Electronic Communications and E-Signatures Policy

Purpose

Most of our work happens electronically. This policy explains how we communicate and sign documents securely and lawfully.

Communicating with clients

• The client portal is the preferred way to share documents and messages about a matter, because it is private and encrypted.
• Email is used with the client's agreement. Because email is not completely secure, we avoid sending sensitive documents as attachments.
• Text messages are sent only to clients who opt in under our SMS Messaging Program, and never contain confidential details of a matter.
• Phone and video meetings are held on services that protect the call, and we confirm who is present before discussing confidential matters.

Electronic signatures

• Clients can sign retainer agreements and many other documents electronically in the client portal. Ontario law recognizes electronic signatures for most documents.
• Some documents can't be signed electronically, or have special requirements, for example certain documents under Ontario's electronic commerce law or a court's rules. For those, we explain what is needed.
• Affidavits and statutory declarations are commissioned in person or by video only in the ways Ontario law allows.

Protecting clients from fraud

• We never change our payment instructions by email or text alone.
• Before sending money in response to a request, confirm it by calling us on a number you already have.
• We will never ask for your password.

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.