Privacy Policy

Introduction

Westbrook is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA).

This policy applies to all personal information collected through our website, in-person consultations, written correspondence, and other interactions with our firm.

Information We Collect

Contact Information

We collect name, email address, phone number, mailing address, and business information when you contact us, request services, or submit inquiries through our website.

Client Matter Information

When providing legal services, we collect information relevant to your matter including financial documents, business records, immigration materials, property information, and other documentation necessary for legal representation.

Communication Records

We maintain records of communications including emails, letters, meeting notes, and phone call summaries related to your legal matters.

Website Usage Data

Our website collects technical information including IP address, browser type, referring pages, and pages visited through cookies and analytics tools. See our Cookie Policy for details.

How We Use Your Information

Legal Service Provision

Primary use of personal information is providing legal services you have retained us for, including consultation, document preparation, government submissions, negotiations, and related legal work.

Communication

We use contact information to respond to inquiries, provide updates on your matters, schedule appointments, and send relevant information about our services.

Administrative Purposes

Information is used for billing, accounting, file management, quality assurance, and maintaining our professional obligations to the Law Society of British Columbia.

Legal Compliance

We process personal information to comply with legal and regulatory obligations including conflict checks, anti-money laundering requirements, and professional conduct rules.

Legal Basis for Processing

We collect and process personal information based on:

• Your consent when engaging our services or submitting inquiries
• Contract fulfillment when providing legal services you have retained
• Legitimate interest in managing client relationships and business operations
• Legal obligations under professional conduct rules and Canadian law

Information Sharing and Disclosure

Service Providers

We may share information with trusted service providers assisting with document management, accounting, IT services, and other operational functions. These providers are contractually obligated to protect your information.

Government Authorities

Information may be shared with immigration authorities, courts, regulatory bodies, or other government entities as necessary to provide legal services or comply with legal obligations.

Other Parties

With your consent or as directed, we may share information with other legal counsel, opposing parties in negotiations, landlords or tenants in property matters, and other parties relevant to your legal matter.

Legal Requirements

We may disclose personal information when required by law, court order, or to protect our legal rights, though we will notify you where possible unless legally prohibited.

Data Retention

We retain personal information for periods required by Law Society rules, which generally mandate maintaining client files for at least ten years after the matter concludes. Specific retention periods vary based on information type and applicable regulations.

After required retention periods expire, personal information is securely destroyed through document shredding, secure deletion, or other appropriate disposal methods.

Information Security

We implement appropriate technical and organizational measures to protect personal information including:

• Secure document storage in locked cabinets and password-protected systems
• Encrypted communications for sensitive information transmission
• Access controls limiting information access to authorized personnel
• Regular security assessments and staff training on privacy practices
• Secure disposal procedures for documents and electronic data

While we implement robust security measures, no system is completely secure. We work continuously to enhance our security practices.

Your Privacy Rights

Access

You have the right to access personal information we hold about you, subject to limited exceptions under privacy legislation and solicitor-client privilege.

Correction

You may request correction of inaccurate or incomplete personal information. We will make appropriate corrections or note disputes if correction is not possible.

Withdrawal of Consent

You may withdraw consent for certain uses of personal information, though this may affect our ability to provide services. Some processing may continue based on legal obligations or legitimate interests.

Complaints

If you have concerns about our privacy practices, please contact us at [email protected]. You also have the right to file complaints with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

Third-Party Services

Our website may use third-party services including:

• Google Analytics for website traffic analysis
• Email service providers for communications
• Cloud storage providers for secure document management

These services have their own privacy policies. We select providers carefully and require appropriate privacy protections.

Cookies and Tracking

Our website uses cookies and similar technologies. For detailed information about cookie use and your choices, please see our Cookie Policy.

International Data Transfers

Personal information is primarily stored and processed in Canada. Some service providers may process information outside Canada. When transferring information internationally, we ensure appropriate safeguards are in place to protect your privacy.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. Updated versions will be posted on our website with a revised effective date. Significant changes will be communicated through appropriate means.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact: