For the purposes of this Privacy Statement, “Whiteboard”, “we”, “us” and “our” includes Whiteboard Law Corporation, any lawyer or shareholder thereof or related law corporations or lawyers (whether by contract or otherwise), or any of their respective employees, independent contractors or agents.

We collect, use and disclose information on a daily basis in order to render our services. Confidentiality is important to us.

This Privacy Statement will help you understand our practices regarding the collection, use, disclosure and retention of personal information. By providing personal information to us (whether via our website, a client portal or an electronic signature system such as DocuSign, by email, in person or over the phone), you agree to the processing set out in this Privacy Statement.

This Privacy Statement does not apply to, and Whiteboard is not responsible for, any third party websites that may be accessible through links from this website. If you follow a link to any of these third-party websites, then they will have their own privacy policies and you will need to check those policies before you submit any personal information to them.

What Personal Information Do We Collect?

We may collect and process different types of personal information in the course of operating our business and providing our services. These include:

• Contact information, such as name, email address and telephone number;

• Biographical information, such as job title, employer, photograph and video or audio content;

• Marketing, communication preferences and related information;

• Billing and financial information, such as billing address, bank account and payment information;

• Website usage and other technical information, such as details of visits to our website or information collected through cookies and other tracking technologies;

• Information provided to us by or on behalf of our clients or generated by us in the course of providing our services, which may, where relevant, include special categories of personal information (such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexual orientation, etc.);

• Identification and other background verification data, such as a copy of driver’s licence, passports or utility bills or evidence of beneficial ownership or the source of funds to comply with anti-money laundering laws or other applicable laws, including information and data collected as part of our client acceptance and ongoing monitoring procedures and as required by the Law Society of British Columbia, the governing body of the lawyers in British Columbia; and

• Any other personal information provided.

If you provide personal information to us about other people (such as your customers, directors, officers, shareholders or beneficial owners), then you must ensure that you have given those individuals appropriate notice that you are providing their information to us and have obtained their consent to that disclosure.

We do not knowingly collect information from any individual who is under 16 years old.

You must not send us confidential information until we have confirmed in writing that we represent or act for you or your company or organization. Unsolicited emails (or faxes or information provided through our website) sent to us from non-clients do not establish a lawyer-client relationship. Such information provided before the establishment of a lawyer-client relationship may not be privileged and, as a result, may be subject to disclosure to third parties.

How We Use Personal Information

We may use personal information in the following ways:

• To provide our legal and other services and to conduct our business – to administer and perform our services, including to carry out our obligations arising from any agreements entered into between you and us;

• To facilitate use of our websites and to ensure content is relevant – to respond to requests for information or enquiries from visitors to our websites and to ensure that content from our websites is presented in the most effective manner for you and for your device;

• For marketing and business development purposes – to provide details of new services, legal updates and invitations to seminars and events where an individual has chosen to receive these;

• For research and development purposes (including from a security perspective) – analysis in order to better understand our clients’ services and marketing requirements and to better understand our business and develop our services and offerings;

• For recruitment purposes – to enable us to process applications for employment and to assess your suitability for any position for which an individual may apply at Whiteboard;

• To fulfil our legal, regulatory, or risk management obligations – to comply with our legal obligations (performing client due diligence/“know your client”, anti-bribery, sanctions or reputational risk screening, proceeds of crime analysis and identifying conflicts of interests); for the prevention of fraud and/or other relevant background checks as may be required by applicable law and regulation and best practice at any given time (if false or inaccurate information is provided and fraud is identified or suspected, details may be passed to fraud prevention agencies and may be recorded by us or by them); to enforce our legal rights, to comply with our legal or regulatory reporting obligations and/or to protect the rights of third parties;

• To ensure that we are paid – to recover any payments due to us and where necessary to enforce such recovery through the engagement of debt collection agencies or taking other legal action (including the commencement and carrying out of legal and court proceedings); and

• To reorganize or make changes to our business – if we undergo a reorganization (for example if we merge, combine or divest a part of our business), we may need to transfer some or all of personal information to the relevant third party (or its advisors) as part of any due diligence process or transfer to that reorganized entity or third party your personal information for the same purposes as set out in this Privacy Statement or for the purpose of analyzing any proposed reorganization.

How We Share Personal Information

Whiteboard may share personal information with certain third parties such as:

• Third-party service providers who provide website, application development, hosting, maintenance, and other services to us. These third parties may have access to, or process personal information as part of providing those services for us. We limit the information provided to these service providers to that reasonably necessary for them to perform their functions, and our contracts with them require them to maintain the confidentiality of that information;

• Law enforcement and governmental entities (including the Law Society of British Columbia) if required to do so by law or in the good faith belief that such action is necessary to comply with applicable laws, in response to a court order, judicial or other government subpoena or warrant, or to otherwise cooperate with law enforcement or other governmental agencies; and

• An acquirer, successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction in which information is transferred to one or more third parties as one of our business assets.

How Long and Where We Keep Personal Information

We will only keep personal information for as long as reasonably necessary to fulfil the relevant purposes set out in this Privacy Statement and in order to comply with our legal and regulatory obligations.

As part of our services, we normally create, process, maintain and archive data and information on servers that are not located on our immediate premises and that may be located outside Canada. Your engagement of Whiteboard constitutes your authorization for us to create, process, maintain and archive data and information on servers located at a third party location that may be outside of Canada. You consent to the transfer of information to countries outside your country of residence, which may have different data protection rules than in your country of residence. While that information is outside of your country of residence, it is subject to the laws of the country in which it is held, and may be subject to disclosure to the governments, courts or law enforcement or regulatory agencies of such other country, pursuant to the laws of such country. However, our practices regarding your personal information will at all times continue to be governed by this Privacy Statement.

How We Protect Personal Information

We follow generally accepted industry standards to protect the information submitted to us, both during transmission and once we receive it. We maintain appropriate physical, technical and administrative safeguards to protect personal information against accidental or unlawful destruction, accidental loss, unauthorized alteration, unauthorized disclosure or access, misuse, and any other unlawful form of processing of the personal information in our possession. However, no method of transmission over the Internet, or method of electronic storage, is 100% secure. We cannot ensure or warrant the security of any information you transmit or provide to us, and you do so at your own risk. We also cannot guarantee that such information may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or administrative safeguards. If you believe personal information has been compromised, please contact us as set out below under “How to Contact Us”.

What Rights Does Someone Have in Relation to Their Personal Information?

Under certain circumstances and in accordance with applicable data protection laws, an individual has the following rights:

• Access: you can ask if we are processing information and, if we are, request access to personal information. This enables the individual to receive a copy of the personal information we hold and certain other information about him or her;

• Correction: you can request that any incomplete or inaccurate personal information we hold be corrected;

• Deletion: you can ask us to delete or remove personal information in certain circumstances. There are certain exceptions where we may refuse a request for deletion, for example, where the personal information is required for compliance with law or in connection with claims;

• Restriction: you can ask us to suspend the processing of certain personal information, for example to establish its accuracy or the reason for processing it;

• Transfer: you can request the transfer of certain personal information to another party;

• Objection: you can challenge when we are processing personal information based on a legitimate interest (or those of a third party) or for direct marketing purposes. However, we may be entitled to continue processing that information; and

• Consent: where we are processing personal information with your consent, you can withdraw that consent.

You also have the right to make a complaint with a data protection supervisory authority, in particular in the country/province/state where you normally reside, where we are based or where an alleged infringement of data protection law has taken place.

To exercise any of these rights, please contact us as set out below under “How to Contact Us”.

How We Use Cookies and Similar Technologies

We use cookies and similar tools on our website to improve its performance and enhance your user experience. Generally, our cookies perform up to four different functions:

• Essential cookies: some cookies are essential for the operation of our website. If you opt to disable these cookies, then you will not be able to access or use all of the features that our website incorporates;

• Performance Cookies: we use other cookies to analyse how our visitors use our website and to monitor performance. This allows us to provide a high quality experience by customising our offering and quickly identifying and fixing any issues that arise;

• Functionality Cookies: we use functionality cookies to allow us to remember your preferences; and

• Targeting Cookies: we may use targeting cookies to deliver targeted content.

How To Contact Us

For any questions or comments about this Privacy Statement or personal information, you can reach our Privacy Officer by email at bsmith@whiteboardlaw.com or by mail using the following contact information:

Whiteboard Law Corporation
Attn: Privacy Officer
PO Box 18562, West Georgia Street RPO
Vancouver, BC  V6Z 0B4

Updates To This Privacy Statement

We may change the content of our websites and how we use cookies without notice and consequently our Privacy Statement may change from time to time in the future. We encourage you to review this Privacy Statement whenever you visit our Website to stay informed of how we are processing personal information.

This Privacy Policy was last updated in August, 2020.