The Personal Information Protection Act (PIPA) governs how organizations in British Columbia collect, use, store, disclose, and protect personal data. “Personal Information” refers to any data that identifies an individual, whether in paper or electronic form. At Okanagan Valley Notary, I understand the significance of privacy and the sensitivity of personal information gathered in the course of my notarial and legal services.

I am committed to upholding my professional duty to safeguard my client’s confidentiality and ensuring I meet my obligations in relation to the personal data I collect, use, or disclose. This Privacy Policy has been established to reflect those responsibilities.

Why Do I Need Personal Information?

To offer proper legal and notarial guidance, I must gather all relevant facts and information regarding each transaction. This will inherently include personal details about my clients, as well as potentially about third parties involved in the transaction.

How Do I Handle the Information?

Whenever possible, I gather personal information directly from the individual it pertains to. If necessary, I may also collect data from other relevant sources.

By engaging Okanagan Valley Notary for advice or services, clients consent to the collection, use, and disclosure of their personal information, as required to provide accurate and thorough advice or representation.

My practice also collects personal data about individuals other than my clients, in compliance with PIPA. Under the Act, an individual is deemed to have consented to the collection, use, or disclosure of their information if the purpose is clearly evident to a reasonable person at the time consent is provided. In these cases, I may collect, use, or disclose information without obtaining written or verbal consent.

PIPA also allows the collection and use of personal data in certain circumstances without explicit consent. These situations include, but are not limited to, those where consent is not required by law. In all cases, I will make reasonable efforts to ensure the information I collect is accurate and complete.

How Do I Keep Personal Information Secure?

I understand the importance of protecting the confidential information entrusted to me by my clients and others. To safeguard against unauthorized access, misuse, disclosure, alteration, or destruction of personal data, I have implemented appropriate security measures within my practice.

Under What Circumstances Will I Release Personal Information?

The Act allows individuals to request access to:

• The personal information I hold about them
• Details on how their personal information is used or disclosed
• The names of third parties or organizations to whom I have disclosed their personal information

I will respond to requests within the timeframes specified by the Act and in accordance with your authorization. I will make every reasonable effort to provide accurate and comprehensive responses. Please note that some requests may incur fees as permitted by law.

However, the Act also provides exceptions. An individual does not have an automatic right to access their personal data under certain conditions, such as:

• If the disclosure could reasonably be expected to endanger the safety or health of another individual
• If the disclosure would cause immediate or significant harm to the requester’s physical or mental well-being
• If the disclosure would reveal personal information about another individual
• If the disclosure would identify a person who has provided personal information about someone else, and that person has not consented to disclose their identity

Additionally, I am not required to disclose personal data when:

• The information is protected by notary/client privilege
• Disclosure would reveal confidential commercial information that, if made public, could harm the competitive position of an organization
• The information was created or collected during mediation or arbitration proceedings in which the individual was involved as a mediator or arbitrator under a legal, contractual, or court-ordered agreement