Acceptable Use of Technology Policy

Purpose

Our systems hold confidential client information. This policy sets the rules for using the firm's systems, devices and accounts.

Who it applies to

Every licensee, employee and contractor who uses the firm's systems or uses their own device for the firm's work.

The rules

1. Your own account. Use only your own sign-in, never share it, and never use someone else's.
2. Strong passwords. Use a strong, unique password for firm systems, and turn on extra sign-in protection where it is offered.
3. Locked devices. Lock your screen when you step away, and keep devices used for firm work protected by a password or biometrics and kept up to date.
4. Firm work in firm systems. Keep client documents and messages in the practice system and client portal, not in personal email, personal cloud storage or messaging apps.
5. No unapproved tools. Don't put client information into a website, app or AI tool the firm hasn't approved. The firm's own tools are covered by our Responsible Use of Artificial Intelligence Policy.
6. Careful with links and attachments. Be alert to phishing, and report anything suspicious straight away.
7. Lost or stolen devices are reported to the principal immediately, so access can be removed.
8. Leaving the firm. Return firm devices and information, and don't keep copies of client information.
9. Monitoring. The firm may review use of its systems to protect client information and meet its obligations.

Review

This policy is reviewed at least once a year, and whenever the Law Society's By-Laws or rules change. The principal approves every change.

Questions

Email info@neolegalservices.com, call 647-200-3526 or toll-free 888-519-2435, or write to us at Unit 236, 1099 Kingston Road, Pickering, Ontario L1V 1B5.