Privacy policy
Rancourt Legault Joncas Firm
WHEREAS the Rancourt Legault Joncas Law Firm (hereinafter “the Firm”) is subject to the Act respecting the protection of personal information in the private sector (hereinafter the “Privacy Act”);
WHEREAS the Firm undertakes to protect the personal information it collects and processes in the course of its professional activities, in compliance with all applicable laws and regulations;
WHEREAS to fulfill the obligations set out in the Privacy Act, the Firm hereby adopts the present administrative policy governing the principles and rules of governance relating to the protection of personal information;
THEREFORE, THE FIRM HEREBY ENACTS THE FOLLOWING:
Objectives
The present Policy aims to:
- Set out the orientations and guiding principles designed to ensure the effective protection of personal information;
- Protect personal information collected by the Firm throughout its entire life cycle;
- Ensure compliance with the legal requirements applicable to the protection of personal information, including those of the Privacy Act, and adherence to best practices in the field;
- Maintain public confidence in the Firm by demonstrating transparency regarding the handling of personal information and the protective measures implemented.
1. Collection of Personal Information
The Firm collects personal information necessary for the conduct of its professional activities, including:
- Surname, given name;
- Address;
- Email address;
- Telephone number;
- A photocopy of an identification document, when necessary or when required by any applicable law.
The Firm does not collect or retain any personal information without the consent of the individual concerned.
Consent is understood to be given for specific purposes, for the duration necessary to achieve those purposes, and must be:
a) Manifest: meaning that it is obvious and certain;
b) Free: meaning that it must be free from constraints;
c) Informed: meaning that it is made with full knowledge of the facts.
This information is collected for the purpose of opening client files and executing the professional mandates entrusted to the Firm, including, where applicable, the initiation of legal proceedings. The Firm collects this information using a client information form, and the data is subsequently entered into a secure electronic database.
2. Retention and Use of Personal Information
Access to personal information held by the Firm is restricted to individuals whose functions within the Firm require such access. The Firm retains all documents and data containing personal information for the duration of the file, and for a period of seven (7) years following its closure. After that period, the personal information is securely destroyed. Identification documents may be destroyed within ninety (90) days following their use, unless required otherwise by law.
3. Disclosure to Third Parties
The Firm may disclose certain personal information to third parties, including an individual’s name and address, in the following circumstances:
- To the courthouse where legal proceedings are filed;
- To opposing parties;
- To third-party interveners;
- To the Registraire des entreprises;
- To the Land Registry Office.
4. Right of Access and Rectification
Every individual has the right to be informed of the existence of any personal information held about them by the Firm. Any individual concerned may request access to such information. Access to personal information is provided free of charge; however, the Firm may charge fees not exceeding the cost of transcription, reproduction, or transmission of the requested information.
Where applicable, the Firm shall inform the individual of the approximate amount of such fees before proceeding with the request. Any individual may request correction or deletion of personal information held by the Firm if such information is inaccurate, incomplete, or ambiguous.
5. Procedure for Access or Rectification
Requests for access or rectification must be made in writing by the individual concerned or by a person legally authorized to act on their behalf.
Requests shall be addressed to the Person in Charge of the Protection of Personal Information at the Firm. Upon receipt, the responsible person shall acknowledge receipt in writing and indicate the applicable processing time.
The acknowledgment shall inform the applicant of the statutory timelines under the Privacy Act and the remedies available in the event of non-compliance. The Firm shall respond diligently to any request for access or rectification, within thirty (30) days of receipt. If it is not possible to process the request within that time without disrupting the Firm’s regular activities, the responsible person may extend the time limit by a period not exceeding ten (10) days, with written notice to the applicant.
If the request is accepted, the personal information shall be provided within a reasonable time, either electronically, by mail, or in person, according to the applicant’s preference. The responsible person must provide written reasons for any refusal, citing the relevant provisions of the Privacy Act and advising the applicant of the right to seek a review by the Commission d’accès à l’information.
The information subject to a request shall be retained for the duration necessary to allow the applicant to exhaust all available remedies.
6. Person Responsible for the Protection of Personal Information
The individual responsible within the Firm is:
Me Jean-Gabriel Mercier Rancourt
7. Measures to Ensure the Confidentiality and Security of Personal Information
The personal information collected by the Firm is stored in a secure environment. To ensure its protection, the Firm uses a secure web-based platform for electronic data storage. The Firm is committed to maintaining and implementing the highest confidentiality standards. However, as no system can guarantee absolute security, some inherent risk remains when transmitting or storing personal information over the Internet.
8. Handling of Complaints
Any individual who believes that the Firm has failed to adequately protect their personal information in accordance with the Privacy Act may file a written complaint identifying themselves. Such a complaint must be addressed to the Person Responsible for the Protection of Personal Information. The responsible person shall acknowledge receipt of the complaint in writing and indicate the processing timelines.
Complaints shall be handled diligently and, in any event, within thirty (30) days of receipt. If processing within this period is not possible without disrupting the Firm’s normal operations, the period may be extended by ten (10) days, with written notice to the complainant.
The responsible person may contact the complainant and conduct an internal investigation. Upon completion of the review, a final written and reasoned response shall be provided. If the complainant is dissatisfied with the response or the handling of their complaint, they may contact the Commission d’accès à l’information in writing.
9. Final Provision
This Privacy Policy shall be published on the Firm’s website in a section dedicated to it. This Policy, and any amendment thereto, shall take effect as of the date indicated herein.
Adopted: September 2023