Confidentiality Policy

Purpose

Clients must be able to tell us everything about their matter. This policy explains how NEO keeps that information confidential, as the Law Society of Ontario's Paralegal Rules of Conduct require. Our Privacy Policy explains how we handle personal information more generally.

Who it applies to

Every licensee, employee and contractor of the firm, during and after their work with us. The duty continues after a client's matter ends.

What is confidential

All information about a client's affairs that we learn during our professional relationship, from any source, including in most cases the fact that someone is our client.

How we protect it

• Files are kept in private, encrypted storage, available only to the people working on the matter.
• Sensitive documents are shared through the secure client portal rather than email attachments.
• Everyone who works with us agrees in writing to keep client information confidential.
• We don't discuss clients' matters where we can be overheard, or on social media.
• Access is limited by role, and every person signs in with their own account.

When information may be disclosed

Only as the rules allow, for example:

• with the client's authority, express or implied, to carry out the work;
• when the law or a court or tribunal requires it;
• to prevent an imminent risk of death or serious bodily harm, where the rules permit;
• to defend the firm against an allegation about its work, or to collect a fee, sharing no more than is necessary.

If something goes wrong

If confidential information is lost or seen by someone who shouldn't see it, we act at once to contain it, tell the affected client, and take the steps privacy law requires.

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.