Privacy Policy

Veritext Litigation Solutions Canada, Inc. (“Veritext”) understands the importance of privacy protection, and we make every effort to ensure the information you share with us through our website is secure.  This Privacy Policy outlines our practices for collecting, storing and using the personal information you may provide through our website.  As used in this Privacy Policy, “personal information” means information about an identifiable individual.

Please read this Privacy Policy carefully. This Privacy Policy is current as of the effective date set forth below.  By using this site, you accept all the terms of this Privacy Policy.  If you do not agree, please do not use this site and/or our services.  Your continued use of this site or our services, and/or continued provision of personal information to Veritext following the posting of any changes to the Privacy Policy will be subject to the terms of the then-current Privacy Policy.  This Privacy Policy should be read in conjunction with the cookies “banner.”

Accountability and Openness

Veritext is responsible for personal information under its control.   We have designated a privacy and data protection officer (“Privacy Officer”) who is accountable for the protection of data containing personal information and for our compliance with this Privacy Policy generally.  The Privacy Officer is also responsible for ensuring that information about our policies and practices relating to the management of personal information is easily accessible.  All questions or concerns regarding this Privacy Policy, and Veritext’s compliance with it, should be directed to the Privacy Officer in writing and sent by email to privacy@veritext.com, or by mail or commercial courier to:

Privacy Officer
Veritext Litigations Solutions Canada, Inc.

700 – 925 W Georgia Street
Vancouver  BC  V6C 3L2
CANADA

Every reasonable complaint or challenge regarding Veritext’s compliance with this Privacy Policy will be investigated and, where a deficiency is found to exist, we will take appropriate measures to address it.  This may include amending our policies and procedures as necessary. Veritext will also cooperate with regulatory authorities to resolve any complaints that cannot be resolved between us and an individual user.

You have the right to contact the relevant regulatory or data protection authority should you have concerns regarding our compliance with this Privacy Policy or applicable privacy regulations.  Please refer to the website of the applicable federal or provincial Privacy Commissioner, or other regulatory or data protection authority in order to obtain their contact information.

In the event of a security breach concerning personal information, Veritext will notify affected individuals as soon as practical after discovering the breach.  In any event, if a breach is likely to affect the rights and freedoms of the affected individual, we will ensure that the notification is made without undue delay.

Consent

Except as expressly provided in this Privacy Policy or as otherwise permitted by law, consent is required for the collection of personal information and the subsequent use or disclosure of that information.  Consent may be express or implied, although in the case of sensitive personal information – such as information about race, ethnicity, religion, health, or sexuality – Veritext will always endeavor to obtain explicit consent.  Typically, consent will be sought for the use or disclosure of your personal information at the time of collection, and reasonable efforts will be made to ensure that you understand the purpose(s) for which the information will be used or disclosed.   In certain circumstances, consent regarding use or disclosure may be sought after the information has been collected, but before use, such as when we wish to use personal information already in our possession for a purpose that was not previously identified. We try to limit the circumstances under which we collect and process sensitive personal information.

By voluntarily submitting your personal information or otherwise engaging with us or using our website or services, you signify your consent to our collection, use and disclosure of your personal information in accordance with this Policy.  You may make inquiries, or change or withdraw your consent to the collection, use and/or disclosure of your personal information at any time by contacting the Privacy Officer in writing at the address listed above (see: Accountability and Openness).  In some circumstances, particularly where our use of your information is integral to the provision of a service, a change or withdrawal of consent may affect your ability to use and/or our ability to provide you with certain information or services.

How We Collect Personal Information

Generally, we collect personal information only to the extent that it is necessary for the purposes set out below (see: Purpose – Why We Collect, Use and Disclose Personal Information).  In most cases, we will collect personal information directly from you when you interact with us through our website, or when you engage with us for the purpose of inquiring about or using our services.   Personal information will always be collected using means that are fair and lawful. We will not knowingly collect or use personal information for which consent has not been provided or cannot be reasonably implied.

To ensure quality of service, there is certain information we may require, such as your name, address and phone number.  Depending on the service we provide, for payment purposes we may also collect information about your credit card or bank account.  Depending on the services you use, you may also provide to us personal information about:

• Yourself;
• Your clients;
• Your employees;
• Any other interested parties in the business transaction

 

The information we collect such as your name, your business address, your business email, your business phone number are used for the purpose of transacting business.

If you submit your resume through our website, Veritext will use the information to process your inquiry and to monitor recruitment statistics.  Personal information about unsuccessful candidates will be held for as long as necessary to fulfill the purpose for which it was collected.

Other Ways We Collect User Information

Veritext may collect anonymous information from visits to our sites through the use of “web beacons”, which do not access your personal information, but rather allow us to count users who have visited our website.  This anonymous information is sometimes known as “clickstream data”.  Veritext or its service providers may use this data to analyze trends and statistics to help us provide better customer service.  If you do not want your transaction details used in this manner, see the paragraph below on cookies.

Cookies, which are packets of information sent from a Web service to a Web browser, are created for users who log in to our website.  The cookies do not store personal information beyond a user’s name and email address and are removed when the user leaves the site.  When you use our website a banner informs you of the use of cookies, seeks your express consent to their use, and provides a direct link to this information page.   Most web browsers automatically accept cookies, but if you do not wish to have cookies on your system, you should adjust your browser settings to decline them or to alert you when cookies are being sent.    If you decline cookies, you will still be able to use the website and our services, but your ability to access certain features and functions on the website may be affected. To find out more about cookies, including how to see what cookies have been set and how to manage and remove them, please visit AboutCookies.org or All_About_Cookies.org.

Veritext uses Web usage tracking software to log the IP address of each individual user.  This information is used only to determine website usage, and at no time is there any attempt to associate these IP addresses with personal information such as names and addresses.

Purpose – Why We Collect, Use and Disclose Personal Information

 

Veritext will identify the purposes for which we collect personal information before or at the time we request the information.  We will not collect personal information, which is not necessary and, except as specified below, will not use or disclose personal information for any purpose other than the purpose(s) for which it was collected without first obtaining your consent.  The information that we collect is used and disclosed only for business purposes.

The information Veritext collects through its website may be used to contact you with information regarding our services, or to perform activities necessary to connect you with employment/engagement opportunities.

Other business purposes for which Veritext collects and uses your personal information include, where necessary:

• To tell you about our products and services, and to obtain feedback;
• To establish and maintain our business relationship with you;
• To provide records management, court reporting, or litigation support services;
• To communicate with you;
• To conduct satisfaction surveys, and to collect feedback regarding our services;
• To protect us against error, fraud, theft or damage to our business or our property, including our financial interests;
• To manage or transfer our assets or liabilities, such as in the case of an acquisition or merger, or refinancing;
• To invoice you for the products and services you may use, and to collect debts owed to us;
• For the management and defense of legal claims and actions, compliance with court orders and other legal obligations and regulatory requirements, and as otherwise permitted or required by law; and
• Any other reasonable purpose for which you provide consent.

Where personal information that has been collected is to be used for a purpose not previously identified, and for which consent cannot be reasonably implied, the new purpose will be identified, and consent obtained prior to the use of that information for the new purpose unless otherwise permitted by law.

Withdrawal of Consent / Deletion of Personal Information

Subject to any legal or accounting requirements, we will retain personal information only as long as necessary to fulfill the purposes for which it was collected.  Personal information that is no longer required will be destroyed, erased or made anonymous, although copies of deleted information may continue to exist on back-up media.

You have the choice at any time to refrain from providing personal information to Veritext or to withdraw consent to our use of your personal information. You may request the deletion of your personal information at any time which, subject to our need to invoke any exceptions permitted under applicable law, we will endeavor to do without undue delay or as required by applicable law. Please understand, however, that your choice not to provide certain information, or to withdraw your consent to our use of your information and/or require its deletion, may limit or prevent Veritext from providing information or services to you.

Withdrawal of your consent to our use of your personal information and/or requests that your personal information be deleted must be made in writing to the Privacy Officer at the address set out above (see Accountability and Openness).

How We Share Your Personal Information (Disclosure to Third Parties)

Veritext does not disclose any personal information gathered from our website to persons outside of our company, except as described below.

Personal information provided to us in the ordinary course of our provision of services is disclosed to the parties normally expected to receive that information.  For example, personal information disclosed to a Veritext court reporter during a deposition will be disclosed to counsel of record who requests a transcript of that deposition.  Access to the data that is collected through our website is limited to authorized Veritext employees and companies that provide services (such as computer support) to Veritext, and to the parties to which we disclose the information as a customary part of providing our services. If we transfer any personal information to a third-party service provider, we will provide the service provider only with the information needed to perform the service, and will use appropriate contractual means to provide a comparable level of protection while the information is being used or processed by them. Without limitation, we will ensure that our service providers are bound to adhere to this policy, appropriate confidentiality provisions, and all applicable laws. Details regarding the personal information that we make available to our third-party service providers, and how it is used, is available by contacting the Privacy Officer at the address set out above (see: Accountability and Openness).  Any request made by you to correct, change or erase your personal information will be promptly communicated to any third-party service providers in possession of that information.

Veritext provides court reporting and litigations support services for corporations, lawyers and law firms that operate in Canada and elsewhere (“Veritext Customers”).  Because of this, personal information may be transmitted to, shared with, stored by, and processed by Veritext Customers, whether in Canada or in other countries where they have operations.

Veritext may release personal information without your knowledge or consent where we are permitted or legally required to do so by applicable law, law enforcement or other governmental authority, or court order, or under advice of counsel.  We may also release personal information to protect the rights or property of Veritext, to prevent a crime or protect others from harm.

We may also send personal information to marketing companies, who will then contact you to determine feedback and satisfaction with our services.  These companies may also send you information on our services.

Subject to certain restrictions and unless prohibited by law, Veritext may also use and disclose your personal information without your knowledge or consent where necessary in connection with a proposed or completed business transaction.  “Business transaction” includes those transactions described in the Personal Information Protection and Electronic Documents Act, S.C. 200, c. 5, as amended. In each such case, Veritext and the other part(ies) to the transaction or proposed transaction will enter into an agreement limiting the purposes for which the personal information may be used and disclosed, ensuring its protection by means appropriate to the sensitivity of the information, and providing for the return or destruction of the information if the transaction does not proceed, or if the transaction does proceed, to notify you within a reasonable time that your personal information has been disclosed.

We will only provide these third parties with the personal information they need to deliver the services we have requested or to perform the transaction, and who have agreed to maintain the confidentiality of that information in accordance with this Privacy Policy.

Individual Access / Ensuring Accuracy and Completeness

Veritext makes every effort to ensure that your records are accurate, complete and up-to-date.  We do not alter your information before sharing it with third parties.

You may contact us in writing at any time to request access to the personal information contained in our files. Including “Request personal information” in the subject line of your email or other written request will facilitate compliance with your request to access or transfer your information.  We will endeavor to inform you of your personal information held by us and provide an account of the use that has been made of the information, as well as identify any third parties to which the information has been disclosed.

Due to the sensitive nature of our business, Veritext may not be able to provide you with access to all or some of your personal information, in which case you will be advised in writing of the reasons for our inability to provide the information.  Circumstances under which we may not be able to provide you with access to your personal information include those in which the request is unduly burdensome, infringes on the rights of others, or where prohibited by law.

If you demonstrate the inaccuracy or incompleteness of your personal information, or if your personal information changes, please notify us immediately so that we may correct or update the information as appropriate.

All requests for access, correction or updating of your personal information must be made in writing to the Privacy Officer at the address set out above (see Accountability and Openness). We will do our best to respond to all reasonable requests in a timely manner.

Safeguards – Keeping Information Secure

Veritext realizes the importance of safeguarding personal information and has implemented reasonable physical, organizational, contractual and technological security measures to protect personal information in our possession or under our control from loss or theft, and from unauthorized access, disclosure, copying, use or modification, regardless of the format in which the information is held.  The safeguards applied will depend on the sensitivity of the personal information, with the highest level of protection given to the most sensitive personal information.  We may use encryption, firewalls, password protection, and physical lock and key to help prevent unauthorized access to your personal information.  We may also place internal restrictions on who in the company may access data to help prevent unauthorized access to your personally identifiable information, limiting access to those having a “need to know”, and who are appropriately trained and bound by obligations of confidentiality.

When destroying personal information, Veritext deletes electronically stored personal information and shreds any tangible materials containing personal information.   While we will endeavor to destroy all copies of personal information, you acknowledge that deleted information may continue to exist on back-up media but will not be used unless permitted by law.

We will continually review and update our security policies and controls as technology evolves. However, despite our safeguards, the nature of the Internet is such that data may be intercepted by unauthorized third parties regardless of any security measure that may be in place.  Therefore, in submitting personally identifiable information to our website, you assume the risk of an unauthorized third party obtaining that information.

International Transfer and Storage of Personal Information

You acknowledge and agree that your personal information may be transmitted, transferred, processed, and/or stored outside of Canada, including in the United States.   We will use reasonable means to ensure that your information is protected but cannot guarantee that the laws of any foreign jurisdiction will accord the same degree of protection as the laws of Canada.  By submitting your personal information to us, you consent to the transmission, transfer, processing and/or storage of your personal information outside of Canada, including in the United States.

Additional Information

Minors

Registration on Veritext.ca is not intended for minors (persons under the age of majority as defined in your jurisdiction).   Veritext does not knowingly collect personal information from minors without prior parental consent.

Following Links to Other Sites

Veritext’s website may contain links to other sites on the Internet.  Veritext has no control over the personal information these other sites collect and is not responsible for their use (or misuse) of your personal information. We strongly encourage you to review their privacy policies prior to using those sites.

Updates to this Policy

Veritext reserves the right to update this Privacy Policy at any time. We will provide you with notice of any material changes to this Privacy Policy by publishing or communicating the changes through our website, or by other reasonable means, so that you may review the changes before continuing to use our website or services.   You can always obtain a copy of the most up-to-date policy by visiting this website or by contacting the Privacy Officer. Your continued use of our website or services after we publish or communicate a notice about any changes to this Privacy Policy means that you are consenting to the changes unless you expressly indicate otherwise.

Governing Law

Your access to and use of the Veritext website and services, and this Privacy Policy, are governed exclusively by the laws of the Province of British Columbia and the federal laws of Canada applicable therein (excluding conflicts or choice of laws principles).  In case of any inconsistency between this Privacy Policy, and applicable law, applicable law shall prevail, and this Privacy Policy shall be interpreted so as to apply only to the extent permitted by law.

Arbitration

Except for complaints to a federal or provincial Privacy Commissioner or other regulatory authority, all disputes relating in any way, directly or indirectly, to a breach by Veritext of this Privacy Policy will be subject to arbitration.  All arbitration proceedings shall be conducted according to the procedures set out in the Arbitration Act, 2020 (British Columbia), by a single arbitrator, whose decision will be final and binding on you.  Any issue concerning the extent to which a dispute is subject to arbitration, or concerning the applicability, interpretation or enforceability of this agreement, including any contention that all or part of this agreement is invalid or unenforceable, shall be governed by the Arbitration Act, 2020 (British Columbia) and resolved by the arbitrator.

You acknowledge and agree that, in any arbitration proceeding, no deposition will be taken, and all other forms of discovery of facts will be limited to those things that the arbitrator determines, in his or her sole discretion, to be necessary.  Further, in any arbitration proceeding: (i) there shall be no award of punitive, exemplary, incidental or consequential or other special damages, and (iii) the parties will conduct the arbitration confidentially and expeditiously and will pay their own costs and expenses of arbitration, including their own legal and other professional fees.  The proceeding and the decision shall be kept confidential by the parties.  All claims you may have under this Privacy Policy must be brought within one (1) year of the date on which the claim arose.

Effective December 1, 2022