How Much Does Law 25 Compliance Support Cost in Quebec?

The cost of Law 25 support depends on your organization’s circumstances, work already completed and the services you actually need. There is no single price that applies to every small or medium-sized enterprise (SME) or nonprofit.

An organization seeking a review of one policy will not necessarily have the same needs as one that must inventory personal information, review several providers, complete privacy impact assessments (PIAs) and establish governance practices.

Before comparing prices, it is important to understand what the proposed support actually includes.

1. What factors influence the cost of Law 25 compliance?

The size and structure of your organization

The number of employees, locations, departments and people involved can affect the work required.

However, size alone does not determine the complexity of an engagement. A small organization that handles sensitive information may have significant needs.

The personal information you hold

The nature, sensitivity, volume and uses of personal information affect the measures to consider.

Employee records, customer information, health data or information about vulnerable individuals may raise different considerations.

Your systems and providers

Payroll software, management systems, cloud platforms, artificial intelligence tools and external providers may require particular review.

Depending on the circumstances, some activities may require a privacy impact assessment.

Documents and practices already in place

An organization that already has appropriate policies, an information inventory and operational procedures may need a more focused engagement.

Conversely, an organization starting its process may need more diagnostic, documentation and implementation work.

The level of support you are seeking

Cost can also vary depending on whether you want recommendations, tailored documents or support applying and updating them.

2. Three ways to structure a Law 25 engagement

Option 1 - A focused engagement

This approach addresses a specific need.

Examples include reviewing a privacy policy, documenting an incident, assessing a provider or completing a PIA for a defined project.

May suit: an organization that has already structured its approach but needs complementary expertise on one topic.

Option 2 - A structured compliance approach

This approach generally starts by understanding activities and the personal information handled.

Depending on needs, it may include an assessment, mapping, provider review and preparation of policies, registers and management tools.

May suit: an organization that wants to structure its process and obtain deliverables adapted to how it operates.

Option 3 - Evolving support

This approach combines initial work with support for implementation and evolving practices.

It may be useful when an organization regularly adopts new systems, changes providers or wants support over time.

May suit: an organization seeking ongoing support rather than a one-time document delivery.

3. What should a Law 25 service proposal include?

To compare two offers, examine the actual scope of work rather than the total amount alone.

Depending on the engagement, a proposal should specify:

• Planned assessment activities and meetings.
• Documents and tools to be provided.
• Degree of tailoring.
• Provider reviews and PIAs included or excluded.
• Support available to put measures into practice.
• Responsibilities of the organization and consultant.
• Possible additional fees.
• Update or post-delivery support arrangements.

4. Does the cost of compliance include only consulting fees?

No. An organization’s overall budget may also include internal management time, training, system adjustments, security measures or specialized legal work.

These expenses should be distinguished from consulting fees.

Preventive investments should also not be confused with potential penalties provided by legislation: they are two different matters.

5. Can costs be reduced without neglecting your obligations?

Yes. A well-organized approach can help limit unnecessary or duplicated work.

For example, an organization can centralize existing documents, identify internal people responsible, inventory its main systems and group its questions before work begins.

A phased approach can also make it easier to plan resources.

6. Why is a privacy policy alone not always enough?

A privacy policy is an important transparency tool, but it does not replace the internal practices needed to protect personal information.

Depending on the applicable regime, an organization must in particular address governance, responsibilities, information retention and destruction, and incident management.

Some situations also require a PIA.

The objective of support should therefore not be only to produce documents, but also to help the organization use them properly.

7. How Exact HR supports Quebec SMEs and nonprofits

Exact HR offers support adapted to the activities and needs of organizations.

Our Law 25 Evolution approach addresses, among other topics, personal information assessment and mapping, the technology environment, providers, PIAs, retention, policies and consent.

Support aims to help people responsible understand their duties, structure their practices and have tools they can apply within their organization.

The content and arrangements of an engagement must be confirmed according to the services selected.

8. Assess your needs before requesting a proposal

Not sure whether your organization needs a focused engagement or more complete support?

Answer a few questions about your situation to identify the topics to discuss with an adviser.

This self-assessment is indicative. It does not by itself determine your compliance or the legal duties that apply.