Kirby Eades Gale Baker (“we”, “us”, “our”) recognizes the importance of protecting information collected about our clients. This policy describes how we collect, use, disclose, and store personal information of our clients.

Personal Information

Personal information is anything that identifies you or allows you to be identified including:

• your home address, home phone number or personal email address;
• billing information including credit card information; and
• personal financial information.

Personal information usually does not include your name, title, organization name, business address, business phone number, fax number, business email address, and website information. Nevertheless, we consider this confidential information.

Collection and Use of Personal Information

We collect personal information directly from the client at the start of our engagement and during the course of our representation.

We are committed to collecting personal information in a fair, open, and lawful manner. We collects personal information from our clients for the following limited purposes:

• to represent the client;
• to communicate with the client and provide the client with information about the firm;
• to establish and maintain client lists;
• for internal operational purposes for us to provide legal advice and services to the client; and
• to obtain credit and other financial information about the client at our discretion.

Our firm restricts the collection of personal information only to the information necessary for the purposes noted above.

We use personal information to provide legal advice and services to the client .

Disclosure of Personal Information

We normally will ask the client to consent specifically if we disclose personal information, unless this consent is implied through the client’s conduct.

Under certain circumstances, we will disclose personal information:

• when we are required or authorized by law to do so, for example if a court issues a subpoena;
• when the client has consented to the disclosure;
• when the legal services we are providing require us to give personal information to third parties (for example, to file a patent application in a foreign country), the client’s consent will be implied, unless the client tells us otherwise;
• when it is necessary to establish or collect fees, or to determine the client’s credit rating for our own internal purposes;
• if we engage a third party to provide administrative services to us (for example, computer backup services or archival file storage) and the third party is bound by our privacy policy; and
• if the information is already known or publicly available.

We do not disclose confidential information to any third party to enable it to market its products and services.

Retention of Personal Information

We are required for legal purposes to retain our client files, which likely include personal information, after the end of the retainer. We store and maintain personal information in conformity with the requirements of the Personal Information Protection and Electronic Documents Act (justice.gc.ca) and the Model Code for the Protection of Personal Information of Canadian Standards Association.

We have developed and implemented security safeguards appropriate to the sensitivity of the personal information kept by us. We take all reasonable precautions to ensure that personal information is kept safe from loss, unauthorized access, modification, or disclosure. Among the steps taken to protect personal information include:

• security on the premises;
• restricted file access to personal information; and
• training all staff who deal with personal information to ensure necessary and appropriate measures to protect personal information are complied with at all times.

We are committed to maintaining accurate, complete, and up-to-date personal information. If clients are aware of any changes to the personal information they have given to us, our clients can simply inform us of the changes and we will update our records accordingly.

Changes to Privacy Policy

We regularly review all of our policies and procedures, and may change our privacy policy from time to time.

We are pleased to answer any questions clients may have regarding the collection and maintenance of their personal information. Clients may request access to any personal information we hold about them. Please note, detailed requests which require archive or other retrieval costs may be subject to professional and disbursement fees.