Privacy Policy

Table of content

Last updated: April 08, 2025

Non-Legal Services Only

We respect your privacy and are committed to protecting it through our compliance with this privacy policy (“Policy”). This Policy describes the types of information we may collect from you or that you may provide (“Personal Information”) on the philer.ai website (“Website”), “Philer” mobile application (“Mobile Application”), and any of their related products and services (collectively, “Services”), and our practices for collecting, using, maintaining, protecting, and disclosing that Personal Information. It also describes the choices available to you regarding our use of your Personal Information and how you can access and update it. This Policy is a legally binding agreement between you (“User”, “you” or “your”) and Philer Inc. (doing business as “Philer”, “we”, “us” or “our”). By accessing and using the Services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Policy.

Note that this Policy applies only to Non-Legal Services provided by Philer Inc., and not to Legal Services provided by Partner Lawyers. You can learn more about the distinction in services between these two entities by reading the Philer Inc. Terms & Conditions, and the Partner Lawyer Engagement Letter on the philer.ai website.

Collection of Information

When you access our Website or use the Mobile Application, certain information is automatically collected by our servers. This may include your IP address, device location, browser type and version, operating system details, language settings, referring web pages, pages visited, time spent on pages, search terms, access dates and times, and other technical data.

We collect this information only to identify potential cases of abuse and establish statistical information regarding the usage and traffic of the Services to improve any identified issues with our software, and allow us to identify bugs and improve the Philer product for future clients. This data is used only in a statistical manner and is not used to personally identify any individual user.

Personal Information

To access certain features of our Services, you may be required to provide Personal Information.

Philer will request your explicit consent before collecting or recording any information that is:

Sensitive in nature;
Beyond your reasonable expectations; or
Poses a potential risk of significant harm if misused.

Where the information is publicly available, your consent may be implied for its collection, use, or disclosure.

You may refuse or withdraw your consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer. Please note that withdrawal of consent may limit our ability to provide some Services.

We collect and store any Personal Information you voluntarily provide when you create an account, use our Services, publish content, or complete forms. This may include, where applicable:

Account details (such as user name, unique user ID, password, etc)
Contact information (such as email address, phone number, etc)
Basic personal information (such as name, country of residence, etc)
Biometric information (such as facial recognition for identity verification)
Proof of identity (such as a photocopy of a government ID)
Payment information (such as credit card details, bank details, etc)
Geolocation data of your device to identify any security breaches
Certain features on the mobile device that are required to provide a given Service, such as:

Contacts – to invite a collaborator to a Philer service
Calendar – to book meetings with members of the Philer team
Gallery – to upload relevant images required for a Service
Any other materials you willingly submit to us (such as articles, images, feedback, etc) Users who are uncertain about what information is mandatory are welcome to contact us.

Use of Information

To provide our Services and meet legal obligations, Philer may need to collect and use certain Personal Information. If you choose not to provide this information, we may be unable to deliver some products or services.

We may use your Personal Information for the following purposes:

Creating and managing user accounts

Delivering products and services

Improving our products and services through usage analytics

Sending updates, marketing, and promotional communications

Responding to inquiries and providing support

Requesting user feedback

Enhancing user experience and delivering targeted content

Operating and maintaining the Services

Verifying your identity and meeting legal obligations, including Know Your Client (KYC) and anti-money laundering requirements

Processing payments and managing billing information

Maintaining internal records and managing legal service delivery

Ensuring the accuracy of your information and preferences

Meeting quality, professional, and accreditation standards

Ensuring regulatory compliance (e.g., conflict checks and information barriers)

Pursuing legal remedies and limiting potential damages

Detecting and preventing fraud or illegal activity

Meeting insurance and security requirements

Fulfilling obligations to the Law Society of Ontario as part of its Access to Innovation Program

Any other purpose disclosed to you with your express consent

We process your Personal Information based on one or more of the following legal grounds:

Your explicit consent

Fulfillment of a contract or pre-contractual obligations

Compliance with legal obligations

Public interest or official authority

Our legitimate business interests or those of a third party

In some cases, local laws may permit us to process your information unless you object (opt out). We are happy to clarify the specific legal basis for processing your data, including whether it is a legal or contractual requirement.

Log in with Google

If you choose to sign in using your Google account, we will collect and store only your email address, which will be linked to your Philer account. This email address is used solely to provide our Services and communicate with you. We do not access, use, store, or share any other Google user data beyond what is stated in this Privacy Policy.

Payment Collection

If you use Services that require payment, you may be asked to provide credit card or other payment information. This information is used solely to process payments and is handled by third-party payment processors (“Payment Processors”) on our behalf.

Our Payment Processors comply with current security standards set by the PCI Security Standards Council (including Visa, MasterCard, American Express, and Discover). All sensitive information is transmitted via SSL-secured channels and encrypted using industry-standard technologies. We share your payment information with these processors only as needed to complete transactions, issue refunds, or resolve payment-related issues.

Payment Processors may collect Personal Information such as your name, email address, billing address, and financial account details. For recurring payments, and with your consent, your financial information may be securely stored in encrypted form on the Payment Processor’s servers. The use of your information by these third parties is governed by their own privacy policies, which may differ from ours. We encourage you to review those policies directly.

We may also request your consent to collect additional data from third-party providers to verify your identity, conduct credit checks, assess risk, and prevent fraud. This helps us protect your account, ensure compliance with legal requirements, and maintain the security of our Services.

Delete My Information

You are able to delete certain Personal Information Philer Inc. holds about you. The types of information you can delete may vary depending on updates to our Services.

Please note that, even after deletion, we may retain a copy of your original Personal Information as necessary to fulfill our legal and regulatory obligations, including those required by the Law Society of Ontario, our partners, and for other legitimate business purposes such as record-keeping, dispute resolution, or enforcing our agreements.

To request deletion of your Personal Information or to permanently close your account, please contact Philer Inc. directly.

Information Disclosure

To deliver the Services you request or to complete transactions, we may share your Personal Information with trusted subsidiaries, joint venture partners, contractors, and third-party service providers (“Service Providers”) who support our operations. These parties are required to maintain privacy standards consistent with this Policy or agree to follow our privacy practices.

We do not share personally identifiable information with unaffiliated third parties. Service Providers are only given access to the information necessary to perform their specific functions and are not permitted to use or disclose your information for their own purposes, including marketing.

Your Personal Information may be shared only with the following categories of Service Providers:

Cloud computing services

Data storage services

Financial services

Government agencies

Payment processors

User authentication services

Website hosting service providers

We may disclose your Personal Information if required or permitted by law, such as in response to a court order, subpoena, or other legal process. We may also disclose information in good faith when necessary to:

Protect our legal rights;

Ensure your safety or the safety of others;

Investigate fraud or suspected unlawful activity; or

Respond to lawful requests from government authorities.

In the event of a business transition—such as a merger, acquisition, or sale of all or part of our assets—your user account and Personal Information may be transferred as part of that transaction. We will take reasonable steps to ensure that any such transfer is handled in accordance with this Privacy Policy.

Data Retention Policy

We will retain and use your Personal Information for the period necessary, and a maximum of ten (10) years, to comply with our legal obligations, to enforce our agreements, resolve disputes, and unless a longer retention period is required or permitted by law.

We may use any aggregated data derived from or incorporating your Personal Information after you update or delete it, but not in a manner that would identify you personally. Once the retention period expires, Personal Information shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification, and the right to data portability cannot be enforced after the expiration of the retention period.

Cookie Policy

Our Services use cookies to enhance and personalize your online experience. A cookie is a small text file placed on your device by a website server. Cookies do not run programs or deliver viruses and can only be read by the domain that issued them.

We may use cookies to collect, store, and track information for security, functionality, personalization, and analytical purposes.

You can choose to accept or decline cookies. Most browsers accept cookies automatically, but you can modify your browser settings to decline them if you prefer. Please note that disabling cookies may affect the functionality of certain features of the Services.

Data Analytics

We may use third-party analytics tools that employ cookies, web beacons, and similar technologies to collect general information about users’ interactions with our Services. This includes data such as pages visited, time spent on pages, and frequency of visits. The information is used solely to generate statistical reports, monitor performance, and improve our Services. These tools do not collect or track any personally identifiable information, and we do not link this data to individual users.

Do Not Track Signals

Some web browsers offer a “Do Not Track” (DNT) feature that signals a user’s preference not to be tracked across different websites. As there is no consistent standard for how DNT signals are interpreted, our Services do not currently respond to these signals. However, as outlined in this Privacy Policy, we limit the collection and use of your Personal Information in accordance with applicable laws and best practices.

“Advertisements” include offers displayed on the Philer website, platform, or other Philer communication channels. We may share aggregated, non-personal information about customer activity, such as clicks on partner offers, with advertisers. We do not share personally identifiable information with advertisers. Occasionally, we may use this aggregated data to deliver targeted ads but will not sell this information.

Social Media Features

Our Services may include social media tools, such as Facebook and Twitter buttons or “Share This” buttons (collectively, “Social Media Features”). These features may collect your IP address, the page you are viewing, and set cookies to ensure proper functionality. Social Media Features may be hosted by their respective providers or directly on our Services. Your interactions with these features are subject to the privacy policies of the respective providers.

Email Marketing

We offer electronic newsletters (email newsletters) that you may subscribe to voluntarily. We are committed to keeping your email address confidential and will not share it with third parties, except as described in the information use and processing section or when using a third-party provider to send these emails. We will handle your email information in compliance with applicable laws and regulations.

In accordance with Canada’s anti-spam laws, all emails from us will clearly identify the sender and provide contact details. You may unsubscribe from our newsletters or marketing emails at any time by following the unsubscribe instructions or by contacting us directly. However, you will still receive essential transactional emails.

Push Notifications

You may voluntarily subscribe to push notifications at any time. To deliver these notifications to the correct devices, we use a third-party provider that relies on a unique device token issued by your device’s operating system. Device tokens do not reveal your identity, device ID, or contact information to us or the provider. We will handle all data in compliance with applicable laws. If you wish to stop receiving push notifications, you can adjust your device settings.

External Resources

The Services contain links to other resources that are not owned or controlled by us. Please be aware that we are not responsible for the privacy practices of such other resources or third parties. We encourage you to be aware when you leave the Services and to read the privacy statements of each and every resource that may collect Personal Information

Data Security

We store your information on secure servers, protected from unauthorized access, use, or disclosure, and implement reasonable safeguards to protect it. However, no data transmission over the Internet or wireless network can be fully guaranteed. You acknowledge that:

(i) there are security and privacy limitations of the Internet which are beyond our control;

(ii) the security, integrity, and privacy of any and all information and data exchanged between you and our servers cannot be guaranteed; and

(iii) any such information and data may be viewed or tampered with in transit by a third party, despite best efforts.

As the security of Personal Information depends in part on the security of the device you use to communicate with us and the security you use to protect your credentials, please take appropriate measures to protect this information

Data Breach Policy

If we become aware that the security of our Services has been compromised or that Users’ Personal Information has been disclosed to unauthorized third parties due to external factors, such as security breaches or fraud, we reserve the right to take appropriate actions, including investigation, reporting, and cooperating with law enforcement authorities. In the event of a data breach, we will make reasonable efforts to notify affected individuals if we believe there is a risk of harm or if required by law. Affected individuals will be notified through a website notice and email.

Changes and Amendments

We may update this Policy and post the most recent updated date at the top pf this page, and notify you via email or other methods. Continued use of the Services constitutes acceptance of the revised Policy.

Contact Us

For questions about your personal information or to exercise your rights, please contact us at contact@philer.ai. We will address your concerns and respond as quickly as possible, within applicable data protection laws.

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Philer is an authorized participant of
Access to Innovation (A2I) program by the
Law Society of Ontario.

Philer is an authorized participant of Access to Innovation (A2I) program by the Law Society of Ontario.