Accountability and Openness
Veritext Litigations Solutions Canada, Inc.
700 – 925 W Georgia Street
Vancouver BC V6C 3L2
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.
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:
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.
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:
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.
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.
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
Effective December 1, 2022