Privacy Policy

Effective Date: April 2025

Operator: Assessity Inc.

This Privacy Policy describes how Assessity Inc. collects, uses, and handles information in connection with its billing record analysis services for Ontario law firms.

SCOPE

This policy applies to all engagements between Assessity Inc. and Ontario law firms that retain Assessity to prepare billing record analysis reports in connection with Solicitors Act assessment proceedings. Assessity does not serve individual members of the public and does not collect personal information from consumers directly.

INFORMATION WE RECEIVE

In the course of an engagement, Assessity may receive the following categories of information from the retaining law firm:

Billing records and time dockets relating to the matter in dispute

Retainer agreements between the law firm and its client

Court orders, certificates of appointment, or other procedural documents

Correspondence or background information provided by the retaining firm

Contact information for the responsible lawyer or file clerk at the retaining firm

All information is transmitted to Assessity at the direction of the retaining law firm for the sole purpose of preparing the requested analytical report.

ZERO-DATA-RETENTION MODEL

Assessity operates on a zero-data-retention (ZDR) model. This means:

All materials received from the retaining firm are used solely for the purpose of preparing the requested report.

Upon delivery of the completed report, all transmitted materials including billing records, client files, and any personal information contained therein are permanently deleted from Assessity's systems.

Assessity does not retain copies of any client materials beyond the active engagement period.

Assessity does not build, maintain, or sell any database of client information.

The ZDR model is a core operational commitment and applies to every engagement without exception.

PURPOSE OF COLLECTION

Information received from the retaining firm is used exclusively to:

Review and analyze billing records against the nine-factor framework established in Cohen v. Kealey & Blaney

Prepare the analytical report requested by the retaining firm

Communicate with the retaining firm during the engagement

Assessity does not use client information for any secondary purpose, including marketing, research, or business development.

DISCLOSURE

Assessity does not disclose, sell, share, or transfer client information to any third party except as required by law. Assessity staff involved in a given engagement are subject to confidentiality obligations consistent with the professional obligations applicable to Ontario law firms handling client information.

SECURITY AND TRANSMISSION

All file transmissions to and from Assessity are conducted via secure encrypted channels. Assessity does not accept files by standard unencrypted email. Specific secure transmission instructions are provided to the retaining firm at the time of engagement.

Assessity maintains reasonable technical safeguards to protect information during the active engagement period.

PIPEDA COMPLIANCE

Assessity's information handling practices are designed for compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), SC 2000, c. 5. In particular:

Information is collected only with the knowledge and consent of the retaining firm.

Information is used only for the stated purpose of preparing the requested report.

Information is retained only as long as necessary to fulfill the engagement.

Upon completion of the engagement, all personal information is permanently deleted.

Because Assessity does not retain client information after delivery of the report, the practical privacy risk to individuals whose information appears in billing records is substantially limited.

LAW FIRM RESPONSIBILITY

The retaining law firm is responsible for ensuring that its transmission of client-related information to Assessity is consistent with its professional obligations under the Law Society Act, 2006, the Rules of Professional Conduct, and applicable privacy legislation. Assessity assumes that information transmitted to it has been authorized for disclosure by the retaining firm in accordance with those obligations.

UPDATES TO THIS POLICY

Assessity may update this Privacy Policy from time to time. The current version will always be available on this website. Continued engagement with Assessity following any update constitutes acceptance of the revised policy.

CONTACT

Questions about this Privacy Policy or Assessity's privacy practices may be directed to:

Assessity Inc.

info@assessity.ca

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