Privacy Policy

Introduction

Sterling is committed to protecting the privacy and confidentiality of personal information entrusted to us. As legal professionals, we recognize that client confidentiality represents a fundamental professional obligation extending beyond general privacy requirements. This policy explains how we collect, use, protect, and retain personal information in accordance with Canadian privacy legislation and Law Society of Ontario professional standards.

Information We Collect

We collect information necessary to provide legal services and fulfill our professional obligations:

Client Information

• Contact details including name, address, phone, email
• Business information for corporate clients
• Financial information relevant to securities, immigration, or restructuring matters
• Identification documentation required for professional obligations
• Immigration status and history for immigration matters
• Business financial statements for restructuring engagements

Communication Data

• Email correspondence and attachments
• Phone call records and notes
• Meeting notes and file memoranda
• Document exchanges and revisions

Website Usage Data

• Browser type and IP address
• Pages visited and time spent
• Referral sources
• Form submissions through our website

Legal Basis for Processing

We process personal information based on:

• Consent: You provide explicit consent when engaging our services
• Contract Fulfillment: Processing necessary to provide requested legal services
• Legitimate Interest: Business operations and service improvement
• Legal Obligation: Compliance with Law Society requirements, anti-money laundering legislation, and court orders

How We Use Your Information

Personal information serves the following purposes:

• Providing legal advisory services on securities, immigration, and restructuring matters
• Preparing legal documents, regulatory filings, and court submissions
• Communicating about your matter and billing
• Fulfilling professional obligations including conflict checks and regulatory reporting
• Maintaining client files in accordance with retention requirements
• Coordinating with other professional advisors when authorized
• Improving our services and internal operations

Data Retention

Law Society of Ontario rules require minimum retention periods for client files. We typically maintain closed files for ten years from matter completion, though specific circumstances may require longer retention. Financial records follow separate retention schedules under tax legislation.

After required retention periods expire, information is securely destroyed through methods appropriate to its sensitivity, including shredding of physical documents and secure deletion of electronic data.

Information Security

We implement safeguards appropriate to the sensitivity of legal information:

• Encrypted email systems for client communications
• Secure document management systems with access controls
• Regular security assessments and updates
• Staff training on confidentiality obligations
• Physical security measures for office premises
• Secure backup systems for data protection
• Incident response procedures for potential breaches

Your Privacy Rights

You have the following rights regarding your personal information:

• Access: Request copies of personal information we hold
• Correction: Request correction of inaccurate information
• Deletion: Request deletion where legal retention requirements permit
• Portability: Receive information in structured format
• Restriction: Limit processing in certain circumstances
• Objection: Object to processing based on legitimate interests
• Consent Withdrawal: Withdraw consent where processing relies on it

Professional obligations may limit some rights. For example, we cannot delete information required for regulatory compliance or that forms part of ongoing legal proceedings. We will explain any limitations when responding to your requests.

Information Sharing

We may share information with:

• Other Professional Advisors: With your authorization, we share information with accountants, financial planners, and other advisors
• Regulatory Bodies: Ontario Securities Commission, Immigration, Refugees and Citizenship Canada, courts, and Law Society as required
• Service Providers: Technology vendors, document services, and administrative support bound by confidentiality obligations
• Legal Obligations: When compelled by court order or legal requirement

All third parties with access to client information sign confidentiality agreements and process data only as directed. We conduct due diligence on service providers' security practices.

International Transfers

Your information is primarily stored and processed in Canada. Some service providers maintain servers in other jurisdictions with adequate data protection standards. We ensure appropriate safeguards for any international data transfers through contractual protections and provider assessments.

Cookies and Website Tracking

Our website uses cookies to improve functionality and understand usage patterns. For detailed information about our cookie practices and your choices, please see our Cookie Policy.

Policy Changes

We review this policy periodically to ensure it reflects current practices and legal requirements. Material changes will be communicated to active clients. The "Last Updated" date at the top indicates the most recent revision. Continued use of our services after policy updates constitutes acceptance of changes.

Privacy Inquiries

For questions about this policy or to exercise your privacy rights, contact us:

We respond to privacy inquiries within 30 days. If you are unsatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.