Privacy Policy

Introduction

Birchwood Counsel is committed to protecting the privacy and security of your personal information. As an immigration law practice in Taiwan, we handle sensitive personal data as part of providing legal services to our clients. This Privacy Policy explains how we collect, use, protect, and share information in accordance with the Taiwan Personal Data Protection Act and professional legal ethics requirements.

This policy applies to information collected through our website, during consultations, and throughout our client representation. By using our services or website, you acknowledge that you have read and understood this Privacy Policy.

Information We Collect

Personal Information

We collect personal information necessary to provide immigration legal services, including:

• Full name, date of birth, and nationality
• Contact information (email address, phone number, mailing address)
• Passport and identification document details
• Educational background and professional qualifications
• Employment history and current employment details
• Family information relevant to immigration applications
• Financial information required for specific residence pathways
• Criminal background check results and health examination records

Website Usage Information

When you visit our website, we may collect:

• IP address and browser type
• Pages visited and time spent on our website
• Referring website or source of traffic
• Device information and operating system
• Cookie data (see our Cookie Policy for details)

Communications

We retain records of communications with our office, including emails, phone call notes, and meeting records, to maintain accurate case files and provide effective legal representation.

How We Use Your Information

We use collected information for the following purposes:

Legal Service Delivery

• Preparing and submitting immigration applications to Taiwan government agencies
• Assessing pathway eligibility and providing legal advice
• Managing case files and maintaining client records
• Communicating with you regarding your case status and requirements
• Coordinating with third-party service providers (translators, document authentication services)

Legal Compliance

• Complying with Taiwan Bar Association professional requirements
• Responding to lawful requests from government authorities
• Maintaining records as required by legal practice regulations
• Conflict of interest checks before accepting new clients

Practice Operations

• Improving our services based on client feedback
• Sending updates about your case or relevant immigration policy changes
• Internal quality control and professional development
• Website analytics to improve user experience

Legal Basis for Processing

We process personal data based on the following legal grounds:

• Contract Performance: Processing necessary to fulfill our legal services agreement with you
• Legal Obligation: Processing required by Taiwan immigration law, bar association rules, or other legal requirements
• Legitimate Interest: Processing necessary for our legitimate interests in providing effective legal representation and maintaining professional practice standards
• Consent: For marketing communications or other processing where we have obtained your explicit consent

Data Sharing and Disclosure

Government Agencies

We share your information with Taiwan government agencies as necessary for immigration applications, including the National Immigration Agency, Ministry of Labor, and other relevant authorities. This sharing is essential to the immigration process and authorized by your engagement of our services.

Service Providers

We may share information with trusted third-party service providers who assist in our operations:

• Translation services for document preparation
• Document authentication and legalization services
• Secure document storage and management systems
• IT and cybersecurity service providers

These providers are contractually bound to maintain confidentiality and use information only for specified purposes.

Legal Requirements

We may disclose information when required by law, court order, or regulatory investigation, or to protect our legal rights and interests.

No Sale of Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encrypted storage of electronic files and communications
• Secure physical storage for paper documents in locked facilities
• Access controls limiting information to authorized personnel only
• Regular security audits and updates to protection measures
• Employee training on confidentiality and data protection requirements
• Secure disposal procedures for documents no longer needed

While we maintain rigorous security practices, no system can guarantee absolute security. We encourage you to use secure communication methods when sharing sensitive information.

Data Retention

We retain client information for the following periods:

• Active Case Files: Throughout the duration of representation and case completion
• Closed Case Files: Minimum of 10 years after case closure, as required by Taiwan Bar Association standards
• Financial Records: 7 years as required by Taiwan tax regulations
• Website Analytics: Maximum of 26 months

After retention periods expire, we securely delete or destroy information unless continued retention is required by law or for legitimate legal purposes.

Your Rights

Under Taiwan's Personal Data Protection Act, you have the following rights:

Right to Access

You may request access to personal information we hold about you. We will provide copies within 30 days of your request, subject to legal limitations.

Right to Rectification

You may request correction of inaccurate or incomplete information. We will update records promptly upon verification of corrected information.

Right to Erasure

You may request deletion of your personal information in certain circumstances. However, legal and professional requirements may prevent immediate deletion of case files and related records.

Right to Restriction

You may request limitation of how we process your information while we verify accuracy or assess legal grounds for processing.

Right to Object

You may object to processing based on legitimate interests. We will cease such processing unless we demonstrate compelling legitimate grounds that override your interests.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw consent at any time. This does not affect the lawfulness of processing before withdrawal.

Exercising Your Rights

To exercise these rights, contact us at [email protected]. We will respond within 30 days and may request verification of your identity before fulfilling requests.

Cookies and Tracking

Our website uses cookies to enhance functionality and analyze usage. For detailed information about our cookie practices, including how to manage cookie preferences, please review our Cookie Policy.

International Data Transfers

Your information is primarily stored and processed in Taiwan. If we transfer data internationally (for example, to authenticate documents from your home country), we ensure appropriate safeguards are in place to protect your information in accordance with Taiwan data protection standards.

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors except when necessary for family-based immigration applications where a parent or legal guardian provides consent and information.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the revised policy on our website with an updated "Last Updated" date. Significant changes will be communicated to active clients via email. Your continued use of our services after changes take effect constitutes acceptance of the revised policy.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:

Supervisory Authority

If you believe we have not addressed your privacy concerns adequately, you have the right to lodge a complaint with Taiwan's supervisory authority for data protection matters. We encourage you to contact us first so we may attempt to resolve your concerns directly.