Introduction
Look, we get it – privacy policies can be pretty dry stuff. But here at Zephyrix Ascendant Legal Group, we're serious about protecting your information, and we think you deserve to know exactly what happens with your data.
We've put together this policy to be as straightforward as possible. No legal jargon where we don't need it, no hiding the important bits in fine print. This document explains what information we collect when you interact with our firm, how we use it, and what rights you've got when it comes to your personal data.
We're bound by Canadian privacy laws, including PIPEDA (that's the Personal Information Protection and Electronic Documents Act), and we take those obligations seriously. But more than that, we believe in treating your information with the same care and professionalism we bring to every client matter.
Information We Collect
When you reach out to us or engage our services, we'll typically collect:
- Contact details: Name, email address, phone number, mailing address
- Business information: Company name, position, business address
- Legal matter details: Information relevant to your consultation or case
- Financial information: Billing details, payment information for retainers and invoices
- Communications: Emails, phone call records, meeting notes
We only ask for what we actually need. If something seems unnecessary, feel free to ask us why we're requesting it.
Like most modern websites, ours collects some technical information automatically:
- IP address and general location data
- Browser type and version
- Device information (desktop, mobile, tablet)
- Pages visited and time spent on our site
- Referring websites or search terms
This helps us understand how people use our site and where we can make improvements. It's pretty standard stuff, and it's not linked to your personal identity unless you've provided that separately.
Sometimes we receive information from other sources:
- Professional references or referrals from other lawyers or clients
- Public records relevant to legal matters we're handling
- Background information necessary for conflicts checks
- Business databases for corporate client verification
We only collect this type of information when it's necessary for legal services or required by our professional obligations.
How We Use Your Information
We're not in the business of selling data or bombarding you with marketing. Here's what we actually do with your information:
Providing Legal Services
This is the big one. We use your information to represent you, communicate about your matter, prepare documents, conduct research, and basically do the job you've hired us for.
Client Communication
We'll use your contact details to reach you about your case, send updates, schedule meetings, and respond to your inquiries. Pretty straightforward.
Billing & Payment
We use your financial information to process payments, send invoices, and maintain billing records. It's secure and handled with care.
Professional Obligations
We're required to conduct conflicts checks, maintain client files, and comply with Law Society regulations. Your information helps us meet these requirements.
Marketing Communications
If you've agreed to receive updates from us, we might send occasional newsletters or information about legal developments that could affect your business. Don't worry – we're not spammy about it.
You can opt out anytime by clicking the unsubscribe link in any email or contacting us directly.
Data Security Measures
We take security seriously. Here's what we're doing to protect your information:
Encryption
All data transmitted to and from our site is encrypted using industry-standard SSL/TLS protocols. Client files are encrypted at rest too.
Access Controls
Only authorized personnel can access client information, and we use multi-factor authentication and role-based permissions.
Secure Infrastructure
We use reputable, Canadian-based cloud providers with strong security certifications and regular third-party audits.
Regular Updates
We maintain up-to-date security software, conduct regular vulnerability assessments, and train our team on security best practices.
Realistic Expectations
Look, no system is 100% hack-proof – anyone who tells you otherwise is selling something. But we've implemented strong safeguards that meet industry standards and Law Society requirements. If there's ever a security incident that affects your data, we'll let you know promptly and tell you what we're doing about it.
How Long We Keep Your Data
We can't just delete everything the moment a case closes – there are legal and professional requirements we need to follow:
| Type of Information | Retention Period | Reason |
|---|---|---|
| Client Files | Minimum 10 years after matter closes | Law Society requirements, potential claims, statute of limitations |
| Financial Records | 7 years | Tax and accounting regulations |
| General Inquiries | 2-3 years | Follow-up, conflicts checking, business records |
| Website Analytics | 26 months | Understanding site usage and improvements |
| Marketing Contacts | Until you opt out or 3 years of inactivity | Legitimate business interest |
When we do dispose of information, we do it securely – shredding physical documents and using secure deletion methods for digital files. We don't just toss stuff in the regular trash or hit the regular delete button.