Privacy Policy

Kyma Professional Corporation (Kyma PC) is committed to protecting the privacy of our clients and other individuals we are in contact with as part of our legal practice and business activities in Canada. This Privacy Policy explains how we handle personal information, including, for example, the collection, use, storage, safeguarding and disclosure of personal information. If you seek information about our services and products, receive legal services, or other offerings from Kyma PC, you are agreeing to the terms of this Privacy Policy. 

We may update this policy from time to time to comply with legal requirements and to implement new procedures to improve how we handle your personal information. 

All policy revisions will be provided on our website at www.kymalaw.com. Please always consult this website for the most current version of this Privacy Policy. 

What information does KYMA PC collect? 

Kyma PC collects two main types of information pertaining to individuals, in order to provide its services, deliver its products, and manage its operations, namely: 1) personal information; and 2) information relating to legal matters. 

This Privacy Policy deals specifically with the handling of personal information. Personal information is information that can be used to identify you. For example, we may collect your name, telephone number, email, mailing address, and other information that alone, or in combination, can be used identify you. 

Information relating to legal matters is safeguarded in accordance with obligations of confidentiality that lawyers owe to their clients. For more information about these obligations of confidentiality you may contact us directly, or consult resources of the Law Society of Ontario, including the Rules of Professional Conduct that lawyers in Ontario must follow.

How Does KYMA PC Collect Personal Information? 

The collection of personal information always starts with you voluntarily providing us with your personal information. In some cases we may need to independently clarify, or verify personal information you provide in order to comply with our obligations to identify clients and verify their identity as mandated by the Law Society of Ontario. To do this, we may consult authoritative sources that you have previously allowed to make available some of your personal information, or which have the legal authority to provide this information. 

If you voluntarily disclose to us sensitive information, such as health related information, we will only retain such information to the extent necessary to accommodate reasonable requests for how we deliver our services and products. We will never disclose health related information to others without your written consent, unless legally compelled to do so.

How Does Kyma PC Use Personal Information? 

We may use your personal information for a variety of purposes related to delivering our services and products. You agree that we can use your personal information to:   

• provide you services and products that you have requested 

• advise you about services and products we offer (e.g. workshops, legal information resources, service package offerings)

• collect your feedback to improve our services and products 

• maintain our operations and comply with our legal obligations 

We will take all reasonable steps to ensure that service providers to Kyma PC also have privacy policies that meet Canadian legal standards regarding the handling of your personal information. You agree, however, that Kyma PC is not responsible for monitoring how third party service providers implement their privacy policies, or otherwise comply with applicable privacy laws. 

If required by law to disclose your personal information: 

• we will advise you who has requisitioned the disclosure of your personal information 

• make reasonable efforts to limit the disclosure of your personal information to only that which is absolutely necessary

• direct you to an appropriate contact for you to follow up about the circumstances leading to the disclosure of your personal information 

Your personal information will not be used for any other purpose, unless we obtain your written consent.

How is Personal Information Stored and Safeguarded by Kyma PC? 

Kyma PC has in place administrative, physical, technological and organizational measures designed to protect the security of personal information under its control against loss, theft, unauthorized access, copying and unauthorized modification. Despite the reasonable measures taken by Kyma PC to safeguard your personal information, you acknowledge and agree that: 

• Kyma PC’s secure IT systems and the secure servers of third party providers which mediate communications between you and Kyma PC may be hacked, or breached through no fault of Kyma PC 

• Your personal information may be accessed by legal authorities in accordance with the laws of the jurisdictions where your information may reside at any given point in time 

• Kyma PC’s security measures do not extend to, or affect the security of third party websites and platforms that you may navigate to and from Kyma PC’s website 

We also recommend that you take reasonable measures to safeguard your personal information. Such measures may include: 

• using anti-virus software, firewalls, changing passwords periodically, and encryption 

• making routine credit checks to catch incidents of identity theft 

• informing yourself about the security measures of third party providers to help ensure the proper handling of your personal information 

How Long Does Kyma PC Keep Personal Information? 

We use your personal information for as long as necessary to achieve the purpose for which it was collected. After we have provided our services or products, we maintain an archival copy of your personal information, to meet our legal obligations. For example, the Law Society of Ontario mandates that certain financial records including personal information be maintained for a period of 10 years. Should you wish to have your personal information removed from Kyma PC’s records, please contact us and we can confirm what information can be deleted and what information we must keep a copy of to meet ongoing legal obligations. 

How Can You Access and Update Your Personal Information? 

You are entitled to know what personal information about you is stored in Kyma PC’s records. To access your personal information in our records, we may need to ask you some questions and request additional information in order to verify your identity. If you would like a copy of your personal information, we will generally not charge for this service, but reserve the right to request a reasonable administrative fee if appropriate under the circumstances. 

If you become aware of any errors or inaccuracies in your personal information, we ask that you advise us so that we can update our records. We will also take the initiative to ask you to confirm, or provide updated personal information from time to time. 

How Does this Policy Relate to Third Party Sites and Cookies? 

We may provide you with links to third party websites and information resources, such as information and publications provided by government and other legal service providers. While we endeavour to refer you to credible resources and diligent providers, you agree that Kyma PC is not responsible for: 

• the accuracy or quality of information, services and products provided by third parties 

• how third parties comply with privacy laws 

• how third parties handle the person information you provide to them 

You also understand that there are various mechanisms (e.g. artificial intelligence and cookies) used by third party providers to manage and improve the use of the internet for the benefit of consumers, businesses and other users. Cookies are small pieces of data text files commonly used by most websites and providers of internet services. They are placed on your computer when you visit a website and store information about your browsing activities and preferences. 

While internet service providers make use of cookies, and may offer information captured by AI and cookies available to Kyma PC, we have elected not to use information collected in this manner to track or collect information about your browsing activities or preferences. Instead, we will ask you directly for your feedback about your customer experiences and obtain your consent for us to use this feedback to improve our offerings. 

For more information about the different types of cookies used on the internet and what you can do to manage their potential impact on your privacy in Canada, please consult the Federal Privacy Commissioner’s information resources at: https://www.priv.gc.ca/en/privacy-topics/technology/online-privacy-tracking-cookies/cookies/frequently-asked-questions-about-cookies/.  

How Can You Manage Your Personal Information with Kyma PC? 

You can contact Ariadni Athanassiadis at ariadni@kymalaw.com, tel: 613-327-7245 to do any of the following: 

• request a copy of the current version of this Privacy Policy 

• request a copy of your personal information as held in Kyma PC’s records 

• withdraw your consent to receive from Kyma PC notifications, information updates and other communications not directly related to your legal matters 

• terminate your retainer with Kyma PC, or otherwise close any of your legal matters 

• ask any question about how your personal information is handled by Kyma PC

• file a complaint regarding the way your personal information is handled by Kyma PC 

• seek information regarding any breach of privacy of Kyma PC information systems reported to you 

We are here to listen to your concerns and consider all reasonable requests regarding how we safeguard or otherwise handle your personal information. Thank you for your trust and cooperation.