Privacy Policy

Firm: VENTI Legal Services (“VENTI,” “we,” “our,” or “us”)
Address: 5000 Yonge St Suite 1901, North York, ON M2N 7E9
Phone: (416) 549-8012
Website: www.ventilegal.com

1. Purpose and Scope

VENTI Legal Services is committed to protecting the confidentiality and privacy of personal information in compliance with:

  • The Personal Information Protection and Electronic Documents Act (PIPEDA),

  • Applicable provincial privacy laws,

  • The Rules of Professional Conduct (for lawyers), and

  • The Paralegal Rules of Conduct (for licensed paralegals).

This Privacy Policy applies to all personal information we collect in the course of providing legal and paralegal services, notary services, immigration services, and related business operations.

2. Definition of Personal Information

For the purposes of this Policy, “Personal Information” means any information about an identifiable individual, including but not limited to:

  • Identifiers: name, address, telephone number, email address, government-issued ID.

  • Financial information: billing details, payment records, trust account records.

  • Professional or case-related information: documents, correspondence, testimony, evidence, and other material provided by clients or third parties.

  • Website and technical information: IP addresses, browser type, device identifiers, and other usage data.

Personal Information does not include anonymized or publicly available information as defined by applicable law.

3. Collection of Information

We collect personal information only where reasonably necessary to provide legal and paralegal services or as otherwise permitted by law. This includes:

  • Conducting conflict checks and verifying identity.

  • Providing legal advice, representation, and notary services.

  • Communicating with clients, opposing parties, regulators, courts, and tribunals.

  • Processing payments and managing retainers or trust accounts.

  • Complying with professional, legal, and regulatory obligations, including anti–money laundering and record-keeping requirements.

4. Use of Information

Personal information may be used for:

  • Delivering professional services and legal representation.

  • Managing client relationships and case files.

  • Fulfilling statutory, regulatory, and professional obligations.

  • Internal administration, risk management, and quality control.

  • Marketing communications about our services, where consent has been provided.

We will not use personal information for purposes other than those for which it was collected, unless required or permitted by law.

5. Disclosure of Information

We do not sell, rent, or trade client information. Disclosure occurs only when:

  • Consent is provided by the client.

  • Required by law (e.g., court orders, subpoenas, statutory obligations).

  • Regulatory obligations mandate disclosure to the Law Society of Ontario or other oversight bodies.

  • Service providers (IT, accounting, cloud storage) require limited access under strict confidentiality agreements.

  • Professional collaboration occurs with other lawyers, paralegals, or experts engaged to assist with a client matter (subject to confidentiality).

6. Confidentiality and Privilege

All communications between clients and our firm are protected by solicitor–client privilege and/or paralegal–client privilege. This privilege is a fundamental principle of Canadian law and will not be waived except with client consent or where disclosure is required by law.

7. Retention and Destruction of Records

  • Files are retained for a minimum of seven years following the conclusion of a matter, unless otherwise required by law.

  • Trust and financial records may be retained longer as required by the LSO.

  • After the retention period, physical files are securely shredded and digital files permanently deleted in compliance with industry best practices.

8. Safeguards and Security

We maintain strict safeguards to protect personal information, including:

  • Secure file storage and restricted office access.

  • Encrypted electronic storage and transmission where possible.

  • Multi-factor authentication for digital systems.

  • Confidentiality agreements and ongoing training for staff.

Despite these safeguards, electronic communication (such as email) carries inherent risks. Clients choosing electronic communication accept such risks.

9. Cross-Border Data Transfers

Personal information may be stored or processed outside of Ontario, including in the United States or other jurisdictions, where privacy laws may differ. Where third-party service providers are used, contractual measures are taken to safeguard personal information.

10. Your Rights

You have the right to:

  • Request access to your personal information.

  • Request correction of inaccuracies.

  • Withdraw consent for certain uses (subject to legal and contractual restrictions).

  • File a complaint with the Office of the Privacy Commissioner of Canada or the Information and Privacy Commissioner of Ontario.

Requests must be made in writing to our Privacy Officer.

11. Website and Cookies

Our website may use cookies and tracking technologies for analytics and functionality. You may disable cookies in your browser, but some features may not work properly.

12. Third-Party Links

Our website may link to external sites not controlled by VENTI. We are not responsible for their privacy practices or content.

13. Changes to this Policy

This Privacy Policy may be updated periodically to reflect changes in law or practice. Updates will be posted on our website with the effective date.

14. Contact Information

All privacy-related inquiries should be directed to:

Privacy Officer
VENTI Legal Services
5000 Yonge St Suite 1901
North York, ON M2N 7E9
📞 (416) 549-8012
📩 info@ventilegal.com

⚖️ Professional Note: This Policy is intended to comply with Ontario law, PIPEDA, and the professional obligations of both lawyers and paralegals regulated by the Law Society of Ontario. Nothing in this document limits our professional duty of confidentiality.