Privacy Policy

Introduction

Vidya Law (“Vidya Law” or “we”) is committed to protecting personal information and respecting individuals’ privacy rights. This Privacy Policy details Vidya Law's practices regarding the collection, use, retention, and disclosure of personal information related to clients and other individuals. It supplements Vidya Law's confidentiality and solicitor-client privilege obligations, except where specified by Canadian privacy laws and regulations. This policy does not apply to information concerning job applicants, employees, partners, or contract personnel.

Scope and Application

This policy applies only to personal information about identifiable individuals and does not extend to business information, which includes non-confidential details such as employee names, titles, business addresses, and phone numbers. References to “clients” encompass current, former, and prospective clients.

1. Purpose of Collecting Personal Information

Vidya Law collects personal information primarily to:

- Provide legal and related services

- Administer and manage client accounts

- Comply with legal and regulatory obligations

- Establish and maintain client relationships

- Assess client satisfaction for service improvement

- Conduct marketing and send newsletters regarding our services and developments in the law

2. Types of Personal Information Collected

The personal information we may collect includes:

- Contact information (e.g., name, address, phone number, email)

- Financial details (e.g., payment information, billing records)

- Case-related information, such as facts relevant to legal matters

- Information related to third parties involved in legal matters (e.g., employees, witnesses)

- Visitor information, including attendance at our events

- Consent-based information and any other details we are authorized or required to collect under law

3. Methods of Collection

Vidya Law collects personal information by fair and lawful means, with explicit or implied consent as required or permitted by law. Whenever possible, we collect information directly from you or persons authorized by you. Additional sources may include:

- Financial institutions

- Insurance providers

- Real estate agents

- Legal counterparts (e.g., other parties in a legal matter, witnesses)

- Government agencies and registries

- Employers or professional advisors if applicable

4. Use of Personal Information

Vidya Law uses personal information for:

- Providing legal and related services

- Performing conflict-of-interest searches

- Verifying client identity as per regulatory requirements

- Conducting eligibility assessments

- Fulfilling contractual and business management obligations

- Preventing negligence, fraud, or theft

- Sending updates on legal developments, event invitations, and general communications

- Emergency response and security purposes (for visitors to our premises)

5. Disclosure of Personal Information

Subject to confidentiality obligations, Vidya Law may disclose personal information for:

- Service provision purposes (e.g., collaborating with expert witnesses, and other law firms)

- Financial transactions (e.g., providing information to mortgage lenders)

- Debt collection and eligibility assessment for Ontario-based businesses or roles

- Legal compliance, such as court orders, regulatory obligations, or insurance requirements

Vidya Law may also disclose personal information if involved in a merger, acquisition, or restructuring. In such cases, we will ensure the recipient provides equivalent data protection measures. Should the transaction fail, the recipient must securely return or destroy the information.

6. Consent

Vidya Law requires your consent to collect, use, or disclose personal information, except where otherwise permitted by law. By providing information, you consent to its use as outlined here. You may withdraw consent at any time, subject to legal and contractual restrictions. Withdrawal of consent may impact our ability to serve or communicate with you effectively.

Updating Information 

To keep records accurate, we encourage you to inform us of any updates or changes to your personal information.

7. Security Measures for Personal Information

Vidya Law takes reasonable measures to safeguard personal information against loss, unauthorized access, alteration, or disclosure, using secure office premises and technological protections (e.g., password protections, firewalls). While we strive to protect information, please note that no system is fully secure.

8. Data Storage and Transfer

Personal information is stored securely at Vidya Law’s Toronto offices and may be managed by trusted service providers. Where providers are based outside Canada, such as the U.S., personal information may be subject to foreign legal requirements. Vidya Law ensures these providers comply with relevant Ontario and Canadian data privacy regulations.

9. Access to Personal Information

You may request access to your personal information, including details on its use, storage, and any third-party disclosures. Please submit a written request to your primary Vidya Law contact or our Privacy Officer. We will respond within 30 days, barring exceptional circumstances. Access is typically free, but processing fees may apply if extensive copying or transmission is involved.

In cases where legal or regulatory constraints restrict access, Vidya Law will provide an explanation and suggest possible next steps.

10. Special Provisions for European Union Data Subjects

For individuals within the European Union, this policy includes additional terms in line with the General Data Protection Regulation (GDPR). Terms such as “personal information” should be interpreted as “personal data” under GDPR guidelines.

Legal Basis for Processing

Vidya Law may process personal data under the following legal bases:

- Your explicit consent

- Performance of services requested by you

- Legitimate interests in client relationship management, consistent with GDPR and Canadian laws

Retention of Personal Data 

Personal data is retained only as long as necessary for outlined purposes or as required by law.

EU-Specific Rights

Under the GDPR, you have rights to access, correct, delete, limit processing, and transfer your personal data. Exercising these rights may limit service provision. You may also lodge complaints with the Ontario supervisory authorities.

11. Updates to This Privacy Policy

Vidya Law periodically reviews and may amend this Privacy Policy. The latest version will be available on our website, and we will handle your personal information per the version in place at the time of collection, unless new consent is provided.

12. Contact Information for Questions or Concerns

For questions, concerns, or more details regarding our privacy practices, or to access your personal information, contact our Privacy Officer:

Vidya Law 

1901-5000, Yonge St, North York, ON M2N 7E9 

Email: contact@vidyalaw.ca