The Canadian Centre for Professional Legal Education (CPLED) is established pursuant to the Societies Act, (Alberta) S. A. 2000, c.S-14, for the purpose of delivering the Practice Readiness Education Program (PREP) to students-at-law (“Students”) on behalf of the Law Society of Alberta, the Law Society of Saskatchewan, the Law Society of Manitoba and the Nova Scotia Barristers’ Society (the “Participating Law Societies”). Any reference to CPLED in this document also refers to PREP.
“Personal Information” – information about an identifiable person. Personal Information does not include information created by aggregating information about an identifiable person which does not identify, or cannot be associated with, a specific person.
“Student” – an individual who purchases, uses or partakes of any products or services offered by CPLED, regardless of the format in which such products and services are delivered, including students-at-law attending PREP.
PURPOSES FOR COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
CPLED collects, uses and discloses Personal Information for the following purposes (“Identified Purpose”):
- to assist in the operation and administration of PREP to Students in Alberta, Saskatchewan, Manitoba and Nova Scotia;
- to monitor student performance;
- to communicate with the student, their principal, and the applicable Law Society regarding the Student’s participation in PREP or their performance;
- to establish and maintain relationships with Students using our products and services;
- to provide requested and ongoing products and services;
- to obtain a better understanding of students accessing our products and services and their requirements and preferences;
- to develop, enhance and/or market products and services;
- to manage and improve business and operations, including for statistical purposes and data analytics;
- to prevent, detect, sanction or report any breach of the requirements of professional behavior, professional integrity, and academic integrity and to ensure Students’ compliance with CPLED’s Professional Integrity Policy;
- to comply with and carry out arrangements with and obligations to the Participating Law Societies;
- to develop and administer PREP in order to assist the Participating Law Societies in meeting legal and regulatory requirements in their respective jurisdictions;
- to verify whether potential instructors meet the requirements established by CPLED; and
- for any other reasonable purposes as required for the effective delivery of PREP.
COLLECTION OF PERSONAL INFORMATION
CPLED collects the following Personal Information about students enrolled or seeking enrollment in PREP for the purposes identified above:
- name, address, and email address;
- date of birth;
- preferred pronoun;
- demographic background;
- emergency contact information;
- articling information including firm name, size of firm, city, province, start date, principal name, principal email address, principal phone number;
- accommodation (if applicable);
- who is paying for PREP tuition fees: student, firm, scholarship;
- if previously enrolled in a Bar admission course, which province;
- legal degree: institution name, degree type, country, year and month obtained;
- NCA Certificate of Qualification (if applicable) and prior legal experience (if applicable) country and years of experience;
- verification of Law Society membership, including roll number;
- changes in membership status (if applicable);
- confirmation as to whether the Student has successfully completed the PREP program; and
- concerns or information relating to a contravention of potential contravention of CPLED’s Professional Integrity Policy.
CPLED collects the following Personal Information about individuals who are applying to serve as an instructor for PREP:
- name, address and email address;
- verification of Law Society membership; and
- confirmation with respect to whether they are a member of the Law Society in good standing.
Where practical, CPLED will collect Personal Information directly from the individual to whom the information pertains. Where necessary, Personal Information may be collected from other sources. CPLED will only collect the Personal Information necessary for the Identified Purposes listed above.
PIPEDA and PIPA provide that an individual is deemed to consent to the collection, use or disclosure of Personal Information about that individual for a particular purpose if the individual voluntarily provides the information for that purpose and it is reasonable that a person would voluntarily provide that information.
In determining the appropriate form of consent, CPLED will consider the sensitivity of the Personal Information and the reasonable expectations of a person. In general, the use of products and services provided by CPLED to a person constitutes implied consent for CPLED to collect, use and disclose Personal Information for all Identified Purposes.
In order to participate in PREP, students are required to provide their Personal Information for the uses set out above. Consent may be withdrawn, unless CPLED needs the Personal Information to fulfil a legal obligation, or if the collection, use or disclosure without consent is authorized by PIPA or PIPEDA. If a Student withdraws their consent, it may affect the Student’s ability to participate further in PREP. Students who wish to withdraw their consent may contact CPLED for more information regarding the implications of withdrawing consent to the use or disclosure of Personal Information.
CPLED will undertake reasonable efforts to ensure that the Personal Information collected, used or disclosed by CPLED is accurate and complete.
USE AND DISCLOSURE OF PERSONAL INFORMATION
CPLED will not use or disclose Personal Information for purposes other than that for which it was collected, except with the consent of the Student or as permitted or required by law, including the exceptions permitting use or disclosure without consent established in PIPA or PIPEDA.
CPLED may disclose Personal Information to third parties, including anyone who in our reasonable judgment is seeking the Personal Information as an agent or authorized representative of the Student to whom the Personal Information relates.
CPLED may, in accordance with the Identified Purposes above, disclose Personal Information to a company or an individual employed or retained by CPLED to perform functions on our behalf, including:
- data processing;
- preparation and delivery of services; and
- mailing and other modes of provision of information.
CPLED discloses the following information to the Law Society in which the Student is a member:
- upon completion of PREP, a statement indicating whether the Student has passed or failed;
- if the Student initiates an appeal, the outcome of the appeal;
- if the Student does not complete PREP within the period of time prescribed by the Law Society to which the Student is a member, CPLED will notify the Law society; or
- if the Student has been found to have acted in contravention of CPLED’s Professional Integrity Policy.
CPLED may disclose the following information to the Student’s principal:
- information about the Student’s participation or performance in PREP, including their grades.
PROTECTION OF PERSONAL INFORMATION
CPLED protects Personal Information by using reasonable safeguards appropriate to the sensitivity of the Personal Information and makes reasonable efforts to protect Personal Information against loss or theft, unauthorized access, disclosure, copying, use or modification, regardless of the format in which it is held. PIPEDA and PIPA allow CPLED to retain Personal Information for as long as is reasonable for legal or business purposes.
CPLED reserves the right to contract out any services to third parties. This contracting of services may include contracting out to third parties who are not located in Canada, including the United States and the United Kingdom. At all times, CPLED will ensure that each third-party contractor has the appropriate privacy safeguards in place in order to ensure all Personal Information is secure.
Upon written request, CPLED will inform a Student of the existence, use and disclosure of their Personal Information. CPLED will provide a Student with reasonable access to his or her Personal Information, subject to any applicable exemptions in PIPA or PIPEDA.
CPLED may be unable to provide access to all the Personal Information held about a Student if providing access would reveal Personal Information about another individual or would reveal confidential commercial information. If an access request is denied, CPLED will provide the reasons for denying the access request and the forms of recourse that the Student may take.
CPLED will respond to a Student’s request within a reasonable time and, in any event, not later than the time required by law, subject to extensions permitted by law. If an extension is permitted, CPLED will notify the Student of the extension, the reason for the extension, the time in which a response may be expected and the types of recourse a Student may take in relation to the decision to extend.
PIPEDA and PIPA permit Students to submit written requests to CPLED to correct errors or omissions in their Personal Information within the custody or control of CPLED. CPLED will correct a Student’s Personal Information upon request and, if reasonable to do so, send correction notifications to any other organizations to which CPLED disclosed the incorrect information. Alternatively, CPLED may decide not to correct the Personal Information, but annotate the Personal Information that a correction was requested but not made.