Privacy Policy

Last updated: 4 September 2026

SPS Law Group LLP (“SPS Law”, “we”, “us”) is a law firm with offices in Regina, Saskatchewan and Toronto, Ontario. This policy explains what personal information we collect when you use our website, our online booking system, our chat assistant and our client portal, why we collect it, who we share it with, how long we keep it, and the choices you have.

We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (Canada) (“PIPEDA”), which governs private-sector organizations in Saskatchewan and Ontario, and with our professional obligations of confidentiality under the Legal Profession Act, 1990 (Saskatchewan), the Law Society of Saskatchewan’s Code of Professional Conduct and, for our Ontario practice, the Law Society of Ontario’s Rules of Professional Conduct. Where you are a client, our duty of confidentiality and solicitor-client privilege apply in addition to this policy and take priority over it.

1. Who is responsible

SPS Law Group LLP is responsible for the personal information under its control. Our Privacy Officer is accountable for our compliance with this policy and PIPEDA.

• Privacy Officer: Satinder Pal Singh, Principal
• Email: info@spslaw.ca (subject line “Privacy”)
• Phone: +1 866 315 3612
• Mail: SPS Law Group LLP, 806 Victoria Avenue E, Regina, SK S4N 0R6

2. What we collect and why

2.1 When you book a consultation

Our online booking system collects:

• Your name, email address and mobile number, so we can confirm your appointment, send your meeting link and receipt, and reach you if something changes. We verify your email with a one-time code and, if you opt in to text messages, your mobile number with a one-time reply.
• The area of law, the type of matter and the province your matter is in, so we can put you with the right practitioner and confirm we can act in that province.
• The names of other people or businesses involved in your matter, if you provide them. We use these solely to check for conflicts of interest before we meet with you, as our professional rules require. Conflict checks are performed by a lawyer or under a lawyer’s supervision.
• A short note about your situation, if you choose to leave one. Please keep it general; you will be able to explain the details privately during the consultation.
• Appointment details: date, time, practitioner, whether you chose a video or in-person meeting, and any changes or cancellations you make.
• Payment information: consultation fees are processed by Stripe, Inc. Your card details are entered directly into Stripe’s secure form and never reach our systems. We receive only a confirmation, the last four digits of the card, the amount and a receipt number.

2.2 When you use the chat assistant on our website

Our website offers an automated chat assistant. It provides general information only and does not give legal advice. To help you, it may ask for your name, contact details, the province you are in and the general nature of your enquiry. What you type is processed by an artificial-intelligence service (see section 5) to generate replies, and a record of the conversation and your contact details is kept so that a member of our intake team can follow up. Please do not share confidential details of your matter in the chat; save those for a conversation with a lawyer.

2.3 When you become a client

If you retain us, we collect the information needed to provide legal services and to meet our professional and legal obligations, including identification and verification information required by the Law Society’s client-identification rules, details of your matter, documents you provide, and billing and trust-accounting records. This information is protected by solicitor-client privilege and our duty of confidentiality.

2.4 Video consultations

Video consultations take place over Microsoft Teams. With your consent, a consultation may be recorded or transcribed so that the practitioner can prepare an accurate note of your meeting. You will be told at the start of the meeting and may decline; declining does not affect the consultation. Recordings and transcripts are treated as part of your confidential file.

2.5 When you visit our website

Like most websites, ours records technical information such as your IP address, browser type, pages visited and the time of your visit. Our booking and chat systems store your IP address only in a hashed (one-way scrambled) form, used to prevent abuse. See section 8 for cookies and similar technologies.

2.6 When you contact us

If you email, call or write to us, or ask for a call back, we keep a record of your contact details and the correspondence so that we can respond and keep track of our dealings with you.

3. Consent

We collect, use and disclose personal information with your knowledge and consent, except where the law permits or requires otherwise. You give consent when you book a consultation, submit a form, use the chat assistant, or retain us. In some cases consent is implied by the nature of the request, for example when you give us your email address so that we can send you a confirmation.

You may withdraw your consent at any time, subject to legal and contractual restrictions and reasonable notice, by contacting our Privacy Officer. If you withdraw consent we may not be able to provide the service you asked for.

4. Electronic messages and text messages

We send emails and, if you opt in, text messages in accordance with Canada’s Anti-Spam Legislation (CASL).

• Transactional messages about an appointment you have booked, such as confirmations, reminders, changes and receipts, are sent because they are necessary to provide the service you requested.
• Text messages are sent only if you tick the consent box when booking and confirm your number by replying to our verification text. Messages are limited to your appointment. Message and data rates may apply. Reply STOP at any time to stop receiving texts and HELP for assistance. Our texts come from +1 833 993 3612.
• Marketing messages: we do not send marketing emails or texts unless you have separately agreed to receive them. Any such message will include an unsubscribe link.

5. Who we share information with

We do not sell personal information. We share it only as described here.

5.1 Service providers

We use trusted third-party providers to run our systems. Each is bound by contract to protect your information, to use it only to provide services to us, and not to use it for their own purposes. Our main providers are:

• Supabase (database hosting for our booking and client systems). Our database is located in Canada (Central region).
• Hostinger (hosting for our booking application, on servers in North America).
• Stripe (payment processing). Stripe processes card data under its own privacy policy and PCI DSS certification.
• Microsoft 365 and Microsoft Teams (email, calendars, video meetings and documents).
• CosmoLex (legal practice management, billing and trust accounting), for clients and prospective clients whose matters we open.
• Firma (electronic signature of retainer agreements).
• Twilio (text messages) and Resend (transactional email).
• Anthropic (artificial-intelligence service). We use AI to power the website chat assistant and to help our staff prepare drafts and summaries, for example a first draft of a retainer agreement or notes from a consultation, which are always reviewed by a person before use. Under the provider’s commercial terms, information sent to the service is not used to train its models.
• Sentry (error monitoring for our software; receives technical diagnostics, not the content of your matter).
• Vercel (hosting for the chat assistant service).

Some of these providers store or process information outside Canada, mainly in the United States. While information is outside Canada it may be accessible to the courts, law enforcement and national-security authorities of that country under its laws. We choose providers that maintain strong security and contractual protections, and we keep privileged client files in systems under our control.

5.2 Advertising and analytics

Our website uses Google Analytics and Google Ads (through Google Tag Manager) and the OpenAI advertising pixel to understand how visitors find and use the site and whether our advertising works. When someone who arrived from one of our advertisements books a consultation or leaves their contact details with the chat assistant, we report to the advertising platform that a lead was received. We report the event, not the content of the conversation or the details of your matter. These tools may set cookies; see section 8.

5.3 Legal requirements

We may disclose personal information where required or permitted by law, for example in response to a court order or a lawful request from a regulator such as the Law Society, or to protect our rights or the safety of any person. Where information is privileged we will assert privilege on your behalf unless you instruct otherwise.

5.4 Business transitions

If the firm merges with or transfers its practice to another firm, client files and related personal information may be transferred to the successor, subject to the Law Society’s rules on transferring files and to notice to affected clients.

6. How long we keep information

• Booking, intake, chat and communication records (for people who enquire or book a consultation, whether or not they become clients) are kept for six years from the last activity. Nothing is deleted automatically: records that reach the end of that period are reviewed and removed only with the approval of a lawyer, so that anything subject to a legal hold, an ongoing matter or a professional obligation is retained.
• Client files for matters in which we were retained are kept in accordance with the Law Society’s file-retention requirements and guidance, generally for at least ten years after the file is closed, and some records (for example wills, estate and corporate records) are kept indefinitely.
• Financial, trust and tax records are kept for the periods required by the Law Society and the Income Tax Act, currently at least six years after the end of the year they relate to.
• Appointment holds that are never completed (you started to book but did not finish) are kept only for as long as needed to follow up with you and for a limited period afterwards, within the six-year period above.

7. How we protect information

We use physical, organizational and technical safeguards appropriate to the sensitivity of the information, including encryption in transit and at rest, access limited to staff who need it for their work, verified email and phone before appointment details are released, hashed IP addresses, audit logs of staff access to client records, and regular encrypted backups. Our staff are bound by confidentiality obligations. No system is perfectly secure; if we become aware of a breach of security safeguards that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as PIPEDA requires.

8. Cookies and similar technologies

• Our website (spslaw.ca) uses cookies necessary for it to function, and analytics and advertising cookies set by Google Analytics, Google Ads and the OpenAI advertising pixel (section 5.2). These measure visits and advertising results; they do not read the content of your enquiry.
• The booking system uses your browser’s session storage only to keep your place while you complete a booking. It sets no tracking cookies.
• The client portal and staff portal use a secure session cookie to keep you signed in.
• Stripe may set cookies on its payment form for fraud prevention.

You can block or delete cookies in your browser settings; some parts of the site may then not work.

9. Your rights

Subject to limited exceptions under PIPEDA and to solicitor-client privilege, you may:

• Access the personal information we hold about you and learn how it has been used and to whom it has been disclosed;
• Correct information that is inaccurate or incomplete;
• Withdraw consent to further collection, use or disclosure, subject to legal and contractual restrictions;
• Ask questions or complain about our handling of your information.

Send requests to our Privacy Officer (section 1). We will respond within 30 days, and may need to verify your identity first. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada, 30 Victoria Street, Gatineau, Quebec K1A 1H3, 1-800-282-1376, www.priv.gc.ca.

10. Children

Our website and booking system are intended for adults. If a matter concerns a person under 18, a parent or guardian should book and communicate with us on their behalf.

11. Links to other sites

Our website contains links to other websites, including those of our service providers, courts and government agencies. We are not responsible for their privacy practices and encourage you to read their policies.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. Material changes will be posted on this page, and where appropriate we will tell you directly.

13. Contact

Questions about this policy or about your personal information: contact our Privacy Officer using the details in section 1.