Privacy Notice.
Effective Date: February 19th, 2025
Last Updated: February 21st, 2025
At PulseLaw, we are committed to protecting the privacy and confidentiality of our clients, website visitors, and other individuals who interact with us. This Privacy Notice explains how we collect, use, disclose, and safeguard your personal information in accordance with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the rules set out by the Law Society of Ontario.
1. Scope
This Privacy Notice applies to all personal information we collect through our website (www.pulselaw.ca) and in the course of providing legal services, including consultations, client interactions, and marketing communications.
2. What Personal Information We Collect
We may collect the following types of personal information:
- Contact Information: Name, email address, phone number, and mailing address.
- Client Information: Details about your legal matter, documents, and communications necessary for legal representation.
- Billing Information: Payment details and transaction history for invoicing purposes.
- Website Usage Information: IP address, browser type, and analytics data through cookies and similar technologies.
- Marketing Preferences: Subscription preferences for newsletters, event invitations, and updates.
We only collect personal information that is necessary for the purposes identified below.
3. How We Use Your Personal Information
We use personal information to:
- Provide legal services and fulfill contractual obligations.
- Respond to inquiries and communicate with clients.
- Process payments and manage billing records.
- Comply with legal and regulatory obligations.
- Improve our website functionality and user experience.
- Send relevant legal updates and marketing communications as permissible by applicable law.
4. How We Share Your Information
We do not sell or rent personal information. However, we may share it with:
- Third-party service providers who assist us with legal research, IT support, billing, and marketing (bound by confidentiality agreements).
- Regulatory bodies and law enforcement where required by law or professional obligations.
- Other legal professionals when collaborating on cases, with client consent.
5. Use of sub-processors
At PulseLaw, we are committed to protecting the confidentiality and security of our clients' personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Law Society of Ontario's regulations.
We utilize sub-processors for case management, financial transactions, document processing, and communication to optimize the way we provide legal services to you. Below is a recent list of technology service providers that may have access to client personal information. We will update this list from time::
5. Client Management & Legal Practice Software
Cosmolex – Cloud-based practice management and accounting software for case management, billing, and trust accounting.
Closer – Document management and workflow automation software for legal transactions.
6. Real Estate Transaction Platforms
SureFund (surefund.ca) – Secure platform for trust deposit transfers, real estate transactions, and payout processing.
6. Financial Transactions & Payment Processing
RBC Express – Online banking service for processing trust and general account transactions.
7. Communication & Collaboration
Slack – Internal team communication platform, used for non-client-sensitive discussions.
Microsoft 365 (Outlook, Teams, SharePoint) – Email, video conferencing, and document collaboration with end-to-end encryption.
8. Artificial Intelligence & Workflow Automation
ChatGPT Team (OpenAI) – AI-powered research and workflow enhancement tool with privacy safeguards in place, including de-identification and anonymization techniques.
6. Cloud Storage & Data Backup
Google Drive / OneDrive – Secure document storage with restricted access to legal teams.
Each provider has been reviewed for compliance with privacy laws and confidentiality obligations. PulseLaw ensures that client personal information is only shared with these providers to the extent necessary for operational efficiency and legal service delivery.
For any questions or concerns regarding data privacy, or to request further details, please get in touch with our Privacy Officer at privacy@pulselaw.ca.
7. Your Privacy Rights
You have the right to:
- Access your personal information and request copies of the data we hold.
- Request corrections to inaccurate or outdated information.
- Withdraw consent for marketing communications at any time.
- Request deletion or restriction of your personal information, subject to legal or ethical obligations.
- File a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have been violated.
To exercise these rights, contact us at privacy@pulselaw.ca.
8. Data Security & Retention
PulseLaw employs industry-standard security measures to protect your personal information from unauthorized access, loss, or misuse. We retain personal data only as long as necessary to fulfill legal, regulatory, and professional obligations.
9. Cookies & Website Tracking
Our website uses cookies and similar technologies to enhance user experience and gather analytics. By using our website, you consent to our use of cookies. You can manage cookie settings through your browser preferences.
10. International Data Transfers
If personal data is transferred outside of Canada, we ensure appropriate safeguards, such as contractual obligations or adherence to legal standards in the destination jurisdiction.
11. Contact Us
If you have questions about this Privacy Notice or how we handle your personal information, please contact:
Privacy Officer – PulseLaw
Email: privacy@pulselaw.ca
Note:
PulseLaw reserves the right to update this Privacy Notice from time to time. Please check our website for any changes.
This Privacy Notice is provided for informational purposes only and does not establish a client-lawyer relationship.