Jenkins Marzban Logan LLP (the "Firm") is committed to protecting the privacy of individuals who interact with us, including prospective clients who submit information through our intake website. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with British Columbia's Personal Information Protection Act (PIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). This Privacy Policy is governed primarily by British Columbia's PIPA, which is substantially similar legislation recognized under PIPEDA. To the extent the Firm's activities engage federally regulated matters, or where personal information is transferred outside BC (including to servers in the United States), PIPEDA may also apply.
Personal information means any information about an identifiable individual. For the purposes of our intake process, this includes your name, contact information, income information, and court or legal matter information. It does not include information that is publicly available or that has been rendered anonymous.
When you complete our intake form, we collect the following categories of personal information:
Contact Information: Name, address, email address, telephone number, to communicate with you about your inquiry and potential legal services.
Financial Information: Income details, to assess eligibility for our services or for the purposes of your legal matter.
Legal Matter Information: Details about court proceedings or other legal issues, to evaluate whether and how the Firm may assist you.
We collect only the information that is reasonably necessary for these purposes. We do not use your personal information for marketing or share it with third parties for commercial purposes.
We collect personal information on the basis of your consent, given when you voluntarily submit our intake form. By submitting the form, you consent to our collection, use, and storage of your personal information for the purposes described in this policy.
In some circumstances, we may collect or use personal information without consent where permitted by PIPA or PIPEDA, such as where required by law, where obtaining consent would compromise an investigation, or where the information is clearly in your interest and consent cannot be obtained in a timely way.
We use the personal information you provide solely for the following purposes:
To receive and process your intake request.
To assess whether the Firm is able to assist you with your legal matter.
To contact you regarding your inquiry.
To conduct conflict-of-interest checks as required by our professional obligations.
To comply with legal and regulatory requirements applicable to the Firm.
We do not use your personal information for any purpose beyond what is described above without obtaining your further consent.
Your personal information is stored securely across the Firm's technology platforms, which include Microsoft 365, iManage, and ActionStep. Each platform is described below.
Microsoft 365 (including SharePoint) is hosted on servers located in Canada and the United States. Microsoft acts as a data processor on behalf of the Firm and is contractually bound to protect your personal information in accordance with applicable privacy laws. Microsoft does not use your personal information for its own purposes.
iManage is a cloud-based document and email management platform used by the Firm to store, organize, and govern sensitive client and matter-related files. iManage acts as a data processor on behalf of the Firm and is contractually bound to protect your personal information in accordance with applicable privacy laws. iManage does not use your personal information for its own purposes.
ActionStep is a cloud-based legal practice management platform used by the Firm for client intake, matter management, workflow automation, time tracking, billing, and trust accounting. ActionStep acts as a data processor on behalf of the Firm and is contractually bound to protect your personal information in accordance with applicable privacy laws. ActionStep does not use your personal information for its own purposes.
Because some data processed through these platforms may be stored on servers located outside of Canada, including in the United States, it may be subject to access by foreign authorities under applicable laws. The Firm has taken steps to ensure that each service provider's contractual and technical safeguards provide a level of protection substantially similar to that required under PIPA and PIPEDA.
Your personal information is handled internally by authorized Firm personnel only. We do not sell, rent, or otherwise disclose your personal information to third parties, except:br>
To Microsoft, iManage, and ActionStep, as our technology service providers, as described above.
Where required or permitted by law (for example, in response to a court order or legal obligation).
Where you have provided your express consent to a specific disclosure.
The Firm takes the security of your personal information seriously. We maintain physical, administrative, and technical safeguards appropriate to the sensitivity of the information, including:
Restricted access to personal information on a need-to-know basis.
Role-based access controls within Microsoft 365, iManage and ActionStep.
Encryption of data in transit and at rest within our technology platforms.
Staff training on privacy and confidentiality obligations.
Confidentiality obligations applicable to all Firm personnel.
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law or our professional obligations as a law firm. Where we use personal information to make a decision that directly affects you, we retain that information for a minimum of one year. When personal information is no longer required, it is securely deleted or anonymized across all platforms and environments in which it is held, including Microsoft 365, iManage, and ActionStep.
Under PIPA and PIPEDA, you have the right to:
Access the personal information we hold about you and information about how it has been used.
Correct any inaccuracies or omissions in your personal information.
Withdraw consent to our collection or use of your personal information at any time, subject to legal or contractual restrictions. Withdrawal of consent may affect our ability to process your intake request or provide legal services.
Your right of access is not absolute. We are not required to disclose personal information where: it is protected by solicitor-client privilege; disclosure would reveal personal information about another individual; disclosure could reasonably be expected to threaten the safety or mental or physical health of any individual; or disclosure would reveal confidential commercial information that could harm the competitive position of an organization.
To exercise any of these rights, please contact our Privacy Officer in writing using the contact information below. We will respond within 30 business days.
Our intake website may collect limited technical data automatically, such as your IP address, browser type, and pages visited, for the purposes of website security and performance. This data is not linked to your personal identity and is not used for marketing or profiling purposes.
If you have questions about this Privacy Policy or wish to make an access, correction, or complaint request, please contact:
Privacy Officer: Sandra Lowe | COO | 900 - 808 Nelson Street, Vancouver, BC | slowe@jml.ca | 604-895-3000
If you are not satisfied with our response to a privacy concern, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC):
PO Box 9038, Stn. Prov. Govt. Victoria, BC V8W 9A4 Email: info@oipc.bc.ca Website: www.oipc.bc.ca Telephone: (250) 387-5629 Toll-free: (800) 663-7867 (outside Vancouver) or (604) 660-2421 (Vancouver), and ask to be transferred.
Under PIPEDA, complaints may also be directed to the Office of the Privacy Commissioner of Canada:
30 Victoria Street Gatineau, QC K1A 1H3 Toll-free: 1-800-282-1376 Website: https://www.priv.gc.ca
We may update this Privacy Policy from time to time. The date of the most recent revision appears at the top of this document. We encourage you to review this policy periodically.