Privacy / Data Protection Contact (DPO)
The person responsible for the protection of personal information at AHANSA is published below, consistent with Canadian privacy expectations (including practices aligned with Quebec’s Law 25 requirement to publish contact information for the individual responsible for personal information protection):
- Title: Privacy Officer / Person Responsible for the Protection of Personal Information
- Organization: AHANSA Legal & Mediation Services
- Email: ahansamediationservices@gmail.com
- Phone: (877) 751-6166
- Mail: 45 Sheppard Avenue East, Unit 411, Toronto, ON M2N 5W9, Canada
Please contact the Privacy Officer for access requests, corrections, complaints, or questions about this Policy.
1. PIPEDA Compliance
The Personal Information Protection and Electronic Documents Act (PIPEDA) sets out how private-sector organizations in Canada may collect, use, and disclose personal information in the course of commercial activities. AHANSA is committed to following PIPEDA’s fair information principles, including:
- Accountability — a designated Privacy Officer is responsible for compliance
- Identifying purposes — we explain why personal information is collected
- Consent — we obtain meaningful consent where required
- Limiting collection, use, disclosure, and retention
- Accuracy, safeguards, openness, individual access, and challenging compliance
This Privacy Policy is published on our website so you can see what we collect and why.
2. Provincial Privacy Laws
In addition to PIPEDA, certain provinces have substantially similar or stricter private-sector privacy laws. Depending on where you reside or where services are delivered, the following may also apply or inform our practices:
- Alberta — Personal Information Protection Act (PIPA)
- British Columbia — Personal Information Protection Act (PIPA)
- Quebec — Act respecting the protection of personal information in the private sector (including Law 25 reforms), which among other requirements emphasizes governance of personal information and prominent publication of contact information for the person responsible for the protection of personal information (see DPO box above)
AHANSA primarily operates in Ontario. Where provincial rules impose higher standards that apply to us, we aim to meet those standards.
3. Who We Are
AHANSA Legal & Mediation Services provides mediation, legal support, notary-related services, and related support primarily in the Greater Toronto Area, Ontario, Canada.
4. What Personal Information We Collect
4.1 Information you provide
- Identity and contact details (name, email, phone, address)
- Inquiry and consultation information you submit via forms, email, or phone
- Information needed to deliver mediation, legal support, or document/notary services
- Billing and payment-related information where applicable
- Optional marketing consent preferences (CASL)
4.2 Information collected automatically
- Device/browser type, general usage data, and technical logs
- Pages visited and referral information
- Cookies and similar technologies (see Cookie section and our cookie banner)
- Preference storage (e.g., disclaimer acceptance, cookie choices)
5. Why We Collect & How We Use Information
We collect and use personal information only for identified purposes, including to:
- Respond to inquiries and schedule consultations
- Provide mediation, legal support, notary, and related services
- Communicate about appointments, agreements, and service follow-up
- Send commercial electronic messages only with CASL-compliant consent (see below)
- Operate, secure, and improve our website (subject to cookie preferences)
- Comply with legal, regulatory, and professional obligations
- Protect our rights, safety, and property, and those of others
6. Consent
We obtain consent for collection, use, and disclosure of personal information as required by law. Consent may be express or implied depending on sensitivity and context. You may withdraw consent where permitted by law, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may limit our ability to provide certain services.
7. Canadian Anti-Spam Legislation (CASL)
CASL requires affirmative, opt-in consent (with limited exceptions) before sending commercial electronic messages (CEMs) such as promotional emails or newsletters. When we send CEMs:
- We obtain express opt-in consent where required (for example, an unchecked checkbox is not treated as consent)
- Messages identify AHANSA and include our contact information
- Every CEM includes a clear, functional unsubscribe mechanism
- We honour unsubscribe requests promptly and keep suppression records as appropriate
Transactional or service-related messages necessary to complete a transaction or provide a service you requested may be sent under applicable CASL exemptions or implied consent rules, where permitted.
8. Cookies & Online Tracking
Consent is required before deploying non-essential tracking cookies or similar technologies that gather personal information for analytics/marketing. Our cookie banner provides clear Accept (opt-in) and Reject non-essential (opt-out) choices.
- Essential cookies / storage: required for security, disclaimer acceptance, and storing your cookie preference — these may be used without marketing consent
- Analytics / marketing cookies: used only if you opt in via the cookie banner
You can change your choice later by clearing site data in your browser or using any “Cookie settings” control we provide. More detail is in our Data Use page.
9. Disclosure / Sharing
We do not sell personal information. We may disclose personal information only as needed to:
- Service providers who support operations (hosting, email, scheduling) under appropriate safeguards
- Professional advisors bound by confidentiality
- Other parties with your direction or consent (e.g., mediation participants you authorize)
- Authorities when required by law, court order, or professional duty
10. Confidentiality of Mediation & Legal Matters
Client and mediation information is handled with professional confidentiality, subject to applicable law, court orders, and professional rules. Avoid sending highly sensitive materials through unsecured channels until engagement terms are confirmed.
11. Retention
We retain personal information only as long as necessary for the purposes collected, including professional record-keeping, legal compliance, and dispute resolution. When no longer required, information is securely destroyed or anonymized where reasonably feasible.
12. Security Safeguards
We implement reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information. No method of electronic transmission or storage is completely secure.
13. Your Rights
Subject to applicable law (PIPEDA and provincial rules where they apply), you may request to:
- Access personal information we hold about you
- Correct inaccurate or incomplete information
- Withdraw consent where applicable
- Unsubscribe from commercial electronic messages
- Challenge our compliance with this Policy via the Privacy Officer
14. Digital Accessibility & Privacy
We aim to make privacy information and website features accessible. See our Accessibility Statement regarding the Accessible Canada Act (ACA), AODA, and WCAG goals.
15. Third-Party Links
Our website may link to external sites. We are not responsible for their privacy practices. Review their policies before providing personal information.
16. Children’s Privacy
Our services and website are not directed to children under 16. We do not knowingly collect personal information from children without appropriate authorization.
17. Changes to This Policy
We may update this Privacy Policy from time to time. The “Last updated” date reflects the latest revision. Material changes will be posted on this page. Continued use of the website after posting constitutes notice of the updated Policy where permitted by law.
18. Contact & Complaints
Contact the Privacy Officer using the details at the top of this page. If you are not satisfied with our response, you may have the right to contact the Office of the Privacy Commissioner of Canada or a provincial privacy commissioner, as applicable.
Related: Terms of Use · Policies · Data Use · Accessibility