Privacy Policy

Introduction

Ironwood is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website or engage our legal services.

As a legal practice, we maintain obligations under solicitor-client privilege, professional conduct rules established by the Law Society of Ontario, and applicable privacy legislation including the Personal Information Protection and Electronic Documents Act (PIPEDA).

Information We Collect

Personal Information

When you consult with us or engage our services, we collect information necessary to provide legal representation, including:

• Full legal name, date of birth, and contact information
• Government-issued identification numbers where required for specific matters
• Employment history, income information, and financial records as relevant
• Immigration history and travel records for citizenship applications
• Corporate documents and business records for transaction matters
• Employment contracts and workplace documentation for employment matters

Website Usage Information

When you visit our website, we may automatically collect certain information about your device and browsing behavior through cookies and similar technologies:

• IP address and general geographic location
• Browser type, operating system, and device information
• Pages viewed, time spent on pages, and navigation patterns
• Referring website or source that directed you to our site

Communications

We retain records of communications with prospective and current clients, including emails, telephone conversations (where noted), letters, and meeting notes. These records form part of client files maintained according to professional requirements.

Legal Basis for Processing

We process personal information based on the following legal grounds:

• Consent: You provide explicit consent when engaging our services or submitting inquiries through our website
• Contract Fulfillment: Processing is necessary to provide legal services pursuant to retainer agreements
• Legitimate Interests: We process information where necessary for legitimate business purposes, including practice management and professional development
• Legal Obligations: Certain processing occurs to comply with Law Society requirements, court orders, or other legal obligations

How We Use Your Information

Personal information collected is used for the following purposes:

• Providing legal advice and representation
• Preparing applications, agreements, correspondence, and other legal documents
• Communicating with you regarding your legal matter
• Conducting legal research and analysis relevant to your situation
• Processing payments and maintaining billing records
• Complying with professional obligations including conflict checking and reporting requirements
• Improving our services through analysis of common issues and effective approaches
• Responding to inquiries about our services
• Maintaining website functionality and security

Data Retention

We retain client files and personal information in accordance with Law Society of Ontario requirements and professional best practices:

• Active client files: Retained for the duration of representation plus applicable limitation periods
• Closed client files: Maintained for a minimum of ten years following matter conclusion, or longer where matters involved minors or may have future significance
• Financial records: Retained according to tax and accounting requirements, typically seven years
• Website inquiries: Retained for two years unless the inquiry leads to retention of services

At the conclusion of retention periods, information is securely destroyed through shredding of physical documents and secure deletion of electronic records.

Information Security

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction:

• Secure document management systems with restricted access controls
• Encrypted email communications for sensitive information
• Regular security assessments and updates to protection measures
• Staff training on confidentiality obligations and information handling procedures
• Secure disposal protocols for documents containing personal information
• Professional liability insurance coverage meeting Law Society requirements

Disclosure of Information

We do not sell personal information. We may disclose information in the following limited circumstances:

With Your Consent

We share information as necessary to represent your interests, including communications with opposing counsel, government agencies, courts, or other parties involved in your legal matter.

Service Providers

We engage third-party service providers who assist with practice operations, subject to confidentiality agreements:

• Secure cloud storage and document management services
• Accounting and payment processing services
• Website hosting and technical support services
• Professional liability insurance providers

Legal Requirements

We may disclose information where required by law, court order, regulatory authority, or in response to lawful requests by public authorities. Solicitor-client privilege protects most client communications from compelled disclosure, subject to limited statutory exceptions.

Your Rights

You have the following rights regarding your personal information:

• Access: You may request copies of personal information we hold about you
• Correction: You may request correction of inaccurate or incomplete information
• Restriction: You may request limitation of processing in certain circumstances
• Objection: You may object to processing based on legitimate interests
• Withdrawal of Consent: Where processing is based on consent, you may withdraw consent at any time

Please note that some rights may be limited by professional obligations. For example, we cannot delete information from active client files or information we are required to retain under Law Society rules. Withdrawal of consent may affect our ability to continue representation.

Cookies and Tracking Technologies

Our website uses cookies to enhance functionality and analyze usage patterns. For detailed information about our use of cookies and your choices regarding them, please see our Cookie Policy.

Third-Party Links

Our website may contain links to external sites not operated by Ironwood. We have no control over and assume no responsibility for the content, privacy policies, or practices of third-party sites. We encourage you to review the privacy policies of any external sites you visit.

International Data Transfers

Our practice operates within Canada, and client information is stored on Canadian servers. If you are located outside Canada and choose to provide information to us, please note that information will be transferred to and processed in Canada according to Canadian privacy laws.

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors except where they are parties to legal matters requiring representation, in which case information is collected with appropriate parental or guardian consent.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. The "Last Updated" date at the top of this policy indicates when changes were last made. Material changes will be communicated through prominent notice on our website or direct communication with active clients.

Contact Information

If you have questions about this Privacy Policy, wish to exercise your rights regarding personal information, or want to file a privacy complaint, please contact us:

If you are not satisfied with our response to a privacy complaint, you may contact the Office of the Privacy Commissioner of Canada at 1-800-282-1376 or www.priv.gc.ca.