PIPEDA consent form retention for Ontario RCICs

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

How long should I keep PIPEDA consent?

For the active relationship and through your post-closure retention window. CICC's Client File Management Regulation requires the client file to be retained a minimum of six years after closing; PIPEDA has no fixed period — OPC guidance calls for a documented retention-and-disposal schedule, not an arbitrary 90-day delete. Follow your firm's written policy.

Do I need a new consent when privacy policy updates?

When material changes affect collection/use, obtain updated consent and retain both versions with dates. Reject uploads of an old template after you publish a new one.

Is email OK for consent?

Your firm chooses the form — signed PDF upload is common. The record must show what the client agreed to and when. Hivi-X stores the approved upload, not legal validity.

Does withdrawal of consent delete the old form?

Under PIPEDA, clients may generally withdraw consent subject to legal or contractual restrictions — but retention of the historical consent record often still applies for accountability and regulatory purposes. Confirm with your compliance advisor.

Where does consent live in Hivi-X?

Dedicated checklist line — approved PDF exportable with the rest of the CICC file package.

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