Introduction
This privacy policy (hereinafter: "this policy") applies to the website of ANASTASIA SIAMAS NOTAIRE and to all confidential information collected by our firm, in accordance with the Act respecting the protection of personal information in the private sector, as well as any other applicable law or regulation.
In this policy, the terms “we”, “us” and “our” refer to ANASTASIA SIAMAS NOTAIRE, as well as its head office.
Through this policy, ANASTASIA SIAMAS NOTAIRE has intended to describe its practices regarding the processing of personal information, including its collection, use, disclosure and storage, through our website or through various means of communication (telephone, Internet, fax or others).
ANASTASIA SIAMAS NOTAIRE collects, uses, discloses and retains various personal information, in accordance with the Civil Code of Quebec and the Act respecting the protection of personal information in the private sector, while taking the confidentiality of said information seriously.
Our commitment
At ANASTASIA SIAMAS NOTAIRE, our activities are based on a close relationship between notaries, support staff and clients.
Our firm offers legal services, while our clients entrust us with highly confidential personal information.
It is essential for us to maintain this trust and to confirm our commitment to preserving the security of personal information shared within the framework of our business relationship.
What is personal information?
Personal information is information relating to an individual that allows them to be identified. This information is confidential and includes, but is not limited to, date of birth, social security number, and driver's license number. Except in exceptional circumstances, it cannot be disclosed without the consent of the individual concerned.
ANASTASIA SIAMAS NOTAIRE's commitment to confidentiality
The law firm ANASTASIA SIAMAS NOTAIRE is committed to respecting the privacy of its staff, clients, website visitors, and those who communicate with it through various means. In this regard, ANASTASIA SIAMAS NOTAIRE takes all necessary measures to protect the confidentiality of the personal information it holds.
By accessing or using our website and communicating with us, you consent to your personal information being collected, used, disclosed and stored in accordance with this policy.
Personal information collected
The firm ANASTASIA SIAMAS NOTAIRE collects personal information in various contexts, such as file management, service provision, professional meetings, applications, visits to its premises, and during the use of its website.
Personal information comes from information you provide through forms and/or inquiries from the firm ANASTASIA SIAMAS NOTAIRE, or from information collected through documents, whether in electronic or paper form.
The law firm ANASTASIA SIAMAS NOTAIRE collects only the information necessary for its activities and implements protective measures upon receipt of this information. Furthermore, it collects only relevant, appropriate, and limited information for the purposes for which it is processed. More specifically, we only collect the information necessary to perform the tasks for which we are engaged in providing legal services.
This information is regularly updated during meetings with our notaries or the staff of the firm who provide us with the information to be updated, if necessary.
Personal information relating to specific individuals is confidential. Generally, it cannot be shared without the consent of the person in question.
This information may include, among other things:
In order to create, obtain and update records, our clients must sign a consent form which will then be added to their record.
Collection of personal information
Personal information is collected in the following manner:
Objectives of processing personal information
Personal information is collected for clear, explicit, and legitimate purposes. Depending on the context, this information may be used for the following reasons:
It is important to emphasize that all processing of personal information is carried out for a specific purpose.
Protection of personal information
Personal information is confidential and only members of the ANASTASIA SIAMAS NOTAIRE team and those duly authorized by the firm may access it. This information may be disclosed to regulatory or inspection bodies in accordance with applicable laws and regulations, as well as to authorized third parties.
As notaries and employees of ANASTASIA SIAMAS NOTAIRE, we are authorized to access clients' personal information, and it is essential that we fully understand the importance of preserving and protecting the confidentiality of this information. Our training clearly instills in us the need to use this information only for its intended purpose. Furthermore, upon starting their employment, employees who are not bound by professional secrecy will be required to sign a confidentiality agreement.
The firm ANASTASIA SIAMAS NOTAIRE takes all necessary measures to protect and secure personal information, in order to preserve its confidentiality and to prevent any alteration, destruction or unauthorized disclosure to third parties.
These measures are implemented for the period necessary to achieve the intended purposes in accordance with applicable laws and regulations. However, no transmission or storage of information is completely secure. Therefore, an absolute guarantee of the security of transmitted or stored information cannot be provided.
Collection of personal information via our website
a) Automatic collection
We may automatically receive certain information when you interact with our website, emails, social media, or other online marketing tools.
We could, for example, know:
b) Use of cookies
If your browser settings allow it, we may also store certain data on your computer in the form of "cookies" or other tracking technologies. Cookies are pieces of information stored on your computer that allow us to recognize it each time you visit our website. We may also use cookies to deliver content or save data (for example, to save you from having to re-enter your password). If you wish, you can disable cookies by changing your internet browser settings. However, this setting may prevent you from fully using all or some of the features of our website.
These cookies do not allow the collection of personal information about you.
c) Information provided by the user
When you interact with ANASTASIA SIAMAS NOTAIRE, you may sometimes provide us with personal information, in particular, using an online form or by other means, for example:
You may also provide us with your information for recruitment purposes when you apply for a job with our firm. In this case, we will only ask for the information necessary to process your application, such as your contact information and resume. We will then retain your information in accordance with our employee policies. Only authorized personnel within our firm have access to this information. We do not collect personal or confidential information from individuals under the age of 14 without the express consent of a parent or guardian.
d) Social media
Although we prefer to avoid this type of communication for cybersecurity reasons, we may invite you to interact with us through third-party websites, Facebook, browser extensions, and social networking applications.
On these platforms, you may grant us access to information linked to your social media account. We may use this information to validate and personalize your profile on our website.
External links
Links on our website may redirect you to other external sites. Please note that this policy only applies to personal information collected and used on or through our website. We are not responsible for the content or activities of other websites accessible through the links we provide, nor for the privacy practices of third parties.
We strongly recommend that you read the privacy policies of these third parties before sharing any personal information with them. However, we place great importance on the integrity of our website and welcome your feedback on external sites linked to it.
Storage and destruction of personal information
We retain your personal information only for as long as necessary and in accordance with our legal obligations.
Options related to the protection of personal information
Clients have the option to receive a copy of this policy and our associated procedures at any time by accessing our page on our website at www.asnotaire.com.
By submitting a written request to our office located at 3773 Côte-Vertu Boulevard, Suite 250, Montreal, Quebec H4R 2M3, or by emailing our Privacy Officer, Anastasia Siamas, Notary, at a.siamas@asnotaire.com, you can access your information. We are committed to responding to your requests as quickly as possible, and no later than 30 days after receiving your request.
Our clients may withdraw their consent at any time by contacting our Privacy Officer. However, they will be informed that failing to provide the necessary information may hinder our ability to perform the tasks for which our services are requested.
Changes to this policy
We reserve the right to modify this policy at any time. We will notify you of any changes by indicating the date of the last update at the beginning of this policy. You are responsible for visiting our website to check for any changes.
We strongly recommend that you read this policy to fully understand how your information will be used. Any changes to this policy will apply to personal information collected before the effective date of the revised version, as well as to information collected on or after that date.
Violation of privacy protection
If we believe that personal information has been handled inappropriately, we will review this policy and make the necessary changes. If required, the affected individual(s) and our insurer will be notified.
If you wish to express concerns about our privacy procedures or report a violation of this policy, you may file a written complaint with our Privacy Officer. They will contact you to obtain all relevant details.
Next, our privacy officer will analyze the circumstances that led to the complaint and determine if any adjustments need to be made to the current provisions of this policy.
Questions, comments, and complaints
If you wish to send us your questions or comments regarding this policy or its application, please write to us at the following address: 3773 boulevard de la Côte-Vertu, suite 250, Montréal (Québec) H4R 2M3, to the attention of the person responsible for the protection of personal information.
We are committed to responding to you as soon as possible to inform you of the measures taken or planned in response to your questions or comments.
If you wish to file a complaint, you can contact the Commission d'accès à l'information du Québec by clicking on the following link: https://www.cai.gouv.qc.ca/a-propos/nous-joindre/ . However, we encourage you to first contact the person responsible for the protection of the confidentiality of personal information at our firm.
Act respecting the protection of personal information in the private sector
The Act respecting the protection of personal information in the private sector applies to personal information that a company collects, holds, uses or discloses to third parties, regardless of the medium or form in which the personal information is held.
Person responsible for the confidentiality of personal information:
Name: Anastasia Siamas
Position: Notary
Telephone: 514-956-1234 ext. 103
Email: a.siamas@asnotaire.com
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