typically during the intake process or throughout the course of our legal representation.

We may also receive information from:

• Insurance companies or adjusters;

• Real estate agents or brokers;

• Government bodies, agencies, or registries;

• Accountants or financial advisors;

• Employers (where relevant); or

• Other professionals involved in your matter.

7. Use of Your Information

We use your information to provide legal advice, respond to inquiries, maintain communication, and manage our business operations including billing and compliance.

Unless you notify us otherwise, we may also use your contact information to send you legal updates or information about our services. You may opt out at any time.

We do not share your information with third-party advertisers or marketers without your explicit consent.

8. Disclosure of Information

In certain situations, your information may be disclosed. For example:

• Where required or authorized by law (e.g. under court order, subpoena, or regulatory investigation);

• Where disclosure is required to carry out legal services on your behalf (e.g., sharing documents in a real estate transaction);

• Where necessary to collect outstanding legal fees;

• To service providers we engage (e.g., file storage, IT or accounting support), provided they are contractually bound to maintain confidentiality;

• To co-counsel, agents, or expert witnesses engaged in your matter;

• To others as permitted or required by applicable law.

9. Keeping Your Information Up to Date

Accurate information allows us to serve you better. If your contact or personal details change during the course of your matter, please let us know so we can update our records.

10. Safeguarding Your Information

We take all reasonable steps to protect personal data from loss, theft, unauthorized access, or disclosure. Our safeguards include:

• Secure physical premises;

• Controlled digital access to client records;

• Firewalls, antivirus software, and secure backup systems;

• Staff confidentiality obligations and professional ethical duties; and

• Confidentiality clauses with any external service providers handling your data.

11. Use of Our Website

When you visit our website, you may voluntarily provide personal information by filling out a contact form or emailing us directly. We use this information solely to respond to your inquiry, process a consultation request, or provide relevant updates.

We may also track website usage statistics (e.g., traffic volume, click patterns) to improve the website experience. This data is collected in aggregate and does not personally identify users.

12. External Links

Our website may contain links to other sites not operated by us. We are not responsible for the privacy practices or content of third-party websites. You should review the privacy policies of any such sites before sharing personal information.

13. Email Communication

Email is not a guaranteed secure method of communication. Please use caution when sending sensitive or confidential information to us by email unless encryption or other security arrangements are in place.

14. Updates to This Policy

This Privacy Policy may be updated from time to time. Any changes will be posted on our website, and a current copy may be requested by contacting us directly.

15. Contacting Us About Privacy

If you have any questions about this Privacy Policy or wish to request access to your personal information, please contact:

Kelvin Park
Privacy Officer
Axia Law Group
5700 Yonge St, Suite 200
North York, ON M2M 4K2
E: info@axialaws.com
T: (437) 524-5530