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FaxToFax for Canadian law firms
Canadian law firms still send and receive a steady stream of faxes: correspondence with opposing counsel, documents to and from banks and insurers, signed pages from clients and, where accepted, filings with courts and tribunals. Many of those documents are privileged or confidential. This faxtofax.ca guide explains how FaxToFax helps firms meet their confidentiality duties and keep reliable records, without a fax machine in the corner.
Get Started NowConfidentiality duties and fax
Lawyers must hold client information in strict confidence. The Federation of Law Societies of Canada's Model Code addresses this in rule 3.3, and each provincial and territorial law society adopts its own version of the rules. Firms also handle personal information subject to PIPEDA or provincial privacy laws. Check your own law society's current rules and practice guidance on technology and confidentiality.
FaxToFax provides safeguards built for FLSC Model Code 3.3 and PIPEDA. For firms with US clients or matters, it also supports ABA Model Rule 1.6(c). The tool supports your obligations; your firm's own policies and supervision remain essential.
Features that matter to a law office
- Encryption in transit (TLS 1.2 or higher) and at rest, with a private browser inbox. Received faxes are never emailed.
- Number confirmation before every send, which helps prevent misdirected documents.
- A time-stamped delivery receipt saved with each delivered fax, useful when the timing of a letter or offer matters.
- Scheduling up to 90 days ahead, with the option to cancel before it sends.
- Up to 50 recipients per fax, handy for letters copied to several parties.
- Cover pages with your firm's logo and reusable templates, such as one with a privilege notice.
- An append-only audit log of views, downloads and sends, with CSV export.
Setting up the firm
- Have the office manager or a partner create the account and act as owner.
- Choose the Business plan for five users, a shared inbox and 500 pages a month, adding users for $10 a month each. Larger firms can ask about Enterprise.
- Pick a local number for the firm. Porting your existing fax number is not available yet, so plan a changeover and update letterhead and directory listings.
- Add extra numbers for other offices or practice groups if you want separate lines.
- Assign roles: owner, admin, member and viewer. Give assistants and clerks the access their work needs.
- Create cover page templates for general correspondence and for privileged material.
- Set retention controls that reflect your file retention policy.
Day-to-day practice
Include the file number and the lawyer's name on every cover page so incoming replies reach the right person. When a fax is time-sensitive, download the delivery receipt and save it to the client file with the document. A delivered status confirms the recipient's line accepted the pages, so call or email to confirm receipt where it matters.
FaxToFax does not offer e-signatures. Have documents signed on paper or in your signing tool, save the signed copy as a PDF, then fax it. Also note there is no document management integration or API, so staff file faxes from the inbox into your system manually.
Agree a routine for the shared inbox. For example, a legal assistant reviews new faxes each morning and after lunch, matches each one to a file and lets the responsible lawyer know. Faxes that arrive for a lawyer who is away should go to whoever is covering their files, not sit unopened.
Pages and costs for a typical firm
Business includes 500 pages a month, counting pages sent and received, with $0.07 per extra page. Pages to Canada, the US or the UK use one plan page each. A firm that sends a few long closing packages each month should estimate those first, since a single 60-page package to three parties uses 180 pages. Annual billing saves about 17%. Full plan details are on faxtofax.ca.
FaxToFax for Canadian Law Firms: questions
Does FaxToFax meet law society requirements?
FaxToFax provides safeguards built for FLSC Model Code 3.3 and PIPEDA. Each law society sets its own rules, so check your society's current guidance and apply your firm's policies.
Can we prove when a fax was sent to opposing counsel?
Yes. Every delivered fax has a time-stamped delivery receipt saved with it, which you can download and keep with the file.
Can we see who in the firm opened a fax?
Yes. The append-only audit log records every view, download and send, and can be exported as CSV.
Can clients fax us from their phones?
Clients can fax your FaxToFax number from any fax machine or online fax service, including FaxToFax in a phone browser.
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