PRIVACY POLICY
Last Updated: July 2026
At Theodore Smith Paralegal Services, I am deeply committed to protecting the privacy, confidentiality, and security of the personal information I collect from my clients, prospective clients, and website visitors.
As a sole practitioner, I take personal responsibility for your data. This Privacy Policy outlines how I collect, use, disclose, and safeguard your personal information in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and my professional obligations under the Law Society of Ontario’s Paralegal Rules of Conduct.
1. My Accountability
I am entirely responsible for all personal information under my control. Because I operate as a sole practitioner, I act as my own designated Privacy Officer. If you ever have questions, concerns, or requests regarding your privacy, you will be dealing directly with me.
2. What is Personal Information?
"Personal Information" means any information about an identifiable individual. This includes your name, home address, personal phone number, personal email address, financial information, and the specific facts surrounding your Landlord and Tenant Board (LTB) or legal dispute.
3. How I Collect Your Information
I collect personal information through lawful, transparent, and fair means, limited strictly to what I need to review or manage your file. I collect this data when you:
- Fill out an inquiry form or use the contact features on my website.
- Book a consultation with me through my online scheduling tools.
- Communicate with me directly via email, phone, text, or in person.
- Formally retain me to represent you at the LTB or court.
4. Why I Need Your Information (Purpose of Collection)
I collect and use your personal information for the following specific purposes:
- To evaluate your legal matter and determine if I can assist you.
- To conduct mandatory conflict-of-interest checks required by the Law Society of Ontario before I can take you on as a client.
- To contact you and respond directly to your inquiries.
- To provide you with professional legal advice and paralegal representation.
- To issue invoices, process your payments, and maintain my firm's accounting records.
5. Your Consent
When you submit your personal information through my website contact form or booking portal, you provide your implied consent for me to use that information to respond to your request. If you formally hire me, our signed retainer agreement will explicitly govern how I handle your case evidence and information.
You have the right to withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Please note that withdrawing consent may prevent me from continuing to provide you with legal services.
6. Limits on Use, Disclosure, and Retention
- No Commercial Sharing: I do not sell, rent, trade, or lease your personal information to third parties. Period.
- Third-Party Disclosure: I only disclose your personal information if you authorize me to do so, if it is strictly necessary to advance your case (e.g., filing applications with the LTB, or serving documents on an opposing landlord or tenant), or if I am required to do so by law.
- Retention: I only keep your personal information for as long as necessary to fulfill the reasons I collected it, or as mandated by the Law Society of Ontario's record-retention bylaws, which require me to securely store closed legal files for a minimum period before destruction.
7. How I Safeguard Your Data
Because legal disputes can involve highly sensitive personal situations, I take data security seriously. I protect your personal information using technical, physical, and administrative safeguards, including:
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- Secure, encrypted communication protocols (SSL/HTTPS) on my website.
- Password-protected computer systems and secure electronic cloud storage.
- Strict adherence to the professional rule of Paralegal-Client Confidentiality.
A Quick Note on Internet Security: While I use industry-standard measures to protect data transmitted via my website, no internet transmission is 100% secure. Please avoid sending highly sensitive, confidential evidence through general website forms or unencrypted email until we have formally established a paralegal-client relationship.
8. Your Right to Access and Correction
I strive to keep your information accurate and up to date. You have the right to request access to the personal information I hold about you, and you can ask me to correct or update it if you believe it is inaccurate or incomplete.
9. Website Cookies and Analytics
My website may use "cookies" or basic tracking tools to analyze web traffic and improve the user experience. These tools collect non-identifiable, aggregate data (such as browser type, time spent on the site, and pages viewed). You can easily adjust your internet browser settings to reject cookies if you prefer.
10. Contact Me
If you wish to access your personal information, request a correction, withdraw your consent, or file a complaint regarding my privacy practices, please contact me directly:
Theodore (Ted) Smith Licensed Paralegal & Privacy Officer
Theodore Smith Paralegal Services
St. Thomas, ON
Email: ted@paralegalsrv.onmicrosoft.com
Phone: 226.271.0254
If I am unable to resolve a privacy concern to your satisfaction, you have the right to contact the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca.