Nelson Kotze LLP (“the Firm,” “we,” “us,” or “our”), accessible at Nelson Kotze LLP, is committed to protecting the confidentiality, privacy, and security of personal information in accordance with applicable privacy legislation in Ontario and Canada, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the professional and ethical obligations of lawyers in Ontario.

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This Privacy Policy describes how we collect, use, disclose, retain, and safeguard personal information in the course of providing legal services in the areas of family law, estate law, and civil litigation.

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1. Accountability

Nelson Kotze LLP is responsible for all personal information under its custody and control. We have implemented policies and procedures to ensure compliance with applicable privacy legislation and Law Society of Ontario professional standards.

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All questions regarding this Privacy Policy or our privacy practices may be directed to the Firm using the contact information set out at the end of this policy.

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2. Scope of Information Collected

In the course of providing legal services, we may collect and maintain personal information, including but not limited to:

• Contact information (name, address, telephone number, email address)

• Identification information required for client intake and file management

• Financial and employment information relevant to legal matters

• Family and relationship information relevant to family law proceedings (including custody, support, and access matters)

• Estate planning information, including wills, beneficiaries, assets, and liabilities

• Litigation-related information, including documents, correspondence, and evidence

• Any other information voluntarily provided to us in the context of a legal retainer or inquiry

We collect only such information as is reasonably necessary to provide legal services, comply with legal and regulatory obligations, and manage client files.

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3. Method of Collection

Personal information is collected through lawful and fair means, including:

• Direct communications with clients and prospective clients

• Retainer agreements and client intake forms

• Telephone, email, and virtual or in-person consultations

• Correspondence with third parties where authorized or required (including courts, opposing counsel, financial institutions, and experts)

• Information provided in the course of legal proceedings or file management

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4. Use of Personal Information

We use personal information solely for the purposes for which it was collected, including:

• Providing legal advice, representation, and advocacy services

• Assessing legal issues and managing client matters

• Communicating with clients and authorized third parties

• Billing, accounting, and administrative purposes

• Complying with legal, regulatory, and Law Society of Ontario requirements

• Maintaining professional records in accordance with applicable rules and standards

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5. Disclosure of Personal Information

We do not sell, rent, or trade personal information.

Personal information may be disclosed only where necessary and appropriate in the context of legal services, including:

• To courts, tribunals, and regulatory bodies

• To opposing counsel or parties in litigation or negotiation processes

• To experts, consultants, or service providers engaged in a client matter

• To third-party service providers supporting the Firm’s operations (e.g., document management, IT, accounting), subject to confidentiality obligations

• Where required or permitted by law, regulation, subpoena, or court order

All third parties engaged by the Firm are required to maintain strict confidentiality and implement appropriate safeguards.

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6. Solicitor-Client Confidentiality and Privilege

The Firm is subject to strict professional obligations of confidentiality under the Law Society of Ontario Rules of Professional Conduct.

All communications between a client and the Firm intended to seek or provide legal advice are subject to solicitor-client privilege, where applicable. The Firm takes all reasonable steps to maintain confidentiality and protect privileged information from unauthorized disclosure.

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7. Safeguards and Security Measures

We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information we collect. These measures include, where appropriate:

• Secure electronic systems and access controls

• Restricted file access on a need-to-know basis

• Password-protected and encrypted systems where applicable

• Secure storage of physical records

• Staff confidentiality obligations and training

Despite these measures, no method of electronic transmission or storage is entirely secure, and we cannot guarantee absolute security.

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8. Retention and Destruction of Information

We retain personal information only as long as necessary to:

• Fulfill the purposes for which it was collected

• Comply with legal, regulatory, and professional obligations

• Satisfy Law Society of Ontario record retention requirements

When personal information is no longer required, it is securely destroyed, deleted, or anonymized in accordance with applicable standards.

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9. Access and Correction

Subject to legal and professional limitations (including solicitor-client privilege and litigation privilege), individuals may request access to their personal information held by the Firm.

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Requests for correction or updates to personal information will be considered in accordance with applicable law and professional obligations.

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10. Website Use and Electronic Communications

Our website may collect limited technical information for security and functionality purposes, including cookies and analytics data.

Electronic communications (including email) may not be fully secure. Clients are advised that confidentiality cannot be guaranteed on this site when transmitting information electronically unless secure communication methods are in place.

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11. Third-Party Websites

Our website may contain links to third-party websites. The Firm is not responsible for the privacy practices, policies, or content of such external websites.

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12. Changes to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in legal, regulatory, or operational requirements. Updates will be posted on our website with a revised effective date.

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13. Contact Information

For questions regarding this Privacy Policy or the Firm’s privacy practices, please contact:

 

Katherine Nelson or Lulama Kotze at 613-544-1618