Privacy Policy

Effective Date: December 15, 2024
Last Updated: December 15, 2024

1. Introduction

CodeLegal Network is committed to protecting the privacy and personal information of our clients and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website codelegalnet.org and use our legal services for the IT sector.

Contact Information:

Email: privacy@codelegalnet.org
Phone: +1 (905) 881-4860
Address: 6813 Steeles Ave W, Etobicoke, ON M9V 4R9, Canada

2. About CodeLegal Network

CodeLegal Network specializes in providing legal services to the IT sector in Canada, including startups, technology companies, software developers, and IT professionals. We understand the unique legal challenges facing the technology industry and provide specialized legal expertise.

3. Information We Collect

3.1 Personal Information

We may collect the following personal information:

Contact and Identity Information

Full name and professional title
Business and personal contact information
Email addresses and phone numbers
Business address and location
Company name and industry sector
Professional credentials and certifications

IT Sector Specific Information

Technology stack and programming languages
Software development methodologies
IT infrastructure details
Intellectual property portfolios
Data processing activities
Technical specifications and architectures

Legal Matter Information

Legal issues and consultation topics
Contract requirements and negotiations
Compliance needs and regulatory requirements
Intellectual property matters
Privacy and data protection concerns
Employment and contractor relationships

3.2 Technical Information

We automatically collect:

IP address and geographic location
Browser type, version, and settings
Device information and operating system
Website usage patterns and analytics
Referral sources and search terms
Session duration and page interactions
Mobile device identifiers
Cookies and tracking technologies

3.3 Business and Financial Information

For client services, we may collect:

Business registration and incorporation details
Financial information for billing purposes
Payment method and transaction history
Tax identification numbers
Banking information for payments
Revenue and business metrics
Funding and investment information

3.4 IT Industry Specific Data

We may collect information relevant to IT legal services:

Software licensing agreements
Open source software usage
Data processing and storage practices
Cloud service provider information
API and integration documentation
Security protocols and measures
Compliance certifications and audits

4. How We Use Your Information

4.1 Legal Services Provision

We use your personal information to:

Provide legal consultation and advice for IT matters
Draft and review technology contracts and agreements
Conduct legal research specific to IT industry issues
Represent clients in technology-related legal proceedings
Advise on intellectual property protection and licensing
Assist with privacy and data protection compliance
Support business formation and corporate matters
Provide regulatory compliance guidance

4.2 IT Sector Specialization

We use information to:

Understand your specific technology requirements
Provide industry-specific legal advice
Stay current with IT industry trends and regulations
Develop specialized legal services for tech companies
Create relevant legal documentation and templates
Offer compliance solutions for technology businesses

4.3 Communication and Client Management

We use information for:

Scheduling consultations and meetings
Sending legal updates and industry news
Managing client relationships and case files
Providing ongoing legal support and advice
Coordinating with technical experts and consultants
Facilitating secure document sharing and collaboration

4.4 Business Operations

We use information to:

Process payments and manage billing
Maintain accurate client records
Ensure compliance with professional obligations
Conduct conflicts of interest checks
Manage risk and professional liability
Improve our services and client experience

5. Legal Basis for Processing

5.1 Under Canadian Law (PIPEDA)

We process personal information based on:

Consent: When you provide explicit consent for specific purposes
Contract: To fulfill our legal service obligations
Legal Requirements: To comply with professional and legal obligations
Legitimate Interests: For business operations and service improvement

5.2 Under GDPR (For EU Individuals)

For individuals in the European Union, we process personal data based on:

Article 6(1)(a): Consent for marketing and optional services
Article 6(1)(b): Contract performance for legal services
Article 6(1)(c): Legal obligation for professional compliance
Article 6(1)(f): Legitimate interests for business operations

5.3 Special Category Data (GDPR)

For sensitive personal data (if applicable), we rely on:

Article 9(2)(a): Explicit consent
Article 9(2)(f): Legal claims and judicial proceedings
Article 9(2)(g): Substantial public interest

6. Information Sharing and Disclosure

6.1 Professional Service Providers

We may share information with:

Co-counsel and legal partners: For complex IT legal matters
Technical experts: IT consultants and industry specialists
Expert witnesses: Technology professionals and industry experts
Regulatory bodies: When required for compliance or investigations
Courts and tribunals: In legal proceedings and filings

6.2 IT Industry Service Providers

We may share information with:

Cloud service providers: For secure data storage and processing
Legal technology platforms: For case management and documentation
Electronic signature services: For contract execution and documentation
Document management systems: For secure file sharing and collaboration
Video conferencing platforms: For client meetings and consultations

6.3 Business Partners and Affiliates

We may share information with:

Referral partners: Other law firms and legal professionals
Business associates: Accounting and business advisory services
Insurance providers: Professional liability and business insurance
Banking partners: For payment processing and financial services

6.4 Legal and Regulatory Requirements

We may disclose information when required by:

Court orders and legal processes: Subpoenas and legal proceedings
Regulatory investigations: Law Society and professional body inquiries
Law enforcement: Legal investigations and criminal proceedings
Government agencies: Tax authorities and regulatory compliance
Emergency situations: To protect health, safety, or legal rights

7. International Data Transfers

7.1 Cross-Border Transfers

We may transfer personal information outside Canada when:

Cloud services: Using international cloud storage and processing
Legal research: Accessing international legal databases
Client representation: Coordinating with international legal counsel
Business operations: Working with international service providers

7.2 GDPR Compliance for EU Transfers

For transfers to countries outside the EU, we ensure:

Adequacy decisions: Transfers to countries with adequate protection
Standard contractual clauses: EU-approved contract terms
Binding corporate rules: Internal data protection standards
Derogations: Specific legal grounds for transfer

7.3 Safeguards and Protections

We implement appropriate safeguards:

Contractual protections: Data processing agreements
Technical measures: Encryption and security protocols
Access controls: Limited access to transferred data
Regular monitoring: Ongoing compliance verification

8. Data Security

8.1 Technical Security Measures

We implement robust security measures:

Encryption: Data encrypted in transit and at rest
Access controls: Multi-factor authentication and role-based access
Network security: Firewalls and intrusion detection systems
Regular updates: Security patches and software updates
Backup systems: Secure data backup and recovery procedures

8.2 IT Industry Security Standards

We follow IT industry best practices:

ISO 27001 compliance: Information security management
SOC 2 compliance: Service organization security controls
NIST frameworks: Cybersecurity framework implementation
Regular audits: Security assessments and penetration testing
Incident response: Security breach response procedures

8.3 Professional Security Obligations

We maintain security in accordance with:

Law Society requirements: Professional security standards
Attorney-client privilege: Protection of privileged communications
Professional confidentiality: Duty of confidentiality obligations
Insurance requirements: Professional liability coverage standards

9. Data Retention

9.1 Client Files and Legal Documents

We retain client information for:

Active matters: Duration of representation plus 10 years
Closed matters: 10 years after matter completion
IT contracts: 10 years after contract expiration
Intellectual property files: 15 years for patent and trademark matters
Compliance records: As required by applicable regulations

9.2 Business Records

We retain business information for:

Financial records: 7 years for tax and accounting purposes
Employee records: As required by employment law
Corporate documents: Permanent retention for key documents
Insurance records: Duration of coverage plus 7 years

9.3 Website and Marketing Data

We retain website data for:

Contact form submissions: 3 years
Website analytics: 2 years
Marketing communications: Until opt-out or 3 years of inactivity
Cookie data: As specified in our Cookie Policy

10. Your Rights and Choices

10.1 Access and Information Rights

You have the right to:

Access: Request copies of your personal information
Correction: Request correction of inaccurate information
Deletion: Request deletion of personal information (subject to legal obligations)
Portability: Receive your data in a structured format
Information: Understand how your data is processed

10.2 Control and Consent Rights

You can:

Withdraw consent: Revoke consent for optional processing
Object to processing: Object to processing based on legitimate interests
Restrict processing: Limit how your data is used
Opt-out: Unsubscribe from marketing communications
Update preferences: Modify your communication preferences

10.3 GDPR Rights (For EU Individuals)

Under GDPR, you have additional rights:

Right to rectification: Correct inaccurate personal data
Right to erasure: “Right to be forgotten” in certain circumstances
Right to restrict processing: Limit processing in specific situations
Right to data portability: Receive data in machine-readable format
Right to object: Object to processing for legitimate interests
Rights related to automated decision-making: Protection from automated decisions

10.4 Exercising Your Rights

To exercise your rights:

Email: privacy@codelegalnet.org
Phone: +1 (905) 881-4860
Mail: Written request to our office address
Online: Through our secure client portal (when available)

11. Professional Obligations and Confidentiality

11.1 Solicitor-Client Privilege

We protect solicitor-client privilege by:

Confidentiality: Maintaining strict confidentiality of client communications
Privilege protection: Protecting privileged information from disclosure
Secure communications: Using secure channels for privileged information
Staff training: Training all staff on privilege requirements

11.2 Professional Confidentiality

We maintain professional confidentiality through:

Professional standards: Compliance with Law Society of Ontario rules
Confidentiality agreements: Staff and contractor confidentiality commitments
Information barriers: Preventing conflicts of interest
Secure systems: Technology systems designed for confidentiality

11.3 IT Industry Confidentiality

We provide additional protection for:

Trade secrets: Protection of proprietary technology information
Source code: Confidentiality of software and development information
Business strategies: Protection of competitive business information
Technical specifications: Confidentiality of technical documentation

12. Cookies and Tracking Technologies

12.1 Cookie Usage

We use cookies for:

Essential functions: Website operation and security
Analytics: Understanding website usage and improvement
Personalization: Customizing content and user experience
Marketing: Targeted advertising and conversion tracking

12.2 Cookie Control

You can control cookies through:

Browser settings: Adjusting cookie preferences
Our cookie tool: Managing cookie categories
Opt-out options: Third-party advertising opt-outs
Cookie policy: Detailed information in our Cookie Policy

13. Third-Party Services and Integrations

13.1 Legal Technology Services

We use third-party services including:

Legal research platforms: Westlaw, LexisNexis, and other legal databases
Document management: Secure cloud-based document storage
Case management: Legal practice management software
Electronic signatures: DocuSign and similar services

13.2 Business Services

We use business services such as:

Google Workspace: Email and productivity tools
Microsoft Office 365: Business applications and services
Zoom: Video conferencing for client meetings
Slack: Internal communication and collaboration

13.3 Website and Marketing Services

Our website uses:

Google Analytics: Website traffic and user behavior analysis
Google Ads: Online advertising and conversion tracking
LinkedIn Ads: Professional networking and advertising
Social media platforms: Professional networking and content sharing

14. Contact Forms and Website Interactions

14.1 Contact Form Data

When you use our contact forms, we collect:

Contact information: Name, email, phone number
Inquiry details: Legal questions and consultation requests
Company information: Business name and industry details
Technical information: IP address and browser data

14.2 Form Security

We protect contact form data through:

Encryption: HTTPS encryption for data transmission
Secure processing: Encrypted storage and processing
Access controls: Limited access to form submissions
Retention limits: Defined retention periods for form data

14.3 Response and Follow-up

We use contact form information to:

Respond to inquiries: Provide initial consultation responses
Schedule consultations: Coordinate meetings and appointments
Assess legal needs: Understand your legal requirements
Provide information: Share relevant legal insights and resources

15. Marketing and Communications

15.1 Marketing Consent

We may use your information for marketing with consent:

Newsletter: Legal updates and industry news
Event invitations: Webinars and educational events
Service announcements: New legal services and offerings
Industry insights: IT legal trends and compliance updates

15.2 Communication Preferences

You can manage communications by:

Opting out: Unsubscribe from marketing emails
Preference center: Choosing communication types
Frequency control: Adjusting communication frequency
Channel selection: Choosing preferred communication methods

15.3 Professional Communications

We may send professional communications regarding:

Legal updates: Changes in IT law and regulations
Case updates: Progress on your legal matters
Compliance alerts: Important regulatory developments
Professional obligations: Required professional communications

16. Data Subject Rights Under GDPR

16.1 Individual Rights

Under GDPR, EU individuals have rights including:

Right of access: Obtain confirmation of processing and copies of data
Right to rectification: Correct inaccurate or incomplete data
Right to erasure: Delete personal data in certain circumstances
Right to restrict processing: Limit processing in specific situations
Right to data portability: Receive data in structured format
Right to object: Object to processing based on legitimate interests

16.2 Exercising GDPR Rights

To exercise GDPR rights:

Contact us: Email privacy@codelegalnet.org
Identity verification: Provide sufficient identification
Specific request: Clearly describe your rights request
Response time: We will respond within 30 days

16.3 Complaints and Supervisory Authority

You have the right to:

File complaints: Contact our privacy officer
Supervisory authority: Contact your local data protection authority
Legal remedies: Seek judicial remedies for violations

17. Data Breach Response

17.1 Incident Response

In the event of a data breach, we will:

Immediate assessment: Evaluate the scope and impact
Containment: Take steps to prevent further unauthorized access
Investigation: Determine the cause and extent of the breach
Notification: Notify relevant authorities and affected individuals
Remediation: Implement measures to prevent future incidents

17.2 Notification Requirements

We will notify:

Supervisory authorities: Within 72 hours under GDPR
Privacy Commissioner: As required under Canadian law
Affected individuals: Without undue delay if high risk
Professional bodies: As required by professional obligations

17.3 Post-Breach Actions

After a breach, we will:

Review procedures: Assess and improve security measures
Update policies: Revise privacy and security policies
Staff training: Provide additional training on data protection
Monitoring: Implement enhanced monitoring and detection

18. Children’s Privacy

18.1 Age Restrictions

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

18.2 Parental Consent

If we become aware of collecting information from a child under 18:

Immediate deletion: Remove the information from our systems
Parental notification: Contact parents or guardians if possible
No processing: Cease any processing of the child’s information
Policy compliance: Ensure compliance with child privacy laws

19. Updates to This Policy

19.1 Policy Changes

We may update this Privacy Policy to reflect:

Legal requirements: Changes in privacy laws and regulations
Service changes: New services or business practices
Technology updates: New technologies or data processing methods
Best practices: Industry developments and recommendations

19.2 Notification of Changes

We will notify you of material changes through:

Email notifications: Direct communication to clients
Website notices: Prominent notices on our website
Policy updates: Updated “Last Modified” date
Professional communications: Notices through professional channels

20. Contact Information

For questions about this Privacy Policy or to exercise your privacy rights:

CodeLegal Network
Privacy Officer
6813 Steeles Ave W
Etobicoke, ON M9V 4R9
Canada

Email: privacy@codelegalnet.org
Phone: +1 (905) 881-4860

For GDPR-related inquiries:
Email: gdpr@codelegalnet.org

For general inquiries:
Email: info@codelegalnet.org

21. Regulatory and Professional Information

21.1 Professional Regulation

CodeLegal Network is regulated by:

Law Society of Ontario: Professional conduct and standards
Canadian Bar Association: Professional ethics and best practices
Provincial regulatory bodies: Local professional requirements

21.2 Privacy Compliance

We comply with:

PIPEDA: Personal Information Protection and Electronic Documents Act
Provincial privacy laws: Ontario and other provincial privacy legislation
GDPR: General Data Protection Regulation for EU individuals
Professional confidentiality rules: Legal profession privacy standards

21.3 Industry Standards

We follow:

IT industry best practices: Technology sector privacy standards
Legal technology standards: Legal industry technology requirements
Security frameworks: Industry-standard security protocols
Professional liability requirements: Insurance and risk management standards

This Privacy Policy is designed to provide transparency about our data practices and protect your privacy rights. CodeLegal Network is committed to maintaining the highest standards of privacy protection while providing exceptional legal services to the IT sector.