Comprehensive Privacy, Confidentiality, Technology & Information Handling Policy
Effective: June 2026
Camberwell House is a modern, highly technology-integrated legal practice. We use electronic communications, cloud-based systems, remote access tools, automation, AI-assisted technologies, transcription services, VOIP telephony, and carefully selected third-party providers. These tools allow us to provide faster, more responsive, and more affordable legal services than traditional high-overhead firms.
By retaining Camberwell House, you acknowledge and accept this operating model, including its benefits and inherent risks. You agree to be bound by this Privacy Policy.
1. Purpose and Scope
This Policy describes how we collect, use, disclose, store, process, and dispose of information in the course of providing legal services. We are committed to protecting solicitor-client privilege and confidentiality while delivering efficient service. We use reasonable technical, administrative, and physical safeguards, but we cannot guarantee absolute security or perpetual retention of data in any electronic system.
2. Professional Obligations
Our primary duties are governed by solicitor-client privilege, the Law Society of Ontario Rules of Professional Conduct, court orders, and LawPRO requirements. These professional obligations take precedence over general privacy legislation such as PIPEDA. Nothing in this Policy is intended to limit or waive those higher duties where such higher duties are required by law.
3. Our Technology-Integrated Model
We deliberately operate with lower overhead by using modern technology. This model reduces costs that would otherwise be passed on to clients. Examples include cloud storage, AI tools for drafting and research, electronic file sharing, and remote collaboration. Some data may be processed or stored outside Canada. Clients retain us with full awareness of this approach.
4. Types of Information Collected
We collect and process the following categories of information as needed for your matter:
• Identity and contact details (name, address, phone, email, identification documents)
• Financial and billing information
• Legal matter details, documents, correspondence, and notes
• Litigation, corporate, real estate, or other case-specific records
• Health or other sensitive personal information where relevant to the retainer
• Recordings, transcripts, metadata, and electronic communications
• Trust account transactions and accounting records
5. Sources of Information
Information is obtained from you, courts and tribunals, opposing parties, experts, government agencies, public records, and other third parties involved in your matter.
6. Purposes for Which We Use Information
We use your information only for legitimate purposes, including:
• Delivering legal advice and representation
• Performing conflict of interest checks
• Billing, trust accounting, and payment processing
• Complying with Law Society, court, and regulatory requirements
• Managing and administering your file
• Improving our internal systems and service quality
7. Identity Verification
We use third-party services such as RealAML (or equivalent) to verify client identity as required by anti-money laundering legislation and Law Society rules.
8. Electronic Communications
We routinely communicate using email, SMS/text messaging, secure client portals, Dropbox, Google Drive, and VOIP telephone systems. While convenient and efficient, these methods carry inherent security risks. We use encryption and other reasonable precautions where appropriate, but we cannot guarantee complete security.
9. Artificial Intelligence Tools
We may use AI tools, including ChatGPT Plus and similar services, to assist with drafting, legal research, document summarization, transcription, and workflow automation.
We protect confidentiality by:
• Using anonymized or redacted information in prompts where practicable
• Disabling training features where the option is available
• Reviewing and verifying all AI-generated output before using it in your matter
AI tools supplement but do not replace our professional judgment and responsibility.
10. Cloud Services and Cross-Border Processing
We use reputable cloud service providers for file storage, email, and practice management. Some providers process or store data in jurisdictions outside Canada. We select providers with reasonable security measures and contractual protections.
11. Recordings and Transcriptions
We may record telephone calls and meetings for accuracy, quality control, and file management purposes. Participants will be informed at the beginning of any recorded call. Recordings and transcripts are treated as confidential.
12. Third-Party Service Providers
We may share information with experts, consultants, transcription services, contractors, and technology providers. All such parties are required to maintain confidentiality and are bound by appropriate agreements where required.
13. Security Measures
We maintain reasonable security including encryption, multi-factor authentication, access controls, regular software updates, secure backups, and periodic review of our systems and procedures.
14. Cyber Incidents
No system is completely immune from cyber incidents. If we experience a breach that poses a real risk of significant harm, we will notify affected clients and report to the Office of the Privacy Commissioner of Canada and other authorities as required by law.
15. Retention and Destruction of Records
We retain client files and information only as long as necessary for the purposes outlined in this Policy and in accordance with our professional obligations. Our standard practice, as set out in our Retainer Agreement / Engagement Letter, is to destroy closed client files (subject to any legal requirements or specific client instructions to the contrary) two (2) years after the file is closed. Clients are responsible for requesting the return of any documents or copies they wish to keep before that date. We encourage all clients to maintain their own complete records. We do not promise to notify clients in advance of any planned destruction: the Retainer Terms and this Privacy Policy shall be the clients’ notice.
16. Client Responsibilities
We encourage clients to keep their own copies of important documents and communications. Please use secure methods when transmitting sensitive information to us.
17. Access to Your Information
You may request access to the personal information we hold about you or ask for corrections by contacting us in writing. Requests are subject to solicitor-client privilege and legal exceptions. We will respond within a reasonable timeframe.
Privacy Officer – David Sanders
Camberwell House Litigation
david@personallaw.ca
519-963-1212
A practicing lawyer’s current contact information is always available through the Law Society of Ontario.
18. Changes to This Policy
This Policy may be updated occasionally to reflect changes in technology, law, or our practice. The most current version is available upon request. Continued retention of our services constitutes acceptance of the updated Policy.
IMPORTANT CLIENT ACKNOWLEDGEMENTS
By retaining Camberwell House you acknowledge and agree to the following:
• We use AI tools, cloud services, electronic communications, and third-party providers as part of our standard practice
• Telephone calls and meetings will be recorded and transcribed
• Your information may be stored or processed outside Canada
• Electronic communications and cloud storage are not perfectly secure and not perfectly private
• Files may be securely destroyed after the applicable retention period
Retention of our services constitutes your acknowledgement and acceptance of this Policy to the extent permitted by law.
