Privacy Policy

1. Information We Collect

1.1 Personal Information

We collect personal information necessary to provide our fingerprinting services, including:

• Identity Information: Full name, date of birth, government-issued identification
• Contact Information: Address, phone number, email address
• Biometric Data: Digital fingerprints and photographs as required for RCMP processing
• Service Information: Purpose of fingerprinting (employment, immigration, volunteer screening)
• Payment Information: Payments are processed securely through our third-party payment provider (PayPal). We do not collect or store your full credit card numbers on our servers; your payment details are handled directly by PayPal under its own privacy policy.

1.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and browser information
• Website usage patterns and preferences
• Device information and operating system
• Referral sources and search terms

2. How We Use Your Information

2.1 Service Delivery

• Processing criminal record checks and police clearance certificates
• Submitting fingerprints to RCMP and other authorized agencies
• Scheduling appointments and managing service requests
• Communicating about your service status and results

2.2 Legal Compliance

• Complying with RCMP accreditation requirements
• Meeting federal and provincial privacy legislation
• Maintaining required records for regulatory purposes
• Responding to lawful requests from authorities

2.3 Business Operations

• Improving our services and customer experience
• Internal quality assurance and training
• Website analytics and optimization
• Marketing communications (only with your separate, express opt-in consent, which is never a condition of service). This is distinct from the transactional appointment confirmations and reminders described in Section 3, which are service messages tied to a booking you request.

3. Electronic Communications & SMS/Email Consent

3.1 Appointment Confirmations and Reminders

When you book an appointment through our website, we collect your name, email address, and mobile phone number in order to administer your booking. With your express consent, we use this information to send you appointment confirmations and reminders by email and text message (SMS). These are transactional service messages relating to an appointment you have requested.

3.2 How You Provide Consent

Before completing a booking, you must affirmatively check a consent box indicating that you agree to receive appointment confirmations and reminders by email and SMS and that you accept this Privacy Policy. We record the fact and time of your consent together with your booking. You are not required to provide SMS consent to obtain our services by other means (for example, by telephone), but consent is required to complete a booking through the online form.

3.3 Message Frequency, Rates, and Opting Out

• Message frequency varies based on your booking activity (typically a confirmation plus up to two reminders per appointment).
• Message and data rates may apply depending on your mobile carrier and plan.
• You may withdraw your consent at any time. To stop receiving text messages, reply STOP to any message; you may reply HELP for assistance. To stop email reminders, or to withdraw consent for any communication, contact us using the details in the "Contact Information" section below.
• Withdrawing consent will stop confirmations and reminders but will not cancel any appointment you have already booked.

3.4 SMS Delivery Provider

We use a third-party communications provider, Twilio Inc., to deliver text messages on our behalf. To send these messages, your mobile telephone number and the content of the message are transmitted to and processed by Twilio. Twilio processes this information in accordance with its own privacy policy and applicable law. We do not sell your telephone number, and we do not share it with third parties for their own marketing purposes. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.

3.5 Compliance

We send commercial electronic messages in accordance with Canada's Anti-Spam Legislation (CASL) and applicable privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA). Every message identifies us as the sender and provides a method to unsubscribe.

4. Information Sharing and Disclosure

4.1 Authorized Agencies

We share your information with authorized agencies as required for service delivery:

• RCMP: For criminal record checks and police clearance certificates
• Government Agencies: Immigration, Refugees and Citizenship Canada (IRCC), provincial agencies
• Employers/Organizations: Only with your explicit consent and authorization

4.2 Service Providers

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

• Payment processor (PayPal) — handles payments under its own privacy policy; we do not store card numbers
• Secure document transmission services
• SMS/text-message delivery provider (Twilio Inc.) — see Section 3
• IT support and maintenance providers
• Professional advisors (lawyers, accountants)

4.3 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes or court orders
• Protect our rights, property, or safety
• Investigate potential violations of our terms
• Respond to emergency situations

5. Data Protection and Security

5.1 Security Measures

We implement comprehensive security measures to protect your information:

• Physical Security: Locked facilities, restricted access, security cameras
• Technical Security: Encrypted databases, secure networks, regular backups
• Administrative Security: Staff training, confidentiality agreements, access controls
• Compliance: RCMP security standards, PIPEDA requirements

5.2 Data Retention

We retain your information only as long as necessary:

• Service Records: 7 years as required by RCMP regulations
• Biometric Data: Destroyed after successful transmission to authorities
• Website Data: Analytics data retained for 26 months
• Marketing Data: Until you withdraw consent

5.3 Data Breach Notification

We maintain safeguards designed to protect your personal information. In the unlikely event of a data breach that creates a real risk of significant harm to your personal information, we will notify you and the appropriate privacy commissioner(s) as required under applicable Canadian law, including the Personal Information Protection and Electronic Documents Act (PIPEDA). We also keep records of breaches of security safeguards involving personal information in our control, in accordance with our legal obligations.

6. Your Privacy Rights

6.1 Access and Control

Under Canadian privacy law, you have the right to:

• Access: Request copies of your personal information we hold
• Correction: Update or correct inaccurate information
• Withdrawal: Withdraw consent for marketing communications
• Complaint: File complaints with privacy commissioners

6.2 Limitations

Some rights may be limited when information is:

• Required for ongoing legal or regulatory compliance
• Subject to RCMP retention requirements
• Part of active investigations or legal proceedings
• Necessary for legitimate business interests

7. Cookies and Website Tracking

7.1 Cookie Usage

Our website uses cookies to enhance your experience:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Google Analytics for website improvement
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Track effectiveness of advertising (with consent)

7.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may affect website functionality.

8. Third-Party Services

8.1 External Links

Our website may contain links to external sites. We are not responsible for the privacy practices of third-party websites.

8.2 Integrated Services

We use trusted third-party services:

• Google Maps: For location services (Google Privacy Policy applies)
• PayPal: Secure payment handling (PayPal Privacy Policy applies)
• Twilio Inc.: SMS/text-message delivery (Twilio Privacy Policy applies) — see Section 3

9. Children's Privacy

Our services may be used for minors requiring criminal record checks (such as young volunteers). When processing information for individuals under 18:

• Parental or guardian consent is required
• We collect only necessary information for the service
• Additional protections apply to sensitive data
• Parents/guardians can access and control their child's information

10. International Data Transfers

Your information may be processed outside Canada when:

• Required for international background checks
• Using cloud services with international servers
• Working with international law enforcement agencies

We ensure appropriate safeguards are in place for all international transfers.

11. Policy Updates

This Privacy Policy may be updated periodically to reflect:

• Changes in privacy legislation
• Updates to our services or processes
• New security measures or technologies
• Feedback from privacy assessments

Significant changes will be communicated through our website and direct notification where appropriate.

12. Contact Information

Privacy Officer

Regulatory Contacts

13. Acknowledgment

By using our services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with our privacy practices, please do not use our services.

This Privacy Policy is governed by Canadian federal and British Columbia provincial privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Information Protection Act (PIPA).