Language Access and Machine Translation Policy

Purpose

You need to understand our advice, and we need to understand your instructions. This policy explains how we work with clients who prefer a language other than English, your right to use French in Ontario's courts, and how to use the machine translation in our client portal safely.

Working in your language

• We ask. At the start, we ask which language you prefer, and whether you would like an interpreter.
• Interpreters. For advice, instructions and evidence, we prefer a qualified, independent interpreter, under our Interpreters and Translation Policy. With your consent, we share with the interpreter what they need to help, and they agree to keep it confidential.
• Documents. A document in another language that will be filed or relied on is translated by a qualified translator, with the translator's declaration where the court or tribunal requires one.
• Checking understanding. We confirm important advice in writing, in plain English, and check that you have understood it, with an interpreter if you need one.

French in Ontario's courts and tribunals

In Ontario, a party who speaks French has the right to have a court proceeding conducted as a bilingual proceeding, in English and French, and many tribunals offer their services in French. We tell clients about their language rights as early as we can. The choice of language is yours. If you want your matter conducted in French and we can't provide that competently ourselves, we tell you. We then act for you only if we can still serve you competently and you agree in writing. Otherwise, we help you find someone who can.

Machine translation in the client portal

Our client portal has a Translate button that shows a machine translation of a message in the language you choose. Our team may also use it to read a message you write in another language, or to help write a message or letter to you.

• A help, not a translation to rely on. Machine translation can be wrong, especially with legal words. It is not a certified translation, and it is not legal advice. Don't rely on it for an important decision, a deadline or anything you will sign. Ask us instead, and we will explain in another way or arrange an interpreter.
• English applies. Our agreements, accounts and notices are written in English. If you read one through a translation, the English version is the one that applies. If anything in a message we wrote with machine translation is unclear, ask us and we will explain it another way.
• What is sent. When the Translate button is used, by you or by our team, the text being translated is sent to Google's translation service, which returns the translation. The translation isn't kept unless someone sends it as a message or saves it in a letter. Don't translate card numbers, bank details or passwords.
• Signed-in users only. Translation is available only to people signed in to the portal.

If we can't communicate well enough

If, even with an interpreter, we can't communicate with you well enough to act competently, we tell you, and help you find someone who can.

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. We also review it whenever the translation service we use changes.

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.