How we handle your information - straight talk, no legalese overload
Look, we get it - nobody actually wants to read privacy policies. But since you're dealing with legal matters that could affect your business or livelihood, we figured you'd appreciate knowing exactly what happens with your info.
At Nexorath Citadel, we've been handling sensitive corporate and commercial matters since day one. Your trust isn't something we take lightly, and that means being upfront about how we collect, use, and protect your personal information.
This policy applies to anyone who visits our website, contacts us for services, or becomes a client. We're committed to complying with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and all applicable provincial privacy legislation.
When you reach out to us or become a client, we'll need certain information to actually help you. Here's what we typically gather:
When representing you, we'll collect whatever details are needed for your case - contracts, correspondence, financial records, business documents, employment files, intellectual property materials, and anything else relevant to your legal situation.
We're pretty straightforward about this - we use your info to do our jobs properly and keep you in the loop. Specifically:
To provide actual legal services - drafting documents, filing with courts, negotiating deals, managing litigation, advising on corporate matters, and handling whatever else you've hired us for.
Keeping you updated on your matter, responding to questions, sending retainer agreements, billing statements, and important deadline reminders.
Running conflict-of-interest checks to make sure we can ethically represent you without any issues.
Processing payments, maintaining accurate records, managing our client database, and meeting our professional obligations under the Law Society of Ontario's rules.
Analyzing how people use our site so we can make it actually useful - better navigation, clearer information, faster loading times.
We've invested heavily in keeping your information secure - both because it's required by law and because our reputation depends on it. Here's what we've got in place:
Secure office premises with controlled access, locked file rooms, and alarm systems. Hard copy files are stored in locked cabinets with limited access.
Encrypted databases, secure cloud storage, multi-factor authentication, regular security audits, and firewalls that'd make Fort Knox jealous.
Everyone on our team is trained on privacy obligations and signs confidentiality agreements. They know the consequences of mishandling client information.
SSL encryption for our website, encrypted email options for sensitive communications, and secure client portals for document sharing.
That said, no system is 100% foolproof. We can't guarantee absolute security, but we do everything commercially reasonable to protect your data and comply with Law Society requirements.
Under Canadian privacy law, you've got several rights when it comes to your personal information. Here's what you can do:
Request copies of the personal data we've got on file. We'll provide it within 30 days, though we might charge a reasonable fee for extensive requests.
If something's wrong or outdated, let us know and we'll fix it. Accurate records matter in legal work.
You can pull back consent for certain uses of your info, though this might affect our ability to represent you.
Ask us to delete your information - but keep in mind we're legally required to retain certain records for specific periods under Law Society rules.
If you think we've mishandled your information, you can complain to the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner.
We're required by the Law Society of Ontario to keep client files for a minimum period - typically 10 years after a matter concludes. This isn't optional; it's a professional obligation.
| Type of Information | Retention Period |
|---|---|
| Active client files | Duration of representation plus applicable retention period |
| Closed client files | 10 years from file closure (Law Society requirement) |
| Financial records | 7 years (tax law requirement) |
| Website analytics data | 26 months |
| Marketing inquiries (non-clients) | 2 years unless consent to longer retention |
After retention periods expire, we securely destroy information through shredding (physical documents) or permanent deletion using data-wiping software (electronic records).
Look, privacy policies can be confusing even when we try to write them in plain English. If something's unclear or you've got specific questions about how we handle your information, just reach out.
(416) 555-0147
info@nexorathcitadel.info
Privacy Officer
Nexorath Citadel Legal Services
Suite 2800, 100 King Street West
Toronto, ON M5X 1C9, Canada
We'll respond to privacy-related inquiries within a reasonable timeframe - usually within 30 days. For urgent matters, calling is probably your best bet.
Privacy laws evolve, and so do our practices. We might update this policy from time to time to reflect changes in how we operate or legal requirements. When we make significant changes, we'll post a notice on our website and update the "last modified" date below. For existing clients, we'll also send direct notification of material changes.