1. Introduction
Brown, Romilly, Barnes Clinic Society (“BRB”, “we”, “our”, or “us”) is a Black-focused legal clinic that provides legal services and referrals for legal services in British Columbia.
At BRB, we understand the responsibility that comes along with providing legal services and referrals for legal services so have built in privacy protections with our users in mind. We have developed this Privacy Policy (the “Policy”) to help explain the privacy features of our website at brblegalclinic.ca (the “Website”).
This Policy describes how we help users manage and protect the privacy of personal information through the Website and applies to End Users (as defined below). This Policy and BRB’s Terms of Service (the “Terms of Service”), which are incorporated by reference, describe how we collect, use, disclose and protect your personal information when you interact with or use the Website and the Services (as defined below).
Please read this Privacy Policy carefully. By using the Website and the Services, you indicate that you agree to be bound by this Policy. If you do not agree, you must refrain from using the Website and the Services.
2. Definitions
“End User” or “you” means the individual using the Website or the Services to seek out legal services or referrals for legal services in British Columbia.
“Services” means legal services, referrals for legal services, or any other services made available by BRB through or in relation to the Website.
3. Accountability
In adopting and adhering to this Policy, we assure you that the personal information we collect will be used in an appropriate and responsible manner. We are committed to protecting the privacy of all personal information which has been provided to us, and we will manage personal information in accordance with applicable Canadian data protection laws and any other applicable provincial or federal legislation.
This Policy applies to the personal information collected through the Website by BRB. This includes personal information collected, used, processed and disclosed through:
The intake form on the Website;
Correspondence from individuals through or about our Website (including e-mails and telephone calls to us); and
Providing support for our Services.
4. How We Collect Your Information
In the course of using our Website or the Services, BRB will collect, use and/or disclose personal information about End Users.
We may collect personal information from you in the following ways:
Information you provide to us: This includes your name, email address, phone number, and any other information you voluntarily submit by communicating with us, through, intake or contact forms (including on our Website), by email, on the phone or when subscribing to our newsletter. When you report a problem, or submit questions, concerns or comments regarding the Website or Services, we may also collect your name, email address and other information that you choose to provide to us.
Automatically collected information (Cookies and Tracking): When you visit our Website, we may automatically collect certain information about your device and usage, such as your IP address, browser type, operating system, pages you visit, and the time and date of your visit.
This information is collected using cookies, web beacons, Google Analytics, and other similar tracking technologies. We use this information to understand Website traffic patterns and improve user experience.
Where required by applicable law, we will obtain your consent before placing non-essential cookies or using tracking technologies, and you may change or withdraw your choices at any time through our cookie preferences tool on the Website.
You can also control cookie settings through your web browser and manage targeting preferences through the ad settings offered by the relevant advertising platforms, but please note that disabling cookies may affect the functionality of our Website.
5. What Personal Information We Collect
BRB collects personal information from and about individuals in a variety of ways, including when it is provided directly and when individuals interact with us and use the Website and the Services. We use your contact information to contact and correspond with you directly about your use of the Website and the Services. We may contact you to inform you about our Services in different ways including by mail, email, telephone, or other means to which you have agreed. We may use your contact information to provide you with information or services that you have requested and to respond to requests.
The personal information we may collect includes:
Full legal name (of individual requiring services and of individual filling out intake form)
Preferred name (optional)
Relationship to individual requiring legal services (if applicable)
Email address
Phone number
Preferred contact method, dates and times
Community and location:
Black Community Identity (for eligibility purposes)
Community background
Whether the individual requiring services is a B.C. resident (for eligibility purposes)
City and postal code
Demographic information:
age, pronouns (optional) and dependent information
Language and communication:
Preferred language
Communication and interpreter needs (if applicable)
Household finances:
Occupation (optional)
Household income range (for eligibility purposes)
Household size (for eligibility purposes)
Financial context information
Information provided by End Users pertaining to the legal help requested and relevant area of law (which may include: a short, high-level description of the End User’s legal issue; reported Anti-Black Discrimination)
Device & Technical Information:
Basic log data (Internet Protocol (IP) address, device type, operating system)
Log data (pages visited, features used, access dates/times)
Online identifiers and analytics data (e.g., cookie identifiers, pixel identifiers, and referring/exit URLs) collected through cookies, web beacons and similar analytics technologies
6. How We Use Your Information
We use the personal information we collect to provide you with the Services, access to the Website, and for related administrative purposes, as permitted by law, and for the following purposes:
To determine an individual’s eligibility for our Services, including pro bono services.
To provide legal services.
To provide referrals for legal services.
To manage our community relationships.
To send you newsletters and updates if you have explicitly opted in to receive them.
To improve our Website by analyzing Website traffic and user behaviour.
To collect feedback about the Website and the Services.
To comply with any legal and regulatory obligations, including record-keeping requirements.
To maintain the Website and provide customer service, which includes correcting known issues manually or through software updates, to keep the Website operating as intended
To administer the Website and the Services, which may include processing End User intake, verifying End User identity, or protecting parties from errors and fraud.
To ensure compliance with and identify violations of the Terms of Service.
To monitor the security of the Website to ensure it is functioning properly and securely.
To communicate with End Users, which includes responding to End User inquiries, providing End Users with information, and communicating changes to our policies or procedures that affect End Users.
For such other purposes to which you may consent, or as permitted by law.
7. Disclosure of Personal Information
We take care to ensure your personal information is disclosed in accordance with our privacy commitments to you. We will share information with our trusted partners and service providers to enable us to operate our Website and provide our Services. Our providers will only have access to the limited amount of personal information necessary to perform their functions. As permitted by applicable law, we may share your personal information as follows:
7.1 To Other Legal Professionals or Other Organizations
If we are unable to provide you with legal services, we may suggest other legal counsel or another organization. We will ask you first and tell you who they are before we share any of your information (including personal information). Such referral is a no-obligation referral, which means we cannot guarantee that they will agree to assist you.
7.2 To Our Service Providers
We use the following third-party service providers to provide access to the Website and deliver our Service, as well as to assist us in the administrative aspects of delivering the Service:
Each provider is engaged only to the extent necessary for its specific function and is required to handle any personal information in accordance with applicable privacy legislation. Where a provider may process data outside of Canada, this is noted below:
Microsoft – intake and contact forms, email services. Microsoft may process data outside of Canada; their privacy practices can be reviewed at: www.microsoft.com/en-ca/privacy/privacystatement
Framer – website hosting. Framer may process data outside of Canada; their privacy practices can be reviewed at: www.framer.com/legal/privacy-statement
Google Analytics – analytics. Google may process data outside of Canada; their privacy practices can be reviewed at: policies.google.com/privacy
These communication providers have access only to the information necessary to deliver their services. All service providers are required to adhere to strict confidentiality and data security protocols. Some of these service providers may store or process data on servers located outside of Canada (as specified above), which may be subject to foreign laws including disclosure requirements under foreign government authorities.
BRB has no control over the location of data, including personal information, stored locally on End User systems or devices, or sent to BRB through insecure means. If you have any questions about BRB’s policies and practices with respect to service providers outside of Canada, including its collection, use, disclosure, and storage of personal information, you can contact the BRB Privacy Officer (see Section 16).
7.3 Other Disclosures
As permitted or required by applicable law, we may disclose your personal information in the following circumstances:
When required by law: We may be required to disclose your personal information in response to a court order, subpoena, warrant, or other legal process served on BRB, or as otherwise required by applicable federal or provincial legislation.
In connection with a business transaction: In the event that BRB undergoes a change of ownership, amalgamation, dissolution, or ceases operations, your personal information may be disclosed or transferred to a successor, acquiring party, or records custodian, subject to equivalent privacy protections and in compliance with applicable retention requirements and privacy legislation. We will notify you of any such transfer to the extent required by law.
With your explicit consent: We may disclose your personal information or for other purposes not described in this Privacy Policy with your prior explicit, written consent.
BRB will only use your personal information for the purpose for which it was originally collected, or for a use consistent with that purpose, unless you expressly consent or it is permitted or required by law.
8. How We Protect Your Information
We are committed to safeguarding the personal information of our End Users in compliance with applicable data protection and privacy laws. We use reasonable technical, administrative and organizational measures to protect personal information against unauthorized access, use, disclosure, alteration and loss.
These measures include encryption of data in transit where supported, password-protected systems and devices, multi-factor authentication where available, restricted access to personal information on a need-to-know basis, and the use of reputable third-party service providers with industry-standard security practices.
We review our security practices periodically and take reasonable steps to safeguard the personal information we hold.
9. Our Data Retention Policy
Generally, BRB stores your personal information for as long as it is reasonably necessary to fulfill the purposes we collected it for, except as otherwise permitted or required by applicable data protection laws. When the applicable retention period ends, personal information is scheduled for destruction according to our record retention policies.
Personal information that is collected by a lawyer who has agreed in writing to represent you, is the responsibility of such lawyer, being the custodian of that information. Your personal information associated with your relationship with that custodian will be subject to the retention policies and practices of the custodian.
10. Cross-Border Data Processing
BRB engages third-party service providers to process data for purposes such as facilitating End User intake. Some of these service providers may be located outside of Canada, including in the United States. The data BRB sends to service providers for processing may include personal information. By agreeing to this Policy, you agree and acknowledge that data you provide to BRB may be transferred to third-party service providers as set out in this Policy.
11. External Websites & Third-Party Services
Our Website may contain links to external sites. Please note that we do not control the privacy practices of these external parties. Any information you share while visiting another website or using third-party services is governed by that provider’s privacy policy.
12. Unsubscribing From Communications
You can opt out of our mailing list at any time by clicking the unsubscribe link found in the emails you receive from us.
13. Your Rights Regarding Your Personal Information
You have the right to request access, corrections, or deletion of your personal information. You may exercise these rights by contacting our Privacy Officer (see Section 16).
14. Governing Law
This Privacy Policy shall be governed by and construed in accordance with the laws of the Province of British Columbia, Canada, without regard to conflict of law principles.
15. How We Handle Privacy-Related Complaints
Complaints can be submitted by email to our Privacy Officer. Complaints will be reviewed within 30 days. If we are unable to resolve your complaint, you may contact the Office of the Information and Privacy Commissioner for British Columbia.
16. Contacting Our Privacy Officer
If you have questions about this Privacy Policy, or if you wish to exercise your rights, you may contact our Privacy Officer at:
Brown, Romilly, Barnes Clinic Society
Email: privacy@brblegalclinic.com
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The revised Privacy Policy will be posted on this page with an updated effective date. We encourage you to review any changes to understand how we are protecting your information. Your continued use of our Website and Services after changes are posted constitutes acceptance of the updated Privacy Policy.