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INFO NOTAIRES IN GATINEAU : 819-777-2777

 

Privacy Policy

Preamble

 

This privacy policy (hereinafter: “this policy”) applies to the website of Lexium Notaires Inc. and to all confidential information collected by our firm, in accordance with the Act respecting the protection of personal information in the private sector and any other applicable laws or regulations.

 

In this policy, “we”, “our,” and “us” refer to Lexium Notaires Inc. and its head office..

 

This policy outlines our practices regarding the collection, use, disclosure, and retention of personal information through our website or other communication methods (phone, internet, fax, etc.).

 

Lexium Notaires Inc. collects, uses, discloses, and retains various personal information in accordance with the Civil Code of Québec and the Act respecting the protection of personal information in the private sector, while prioritizing confidentiality.

Our Commitment

 

Our firm is built on close relationships between notaries, support staff, and clients..

 

We provide legal services, and our clients entrust us with highly confidential personal information.

 

Maintaining this trust and ensuring the security of shared personal information is essential..

What Is Personal Information?

 

Personal information refers to data about an individual that allows them to be identified, such as date of birth, social insurance number, and driver’s licence number. Except in specific cases, this information cannot be shared without the individual’s consent.

Lexium Notaires Inc.’s Commitment to Confidentiality

 

We are committed to respecting privacy and take all necessary measures to protect the confidentiality of personal information in our possession. By using our website or communicating with us, you consent to the collection, use, disclosure, and retention of your personal information in accordance with this policy.

Collected Personal Information

 

We collect personal information in various contexts, such as file management, service delivery, professional meetings, job applications, office visits, and website use. This includes:

 

The personal information is collected electronically or physically from the forms you fill out, the answers you provide to our questions or the documentation we consult in the course of the services we provide you with.

 

We only collect the information required for our purposes and we protect the information from the moment it is collected. We limit the collection to what is relevant and appropriate for its purpose.

 

Specifically, we collect the information required to provide the legal services we are contractually obliged to.

 

The information is regularly updated whenever we you inform us of any modification through our communications.

 

The information concerning individuals is confidential and privileged. As general rule, it cannot be shared without the individual’s consent.

 

Said information may include, among other things:

 

  • Name
  • Date of birth/death
  • Social insurance number
  • Home address
  • Phone and fax numbers
  • Email addresses
  • Family situation
  • Income/expenses
  • Names of legal, banking, and financial advisors
  • Banking details
  • Nom du conseiller financier;
  • Medical data

 

Clients must sign a consent form we document before any information is collected.

Collection Methods

 

The personal information is collected in the following manner

 

  • Paper forms at our offices
  • Digital storage on our servers or our infrastructure host
  • Digital storage via the Para-Maître, the software used in our legal services. Para-Maître is contractually bound to the same obligations we are.

Purpose of Processing

 

Personal information is collected for clear, explicit, and legitimate purposes, such as:

 

  • File processing
  • Satisfaction surveys and statistical analysis
  • Job application processing
  • Legal or regulatory compliance

 

It is important to note that all processing has a specific goal.

Protection Measures

 

Only people authorized to do so by Lexium Notaires Inc. can access personal information. The information can also be provided to regulatory bodies and their authorized third parties in compliance to applicable legislation and regulation.

 

As your legal representatives, our staff and notaries is authorized to access your personal information and we consider it primordial that everybody from our firm is sensitized to the importance of the preservation and protection of confidential information. Our training makes us acutely aware of the necessity not to use that information outside the boundaries of the purposes you agreed to, and employees not bound by professional secrecy must sign a confidentiality agreement.

 

We implement all necessary security measures to prevent unauthorized access, alteration, or disclosure for the entire duration that we store it to fulfill our contractual and legal obligations. Clients should however be aware that no method of transmission or storage is completely and absolutely secure. Consequently, we cannot provide an absolute guarantee of the information provided.

Website Data Collection

a) Automatic Collection:

 

We may automatically collect data such as browser type, operating system type, IP address, visited pages, and timestamps when you interact with our website, email server, social media or online marketing tools.

 

Most of that data cannot be used to identify you.

b) Cookies

 

Cookies and other tracking technologies may be used to collect information about your device, if your browser allows it. You can disable them in your browser settings, but it may prevent you from fully experiencing some of its features.

 

Cookies are files stored on your device that allow our website to recognize it when you visit it. They can be used to register data or transfer content (to save you from typing your password every time, for example). They cannot, however, be used to collect your personal information.

c) User-Provided Information

 

Over the course of your interaction with us, you may provide us with your personal information via online forms or other means, such as:

 

  • Your identity (first and last name)
  • Your contact details (home address, email address, phone number, etc.)
  • Your occupation, which we can use to provide services to you, manage your education profile or process any information request, as the case may be

 

If you provide us with personal information through a job application, we will only request the information required by the hiring process and store it in compliance with our policies. Only authorized personnel can access such information.

 

We do not collect personal information from elders or children under the age of 14 unless authorized so by their legal guardian.

d) Social Media

 

We may interact via third-party platforms, but usually prefer not to for security reasons. If we do, it is possible that you give us access to information linked to your social media profile, which we may use to validate your identity or update your profile on our servers.

External Links

 

Our website may contain links to external sites. This policy does not apply to those sites or the information they may collect. We recommend reviewing their privacy policies, and hereby decline any responsibility related to the content, activities the privacy policy of third parties and their websites.

 

We welcome any comments on said linked websites, as we value the integrity of our own.

Disclosure of Personal Information

 

Subject to the exceptions provided by the Civil Code of Québec, the Act respecting the protection of personal information in the private sector and any applicable legislation and regulation access to your personal information is restricted to Lexium Notaires Inc., its personnel and its notaries. That information may be shared, for the purposes of the services we provide you, without encryption, with:

 

  • Service providers (e.g., legal software, telecoms, messengers)
  • Legal entities (e.g., land register, government agencies, Chambre des notaires du Québec)
  • File stakeholders (e.g., financial institutions, real estate brokers, land surveyors, accountants) and any other party to your file

Retention and Destruction

 

Personal information is retained only as long as required and then destroyed or anonymized, in compliance with our legal obligations.

Storage Locations

 

The personal information we collect is stored at the following locations

 

  • Paper format at our offices
  • Digital format on our IT equipment
  • Digital format on the Para-Maître software, which is used to provide our services to you

Client Rights

 

Clients can request a copy of this policy and our related procedures through our website at lexium.ca.

 

Clients can access their personal information by contacting our head of personal information protection, Jean Paquin, at jpaquin@lexium.ca or by submitting a written request to our firm located at 106 Maclaren Street East, Gatineau QC J8L 1K1. We will answer your request as quickly as possible, within 30 days of receiving your request.

 

Clients may revoke consent at any time by contacting our head of personal information protection, but this may affect our ability to provide you with the services you requested.

Policy Changes

 

We may update this policy at any time. The latest update date will be indicated. You are responsible for checking our website for changes.

 

We highly recommend that you read this policy carefully in order to understand how your personal information is collected, stored and used.

Privacy Breaches

 

If we believe your information was inappropriately processed, we will revise this policy and modify it appropriately. If the situation calls for it, we will notify affected individuals and our insurer.

 

If you wish to express your concerns about this policy or notify us of its violation, you may do so in writing to our head of personal information protection. He will contact you to assess the situation, and determine if this policy needs to be amended consequently.

Access and Correction Rights

 

By law, you may request access to or correct any of your personal information collected and stored by Lexium Notaires Inc. by contacting our head of personal information protection at jpaquin@lexium.ca

Questions or Complaints

 

Any questions or complaints can be addressed to our head of personal information protection at jpaquin@lexium.ca, following which we will follow up with you to inform you of any measures taken in consideration of said question or complaint.

 

You may also file a complaint with the Commission d’accès à l’information du Québec by clicking the following link: https://www.cai.gouv.qc.ca/english.

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 the personal information collected, stored, used or shared by a business, no matter how that personal information is held or stored.

 

Head of personal information protection
Name : Jean Paquin
Title : Partner
Phone : 819-777-2777
Email : jpaquin@lexium.ca