Privacy Policy

Introduction

Oakmont is committed to protecting the privacy and confidentiality of client information. This Privacy Policy describes how we collect, use, store, and protect personal information provided to us or obtained during the course of providing legal services. This policy applies to information collected through our website, during consultations, and throughout client engagements.

We recognize that individuals entrusting us with legal matters expect appropriate handling of sensitive information. This policy reflects our commitment to maintaining professional standards regarding data protection and client privacy.

Information We Collect

Contact Information

We collect names, email addresses, phone numbers, and mailing addresses when individuals contact us for consultations or engage our services. This information enables communication regarding legal matters and service delivery.

Legal Matter Information

During engagements, we collect information relevant to the legal services being provided. For immigration matters, this includes educational credentials, employment history, language test results, and related documentation. For corporate services, this includes company records, director information, and organizational documents. For real estate matters, this includes property details, transaction information, and related documentation.

Communication Records

We maintain records of communications with clients including email correspondence, phone call notes, and meeting discussions. These records support proper service delivery and provide documentation of professional interactions.

Website Usage Data

Our website collects basic usage information through cookies and analytics tools. This includes IP addresses, browser types, pages visited, and time spent on site. This data helps us understand how visitors use our website and identify areas for improvement.

Payment Information

We collect payment information necessary to process service fees. Financial information is handled through secure payment processors and is not stored on our systems beyond what is necessary for accounting purposes.

Legal Basis for Processing

We process personal information based on the following legal grounds:

• Contract Performance: Processing necessary to fulfill our service agreements and legal obligations to clients
• Consent: Where you have provided explicit consent for specific processing activities
• Legitimate Interest: Processing necessary for our legitimate business interests in providing legal services, maintaining records, and ensuring quality
• Legal Obligation: Processing required to comply with applicable laws and professional regulations

How We Use Your Information

Service Provision

Personal information is used to provide requested legal services including preparing applications, conducting research, preparing documents, and communicating with relevant authorities or other parties on your behalf.

Communication

We use contact information to respond to inquiries, schedule consultations, provide service updates, and maintain ongoing communication throughout engagements. Communication may occur through email, phone, or other agreed-upon channels.

Record Keeping

Information is maintained in client files and organizational records as required by professional regulations and best practices. Proper record keeping supports quality service delivery and regulatory compliance.

Service Improvement

Aggregated and anonymized data may be analyzed to improve our services, understand client needs, and identify areas requiring additional resources or training.

Legal Compliance

Personal information may be used to comply with applicable laws, respond to legal processes, or address regulatory requirements governing legal services.

Data Retention

We retain client information for periods appropriate to the nature of the legal services provided and as required by professional regulations:

• Active Client Files: Maintained throughout engagement and for reasonable period thereafter
• Immigration Records: Retained for minimum seven years following conclusion of matter
• Corporate Records: Retained for duration of client relationship plus seven years
• Real Estate Files: Retained for minimum seven years following transaction completion
• Financial Records: Maintained per accounting and tax requirements, typically seven years

After retention periods expire, information is securely destroyed through methods preventing unauthorized access or reconstruction.

Data Protection and Security

We employ security measures appropriate to the sensitivity of information in our custody:

• Access Controls: Client files are accessible only to personnel directly involved in service delivery
• Physical Security: Paper files are stored in locked facilities with controlled access
• Electronic Security: Digital systems employ encryption, password protection, and regular security updates
• Communication Security: Sensitive information is transmitted through encrypted channels where available
• Breach Procedures: Protocols exist for identifying, containing, and addressing security incidents

While we implement reasonable security measures, no system provides absolute protection. We cannot guarantee complete security against all potential threats.

Your Rights

Individuals whose information we hold have certain rights regarding that information:

Right to Access

You may request confirmation of what personal information we hold and receive copies of that information, subject to professional obligations and legal restrictions.

Right to Rectification

You may request correction of inaccurate personal information. We will update records upon verification of accurate information.

Right to Erasure

You may request deletion of personal information in certain circumstances, though professional regulations may require retention of certain records regardless of such requests.

Right to Restrict Processing

You may request limitation of how we process your information in certain situations, subject to legal and professional obligations.

Right to Data Portability

You may request transfer of certain personal information to another service provider in structured, commonly used formats where technically feasible.

Right to Object

You may object to processing of your personal information for certain purposes including direct marketing communications.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw that consent at any time, though this does not affect the lawfulness of processing conducted prior to withdrawal.

To exercise these rights, contact us at [email protected]. We will respond to requests within reasonable timeframes and may require verification of identity before processing requests.

Third-Party Services

We may engage third-party service providers who process personal information on our behalf:

• Document Management Systems: Cloud-based platforms for secure document storage and collaboration
• Communication Tools: Email services and video conferencing platforms
• Payment Processors: Financial service providers handling transaction processing
• Website Analytics: Services analyzing website usage patterns
• Professional Services: Accountants, IT support, and other professionals assisting with business operations

These providers are contractually obligated to protect information and use it only for specified purposes. We conduct due diligence regarding their security practices and data handling procedures.

International Transfers

Some service providers may store or process data outside Canada. Where information is transferred internationally, we ensure appropriate safeguards are in place through:

• Contracts requiring equivalent data protection standards
• Verification of provider security practices
• Compliance with applicable data transfer regulations
• Use of providers with recognized data protection certifications

Cookies and Website Technologies

Our website uses cookies and similar technologies. For detailed information about our cookie practices, please review our Cookie Policy at cookie-policy.html.

Policy Updates

This Privacy Policy may be updated periodically to reflect changes in our practices, legal requirements, or operational procedures. Updates will be posted on our website with revised effective date. Significant changes affecting how we handle personal information will be communicated to active clients through appropriate channels.

Continued use of our services following policy updates constitutes acceptance of revised terms. We encourage periodic review of this policy to stay informed about our privacy practices.

Contact Information

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

We will respond to privacy-related inquiries within reasonable timeframes and work to address concerns appropriately.