Privacy Policy - Langlois lawyers

This Privacy Policy (hereinafter the “Policy”) outlines the practices of Langlois Lawyers, LLP (“Langlois” or “we”) regarding the collection, use, disclosure and retention of the personal information entrusted to us.

This Policy is applicable when you interact with us through our website, such as to apply for a job posting or fill out a form. Our legal services and the protection of our employees’ personal information are governed by separate policies that are communicated on a timely basis when applicable.

By agreeing to this Policy or by providing personal information after having had the opportunity to consult this Policy, you agree to the use of your personal information as set out in this Policy.

1. How can you contact our Privacy Officer?

You may contact our person in charge of the protection of personal information (hereinafter, “Privacy Officer”) by:

E-mail:

prp@langlois.ca
ATTN: Privacy Officer

Postal mail:

1250 René-Lévesque Blvd. West, 20th Floor
Montreal QC H3B 4W8
ATTN: Privacy Officer

2. How do we use your personal information?

How we use your personal information is based on the nature of your interactions with us.

2.1. When you apply to join our team

How do we collect your personal information?

We collect the personal information you transmit by e-mail or via LinkedIn.

As part of the Course aux stages articling recruitment process, we collect your personal information through the platform made available for that purpose.

What personal information do we collect?

We collect the personal information in your curriculum vitae, your cover letter, and any supporting information you may provide us in the recruiting process.

We may also collect personal information about your educational and professional histories.

Who do we collect your personal information from?

In the majority of cases, we collect your personal information directly from you.

If you apply through a recruitment agency, we will collect your personal information from the agency that recommended you.

We may also collect your personal information from any of the firm’s employees or partners who recommend you.

If we make you an offer, we will also receive personal information about you from our background check service provider.

Why do we collect and use your personal information?

We collect and use your information to assess your candidacy and to communicate with you during the recruiting process.

How can you refuse to consent to us collecting your personal information and what are the consequences of such a refusal?

We only collect the personal information you choose to provide to us. However, we must use a minimum amount of personal information; otherwise, it’s impossible for us to assess your application or communicate with you.

Who has access to your personal information?

Your personal information can only be accessed by employees who need it for the recruiting process (human resources, members of the internal team the open position is on, and technical and administrative support).

How do we share your personal information?

We use third-party cloud computing office automation and document management services.

Therefore, in addition to our employees who need your personal information for the recruiting process, it may also be shared via e-mail or our document management platform.

How long do we keep your personal information for?

We keep your personal information until it is no longer necessary for the purposes for which it was collected and in accordance with our policies and internal processes for personal information. However, we might keep your personal information for a longer period in order to comply with our legal and regulatory obligations with respect to file and data storage and retention.

To learn more about how long we keep your personal information, contact our Privacy Officer using the information in Section 1.

Where do we store your personal information?

Your personal information will be stored in our computer systems. Depending on the software used, your personal information will be stored on our servers and/or on servers belonging to third-party service providers.

Your personal information may be transmitted outside the province of Quebec.

2.2. When you use our website or contact us through one of our forms

How do we collect your personal information?

We collect the personal information you transmit via the form.

What personal information do we collect?

We only collect the personal information you provide in the form.

Whom do we collect your personal information from?

In the majority of cases, we collect your personal information directly from you.

Why do we collect and use your personal information?

We collect your personal information to process and follow up on your request.

How can you refuse to consent to us collecting your personal information and what are the consequences of such a refusal?

We only collect the personal information you choose to provide to us. However, we must use a minimum amount of personal information; otherwise, we will be unable to answer you.

Who has access to your personal information?

Your personal information can only be accessed by employees who need it to follow up on your request.

How do we share your personal information?

We use third-party cloud computing office automation and document management services.

For our virtual events, we share some of your personal information with the computing services provider that operates the platform used to broadcast the event.

We have entrusted the management and hosting of our website to an external agency and a web hosting provider, which may have access to your personal information. We encourage you to avoid communicating sensitive information and to limit the contents of your messages.

Therefore, in addition to our employees who will have access to your personal information for the event, it may be shared via email or our website content management system.

How long do we keep your personal information for?

We keep your personal information for the minimum amount of time needed to follow up on your request.

Where do we store your personal information?

Your personal information may be transmitted outside the province of Quebec.

2.3. When you attend one of our events

How do we collect your personal information?

We collect the personal information you transmit via our event registration form.

When you attend an event, we will collect the personal information the event platform shares with us.

What personal information do we collect?

We collect the personal information provided in the registration form.

Photos may be taken at in-person events.

Whom do we collect your personal information from?

In the majority of cases, we collect your personal information directly from you.

We may also collect your personal information from one of your colleagues when you have someone else register you for one of our events.

We may also collect some of your personal information from our professionals with whom you have previously interacted.

It is possible that we may collect personal information from public records (roll of your professional order, social media profile).

Why do we collect and use your personal information?

We collect your personal information to process your registration, to allow you to access the event, and to track registrations for our events.

For in-person events where we serve food, we will use your personal information to provide you with options in line with the dietary restrictions you shared with us.

We may use your personal information to produce reports on our events and promote future events (including on our social media profiles).

We might also document your participation in the event.

We consult and aggregate certain information of public record to validate and clarify the contents of the personal information we hold about you.

How can you refuse to consent to us collecting your personal information and what are the consequences of such a refusal?

We only collect the personal information you choose to provide to us. However, we require a minimum amount of personal information; otherwise, we will be unable to give you access to the event.

If you choose not to disclose your dietary restrictions, we will be unable to take the necessary steps to offer you suitable food options.

Please notify a member of our team if you do not want us to use photos of you.

Who has access to your personal information?

Your personal information can only be accessed by employees who need it to give you access to the event.

We may also share your personal information with the Langlois professional(s) hosting the event, particularly to better understand their audience.

How do we share your personal information?

We use third-party cloud computing office automation and document management services.

For our virtual events, we share some of your personal information with the computing services provider that operates the platform used to broadcast the event.

Therefore, in addition to our employees who need your personal information for the event, it may be shared via email or our event platform.

How long do we keep your personal information for?

To learn more about how long we keep your personal information, contact our Privacy Officer using the information in section 1.

Where do we store your personal information?

Your personal information may be transmitted outside the province of Quebec.

2.4. When you subscribe to one of our mailing lists

How do we collect your personal information?

We collect the personal information you transmit to our distribution lists via the form.

What personal information do we collect?

We collect the personal information provided in the registration form.

We may also receive your personal information when you interact with the emails we send you. For instance, we may know whether you read the emails we sent you.

Whom do we collect your personal information from?

In the majority of cases, we collect your personal information directly from you.

We may also collect your personal information from one of your colleagues when you have someone else subscribe you to our mailing lists.

Why do we collect and use your personal information?

We collect your personal information to process your subscription to our mailing lists and to send you the relevant email messages.

We use statistical data for research and development to understand the contents that most interest you, get a better sense of our clients’ expectations, and adjust our services and offerings.

How can you refuse to consent to us collecting your personal information and what are the consequences of such a refusal?

We only collect the personal information you choose to provide to us. However, we must use a minimum amount of personal information; otherwise, we will be unable to send you our email messages.

Who has access to your personal information?

Your personal information can only be accessed by our marketing and business development employees who need it to allow you to receive the emails.

We may also share your personal information with the Langlois professional(s) who prepare the email content or handle your file if you are also a Langlois client.

How do we share your personal information?

We use third-party cloud computing office automation, document management, and emailing services.

Therefore, in addition to our employees who will have access to your personal information, it may be shared via email or our email management platform.

How long do we keep your personal information for?

We keep your personal information for as long as you are subscribed to at least one of our mailing lists.

Where do we store your personal information?

Your personal information may be transmitted outside the province of Quebec.

3. Safeguards and inherent risks

We use adequate security measures to protect your personal information. More specifically, we have implemented data security measures strengthened by physical and logical security techniques to ensure your data’s integrity and keep it confidential and secure.

We have deployed identity and access management controls so that your personal information is only accessible to employees who need to access it in the context of their functions.

When we work with third-party service providers, we seek their commitment to provide a comparable level of protection while they process or store your personal information.

Despite these measures, given the risks inherent in computer systems, we cannot ensure or guarantee the security and confidentiality of the personal information you transmit or provide to us.

If you have reason to believe that your personal information has been compromised, contact our Privacy Officer.

4. Your personal information rights

The law gives you a number of rights in respect of your personal information:

4.1. Access to your personal information

You may ask us if we hold any of your personal information and, if so, request access to that personal information.

4.2. Rectification

You may ask to rectify any incomplete or inaccurate personal information that we hold about you.

4.3. Withdrawal of consent

You may withdraw your consent to the communication or use of the personal information that we hold about you.

5. How can you exercise your rights?

To exercise any of your rights described above, contact our Privacy Officer using the information in section 1.

Before granting your request to exercise your rights, our Privacy Officer must confirm your identity to protect the confidentiality of your file.

6. How can you file a complaint about our handling of your personal information?

Langlois takes requests, complaints and comments about how we handle your personal information very seriously. Please contact our Privacy Officer to file a complaint or submit a comment about how we protect your personal information.

Our Privacy Officer will examine your complaint and determine if our handling of your personal information complies with our personal information protection program and all applicable laws.

We aim to diligently respond to every complaint within 30 days of receipt.

You may also file a complaint with the Commission d’accès à l’information du Québec using the form available [in French only]. However, please contact our Privacy Officer first.

7. External sites and services

This Policy does not apply to third-party websites, webpages, or applications you can access through our products and services, including, without limitation, our web portals and mobile applications. We are not responsible for such third-party services. If you follow any such links, these sites or third-party services will likely have their own privacy policies, which you should review before submitting your personal information.

8. How do we update this Policy?

From time to time, we may modify our Policy at our sole discretion.

Before their coming into force, planned modifications will be published on the Langlois websites, accompanied by a notice of change. The planned modifications will take effect on the date set out in the relevant notice of change.

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Summary of our internal Personal Information Governance Policy

Langlois is committed to protecting your personal information throughout its life cycle in accordance with our personal information protection program and all applicable laws.

To that end, along with our Privacy Policy, Langlois has developed a Personal Information Governance Policy to set out the principles governing the protection of personal information in the course of our operations.

The goals of our Governance Policy are to:

i. Ensure that your personal information is handled adequately, securely, transparently, and in compliance with applicable legislation;

ii. Establish guidelines for how we handle personal information throughout its life cycle; and

iii. Define the roles and responsibilities of our Privacy Officer and our personnel.

1. Roles and responsibilities

Protecting your personal information is everybody’s business at Langlois. That is why our Privacy Officer is supported by a multidisciplinary team made up of members from each of our business units and external consultants.

Each of our staff members has a role to play in ensuring that we comply with our personal information protection program. This includes:

i. Addressing any question or comment about how we handle or should handle your personal information to the Privacy Officer;

ii. Participating in training and awareness-raising activities on the importance of protecting your personal information.

2. Governance guidelines

Langlois recognizes the importance of protecting, securing and keeping confidential the personal information we handle in the course of our activities, and of raising awareness on the subject among our employees and partners.

Langlois has developed best practices and prohibited practices for how to handle your personal information, for example:

i. We will define our aims and objectives before collecting your personal information. Your personal information will then only be used in accordance with those aims and objectives;

ii. If we identify new aims, we will seek your express consent to handle your personal information for those new aims unless otherwise permitted by law;

iii. We will seek to collect only the strict minimum of information to achieve our identified aims;

iv. We will strive to obtain your consent when we collect your personal information, and, in the case of sensitive personal information, we will seek your express consent;

v. When we collect your personal information by technological means, we will post our Privacy Policy so that it is clear and visible;

vi. We will ensure that our technology products and services with privacy settings will default to the highest degree of privacy without requiring any action on your part;

vii. We will not use technology that makes it possible to identify, locate or profile you without disclosing this practice and how to activate such features;

viii. We will ensure that your personal information is complete and up to date when we use it;

ix. We will carry out privacy impact assessments as required by law and when we consider that the use of your personal information puts your privacy at risk;

x. Whenever possible, we will ensure that only members of our personnel and service providers who need your personal information in the course of our operations have access to it;

xi. When we make fully automated decisions using your personal information, we will communicate our use of that technology and provide a mechanism for you to submit your observations;

xii. We will not share your personal information with third parties without your consent, except as permitted by applicable laws.

3. Privacy breaches

Langlois has implemented a process to address and process privacy breaches.

It requires us to take reasonable measures to reduce the risk of serious injury and review our practices to prevent new privacy breaches of the same nature.

Langlois logs all privacy breaches and we will modify our personal information protection program as needed following a privacy breach.