What personal information we collect

We collect personal information that you choose to provide, such as your name, contact information, organization, role, and the content of your communications when you contact us or subscribe to updates. If you apply for a position, we collect information included in your application, including your resume, credentials, and references. We collect information necessary to conduct conflict checks and, if we are engaged, information relevant to the legal services you request, which may include sensitive personal information depending on the matter. We also collect information automatically when you use our website, such as device and browser details, IP address, general location, pages visited, time spent, and referring sources. We may use cookies and similar technologies to remember your preferences, maintain session state, measure site performance, and support analytics. You can manage cookies through your browser settings, though disabling cookies may affect site functionality.

How we use personal information

We use personal information to respond to inquiries, assess whether we can represent you, conduct conflict checks, and, if retained, to provide legal advice and services. We use information to manage our client relationships, process payments and accounting, and meet professional, ethical, and legal obligations. We use information to operate, maintain, and improve our website and services, including security monitoring and analytics that help us understand how the site is used. With your consent or as permitted by law, we may use your information to send legal updates, event invitations, or other communications that we believe may be of interest, and you may opt out at any time. We use information to comply with court orders, regulatory requirements, and lawful requests from authorities where applicable.

Lawful basis and consent

We collect, use, and disclose personal information with your consent, which may be express or implied depending on the context and the sensitivity of the information. In some cases, we handle personal information to fulfill a contract with you, to comply with legal or regulatory obligations, or for legitimate interests such as managing our business, protecting our rights, and ensuring the security of our systems. We aim to obtain consent before collecting sensitive personal information and to explain the purposes for which it will be used. You may withdraw your consent at any time, subject to legal and contractual restrictions and reasonable notice, and we will inform you of any implications of such withdrawal.

When we disclose personal information

We disclose personal information to our partners, lawyers, staff, and agents who need the information to carry out their duties, and we limit access to those with a legitimate need to know. We may disclose personal information to service providers who support our operations, including information technology, hosting, email, document management, analytics, marketing communications, accounting, and administrative services, and we require them to protect the information and use it only for our purposes. In the course of providing legal services, we may disclose information to co-counsel, experts, consultants, courts, tribunals, regulators, counterparties, or other parties as necessary for your matter and as authorized or required by law. We may disclose information to comply with legal processes, to protect our rights, or to respond to lawful requests. If we enter into a business transaction, such as a merger or combination, personal information may be transferred as part of that transaction, subject to applicable law.

International transfers

Some of our service providers may process or store personal information outside of Canada. As a result, personal information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, and national authorities in those jurisdictions. We use contractual and other safeguards to protect personal information when it is processed outside Canada and take steps to ensure that service providers provide a comparable level of protection.

Safeguards and security

We employ administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information we hold. These measures include access controls, encryption and secure transmission where appropriate, secure storage, staff training, and policies designed to prevent unauthorized access, disclosure, alteration, loss, or misuse. While we take reasonable steps to protect personal information, no method of transmission over the internet or electronic storage is entirely secure, and we cannot guarantee absolute security.

Retention and data minimization

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to meet our professional and legal obligations, to resolve disputes, and to enforce our agreements. In the case of client files, we retain information in accordance with our professional obligations and firm policies, which take into account applicable law society requirements and limitation periods. When personal information is no longer required, we take steps to securely delete, anonymize, or destroy it.

Your rights and choices

You have the right to request access to the personal information we hold about you and to request corrections if you believe it is inaccurate or incomplete. You may also withdraw your consent to our processing of your personal information, subject to legal and contractual restrictions, and you may opt out of receiving marketing communications at any time by using the unsubscribe mechanism included in our messages or by contacting us. We will respond to access and correction requests within a reasonable time and in accordance with applicable law, and we may require verification of identity before responding. If you have concerns about our handling of your personal information, you may contact our Privacy Officer at the details below, and you may also have the right to raise a concern with the federal privacy regulator.

Cookies and analytics

We use cookies and similar technologies to operate the site, remember user preferences, enhance user experience, and perform analytics. Some cookies are necessary for the site to function, while others are used for performance measurement and improvement. We may use analytics services to understand aggregate usage patterns and to help improve content and navigation. You can manage cookies through your browser settings and can delete cookies at any time. If you disable cookies, some portions of the site may not function as intended.

Marketing communications and anti-spam

We comply with Canada’s anti-spam requirements when sending commercial electronic messages. We send such messages only with consent or as otherwise permitted by law, and we include an unsubscribe mechanism that allows you to opt out of future messages. If you no longer wish to receive marketing communications, you can unsubscribe using the link in the message or by contacting us, and we will respect your choice.

Children’s privacy

Our website and services are not directed to children, and we do not knowingly collect personal information from children. If you are a parent or guardian and believe that a child has provided personal information to us without appropriate consent, please contact us so that we can take appropriate steps to address the matter.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. If we make material changes, we will post the updated policy on this page with a new effective date. Your continued use of the site after the updated policy is posted indicates your acceptance of the changes. We encourage you to review this page periodically to stay informed about our privacy practices.

Contacting our Privacy Officer

If you have questions about this Privacy Policy or our privacy practices, or if you wish to make an access, correction, or consent withdrawal request, please contact our Privacy Officer at info@capstanlegal.ca,647.372.5145, or 339 Queen St East, 1st, 2nd & 3rd Floor, Toronto M5A 1S9, Canada. If you require this policy in an alternative format for accessibility reasons, please let us know and we will accommodate your request.