Privacy Policy and Our Use of Artificial Intelligence
Rozek & Co Effective Date: November 1, 2025
1. Introduction
Rozek & Co (“the Firm,” “we,” “us,” or “our”) respects the privacy of everyone who visits our website at www.rozekandco.com (the “Website”) or contacts us about a potential legal matter. This page explains what personal information we collect, how we use and disclose it, how long we keep it, and how we use artificial intelligence tools in the course of our work. It is written to comply with the Personal Information Protection and Electronic Documents Act (Canada) (“PIPEDA”) and the professional obligations imposed on Ontario lawyers by the Law Society of Ontario.
This page describes our general information practices. It is separate from, and does not limit, the duty of confidentiality and solicitor-client privilege that applies to information we receive once you become a client under a signed retainer agreement. Those obligations are broader and stronger than what is described here, and they govern whenever the two might conflict.
If you do not agree with how we handle personal information as described below, please do not submit personal information to us through the Website. We may not be able to assess or act on an inquiry without certain basic information.
2. Personal Information We Collect
Depending on how you interact with us, we may collect:
- Contact and inquiry information you provide through our Website’s contact or intake form, by email, or by phone: name, email address, phone number, company or employer, and a description of your legal matter.
- Intake and consultation information you provide during a phone call, video call, or in-person meeting, including details about your potential claim, employment history, business, or transaction.
- Technical information collected automatically when you browse the Website, such as IP address, browser and device type, referring pages, and pages viewed. [To confirm: if the Website uses Google Analytics, a tracking pixel, or similar cookies, this section needs to name the specific tool(s) and link to a cookie table. If the site currently runs no analytics, this bullet should be removed or simplified to “we do not currently use tracking cookies or third-party analytics on this Website.”]
- Billing and accounting information, once you become a client, including invoicing details and payment information processed through our practice management and accounting systems.
We collect only the personal information reasonably necessary for the purposes described below, consistent with PIPEDA’s limiting collection principle.
3. How We Use and Disclose Personal Information
We use personal information to:
- Respond to your inquiry and assess whether we can act for you, including a conflicts of interest check
- Provide legal services once a solicitor-client relationship is formed
- Communicate with you about your matter, our services, or billing
- Operate, secure, and improve the Website
- Meet our regulatory and recordkeeping obligations to the Law Society of Ontario and LAWPRO
- Comply with a court order, statute, or other lawful demand
We do not sell personal information, and we do not disclose it to third parties for their own marketing purposes. We disclose personal information to third parties only as described in this page, as necessary to provide legal services to you, or as required by law.
Submitting an inquiry through the Website, exchanging emails with our intake team, or speaking with our virtual assistant does not, on its own, create a solicitor-client relationship. That relationship begins only once we have confirmed the engagement in writing, including scope and fees, typically through a signed retainer agreement.
4. Our Use of Artificial Intelligence
Rozek & Co uses artificial intelligence tools, including third-party AI services, to assist with tasks such as research, drafting, and administrative work. As with our other technology providers, some information processed by these tools may be stored outside Canada (see Section 5).
We do not use client information to train third-party AI models, where our service providers contractually allow us to disable that use. We do not use AI tools to make automated decisions about your legal matter without a lawyer’s review. We do not rely on AI-generated legal research or case citations without independent verification, every piece of legal advice and every document leaving this firm is reviewed and approved by a licensed lawyer.
5. Cross-Border Data Transfers and Safeguards
In addition to AI tools, some of our other service providers (including cloud productivity, practice management, and communications platforms) store or process information on servers located outside Canada. By submitting personal information to us, you acknowledge it may be transferred to and processed in jurisdictions other than Canada, which may not offer the same level of legal protection for personal information as Canadian law.
We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information involved, including access controls, encryption where appropriate, and the use of infrastructure we control directly for higher-sensitivity processing. No system connected to the internet is completely secure, and we cannot guarantee absolute security of information transmitted to us electronically.
6. Cookies and Website Analytics
[Placeholder, confirm actual setup before publishing.] Option A (if no tracking is used): This Website does not currently use tracking cookies, analytics scripts, or advertising pixels. We may introduce limited, privacy-respecting analytics in the future, in which case this section will be updated. Option B (if Google Analytics, Meta Pixel, etc. is in use): This Website uses [name tool(s)] to understand how visitors use the site. These tools may place cookies on your device and collect information such as your IP address and browsing behaviour. You can control or disable cookies through your browser settings, though doing so may affect some Website functionality.
7. How Long We Keep Personal Information
We retain personal information only as long as reasonably necessary for the purposes described above, or as required by the Law Society of Ontario’s recordkeeping rules, limitation periods under the Limitations Act, 2002 (Ontario), or other applicable law. Closed client files are retained in accordance with our file retention policy and securely destroyed or anonymized once retention obligations expire.
8. Your Rights
Subject to applicable law, you may have the right to:
- Ask what personal information we hold about you and request a copy of it
- Ask us to correct inaccurate or incomplete personal information
- Withdraw consent to certain uses of your personal information, subject to legal or contractual restrictions
To exercise these rights, contact us using the information in Section 9. We may not be able to act on a request where doing so would compromise solicitor-client privilege, our confidentiality obligations to a current or former client, or a legal recordkeeping requirement. If you have a concern about our handling of personal information that we cannot resolve, you may contact the Office of the Privacy Commissioner of Canada.
9. Contact Us
Questions about this page, or requests regarding your personal information, can be directed to hello@rozekandco.com.
10. Changes to This Page
We may update this page from time to time to reflect changes in our practices, our technology, or the law. The effective date at the top reflects the most recent revision. Continued use of the Website after an update constitutes acceptance of the revised page.
