Privacy Policy

1. Introduction

Birchwood Legal ("we," "our," or "the firm") is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our legal services practice and this website.

This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, Alberta's Personal Information Protection Act (PIPA). If you have questions, contact us at [email protected].

2. Information We Collect

We collect personal information that is necessary to provide legal services and operate our website. This may include:

• Your name, mailing address, email address, and telephone number
• Information about your legal matter (real estate transaction, business ownership, compliance situation)
• Financial information required to process service fees and trust accounting
• Website usage data collected via cookies (see Section 5)
• Communications you send to us by email, phone, or contact form

We collect this information directly from you (via intake forms, contact submissions, or correspondence), or in some cases from third parties such as real estate agents, financial institutions, or opposing counsel when relevant to your matter.

3. Legal Basis and Purpose of Processing

We process personal information on the following bases:

• Performance of a contract: To provide legal services you have engaged us to perform
• Consent: For website analytics and marketing communications (you may withdraw consent at any time)
• Legitimate interest: For internal record-keeping, conflict-of-interest screening, and quality assurance
• Legal obligation: To meet Law Society of Alberta file retention requirements and applicable tax obligations

4. Use and Disclosure of Personal Information

We use your personal information to:

• Provide legal services and communicate with you about your matter
• Screen for potential conflicts of interest before accepting an engagement
• Process payments and maintain trust accounting records
• Respond to your inquiries submitted through our website contact form
• Improve the functionality and content of our website

We do not sell personal information. We may share information with:

• Third parties directly involved in your legal matter (e.g., Land Titles Office, opposing counsel, financial institutions) — only to the extent necessary
• Service providers who support our IT infrastructure and secure document management, under confidentiality agreements
• Regulatory bodies (e.g., Law Society of Alberta) as required by professional obligations
• Government authorities where legally required

All solicitor-client communications are protected by privilege and are not disclosed without your explicit consent, except as required by law.

5. Cookies and Website Analytics

Our website uses cookies to support its functionality and, with your consent, to analyse how it is used. We use the following types of cookies:

• Essential cookies: Required for the website to function. Always active.
• Analytics cookies: Help us understand site traffic and usage patterns (e.g., Google Analytics). Active only with your consent.
• Preference cookies: Remember your settings and preferences. Active only with your consent.

You can manage your cookie preferences at any time through our Cookie Policy page. Withdrawing consent to optional cookies does not affect our ability to provide legal services to you.

6. Data Retention

We retain personal information for as long as necessary to fulfil the purposes described in this policy, including:

• Active client files: for the duration of the engagement and for a minimum of 10 years following file closure (as required by Law Society of Alberta Rules)
• Prospective client inquiries that did not proceed to engagement: 2 years
• Website contact form submissions: 1 year
• Financial records: 7 years (as required under Canadian tax law)

7. Data Protection Measures

We implement appropriate technical and organizational safeguards to protect personal information against unauthorized access, disclosure, or loss. These include:

• Encrypted electronic file storage and secure document sharing
• Access controls limiting file access to the solicitor(s) assigned to your matter
• Password-protected systems with multi-factor authentication
• Physical security for paper files held at our office premises
• Confidentiality obligations for all staff and contractors

In the event of a privacy breach involving your personal information, we will notify you and, where required, the Office of the Privacy Commissioner of Canada, in accordance with PIPEDA's breach notification requirements.

8. Your Rights

Under PIPEDA and applicable provincial law, you have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent to optional processing (analytics, marketing) at any time
• Request deletion of personal information where no legal retention obligation applies
• Lodge a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their respective privacy policies before providing any personal information.

10. Children's Privacy

Our services are intended for adults (18 years of age and older). We do not knowingly collect personal information from individuals under 18. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

11. Policy Changes

We may update this Privacy Policy from time to time. Any material changes will be posted on this page with a revised "Last Updated" date. Continued use of our website following the posting of changes constitutes your acknowledgement of the updated policy.

12. Contact Information

Questions about this Privacy Policy or our data handling practices should be directed to: