Privacy Policy

Introduction

Keystone is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and protect your information in accordance with Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and our professional obligations as legal practitioners under the Nova Scotia Barristers' Society rules.

Client confidentiality is fundamental to our practice. In addition to privacy law requirements, solicitor-client privilege protects communications between our firm and clients seeking legal advice.

Information We Collect

Contact Information

We collect name, address, telephone numbers, email addresses, and other contact details you provide when inquiring about our services or engaging us for legal matters.

Legal Matter Information

For clients engaging our services, we collect information relevant to providing legal advice and representation. This may include business records, financial information, immigration documentation, technical specifications, contractual materials, and personal circumstances related to your legal needs.

Communication Data

We retain records of communications with clients and prospective clients, including emails, letters, meeting notes, and telephone conversation summaries.

Website Usage Data

Our website collects standard technical information through cookies and server logs, including IP addresses, browser types, pages visited, and access times. Please see our Cookie Policy for detailed information about cookie use.

Legal Basis for Processing

We process personal information based on the following legal grounds:

Consent

We obtain consent when collecting personal information, either explicitly through engagement letters and agreements, or implicitly through your actions in providing information when seeking legal services.

Contract Fulfillment

Processing is necessary to provide legal services you have engaged us to perform under our retainer agreement.

Legitimate Interest

We process certain information based on legitimate interests in operating our practice, improving services, and maintaining professional standards, always balanced against your privacy rights.

Legal Obligation

Processing may be required to comply with legal obligations, including Law Society requirements, court orders, and statutory reporting duties.

How We Use Information

We use collected information for the following purposes:

• Providing legal advice and representation
• Communicating with clients about their matters
• Preparing legal documents and court filings
• Coordinating with third parties (courts, regulatory agencies, opposing counsel) as necessary for representation
• Maintaining accurate client files and records
• Processing billing and payments
• Complying with professional obligations and legal requirements
• Improving our services and practice management
• Responding to inquiries from prospective clients

Information Sharing and Disclosure

Solicitor-client privilege protects communications between our firm and clients. We do not disclose confidential client information except in the following circumstances:

With Your Authorization

We share information with third parties when you explicitly authorize disclosure, such as when engaging expert consultants, coordinating with other legal counsel, or communicating with opposing parties.

Legal Requirements

Disclosure may occur when required by law, court order, or professional conduct rules. This includes responding to subpoenas, complying with Law Society investigations, and reporting requirements under money laundering prevention legislation.

Service Providers

We engage third-party service providers for functions such as document storage, IT services, accounting, and practice management systems. These providers are contractually bound to maintain confidentiality and security standards consistent with legal practice requirements.

Data Retention

Client files and related records are retained according to Law Society requirements and professional best practices. Active matter files are maintained for the duration of representation. After matter completion, files are retained for minimum periods required by professional regulations, typically seven to ten years depending on matter type.

Some records may be retained indefinitely where ongoing reference value exists or where matters involve long-term rights or obligations. Document retention considers limitation periods relevant to potential claims and the nature of legal work performed.

When retention requirements expire, records are destroyed through secure methods ensuring confidential information cannot be reconstructed.

Data Security

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, loss, or alteration:

• Encrypted communication channels for email and file transfer
• Secure document management systems with access controls
• Regular security audits and updates
• Staff training on confidentiality obligations and security practices
• Physical security measures for office premises
• Secure disposal procedures for physical and electronic records

Despite these precautions, no data transmission or storage system can be completely secure. We cannot guarantee absolute security but maintain standards consistent with legal practice requirements.

Your Rights

Under Canadian privacy legislation, you have certain rights regarding your personal information:

Access

You may request access to personal information we hold about you. We will provide this information subject to any legal or professional privilege considerations and within reasonable timeframes.

Correction

You may request correction of inaccurate or incomplete personal information. We will make appropriate amendments where justified.

Withdrawal of Consent

You may withdraw consent for certain processing activities, subject to legal and contractual restrictions. Note that withdrawing consent may affect our ability to provide services.

Complaints

If you have concerns about how we handle personal information, please contact our Privacy Officer. You may also file complaints with the Office of the Privacy Commissioner of Canada.

International Data Transfers

Personal information is primarily stored and processed within Canada. Where we use service providers located outside Canada, we ensure appropriate safeguards are in place through contractual provisions requiring equivalent privacy protection standards.

Cookies and Website Technologies

Our website uses cookies and similar technologies to improve functionality and analyze usage. Please see our Cookie Policy for detailed information about cookie types, purposes, and management options.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or technological developments. Material changes will be communicated through our website or direct notification to active clients. The effective date at the top of this policy indicates the most recent revision.

Contact Information

For questions about this Privacy Policy or how we handle your personal information, please contact: