Access and Correction Practices

1. Purpose and legal framework #

These access and correction practices explain how Instant Record Check handles written requests to access, obtain copies of, or correct personal information it holds. They apply to individuals and are carried out by 1244527 B.C. Ltd., doing business as Instant Record Check, subject to applicable privacy law.

2. Receiving requests #

Send a written request to the privacy officer at privacy@instantrecordcheck.ca or, for Quebec-related matters, confidentialite@instantrecordcheck.ca. Requests may also be mailed to 2031 Store St., Unit 11, Victoria, British Columbia V8T 5L9. A request received through another channel is directed promptly to the appropriate process.

3. Requester identity and authority #

We verify identity using the least intrusive method that provides sufficient confidence: an authenticated account or confirmed file email; questions about information already held; and only if needed one government-issued photo ID with unnecessary fields redacted. The copy is used only for verification and destroyed securely after verification. We do not require two IDs as a standard condition.

A representative, heir, or other authorized person must also provide evidence of authority. If a request is not sufficiently precise, the privacy officer will assist in identifying the information sought.

4. Response time and fees #

We respond in writing no later than 30 days after receipt of a written request from a person whose identity has been sufficiently verified, where that period applies. Silence may be deemed a refusal under applicable law. Access and correction are free, subject to reasonable charges for transcription, reproduction, or transmission where law permits; we disclose the approximate amount in advance.

5. How access is provided #

Instant Record Check has no establishment in Quebec. Access is provided remotely, as appropriate, by secure email, through an authenticated account, or by post. A completed report may also be available for download in the account. Requests for computerized information supplied by the person may be fulfilled in a structured and commonly used technological format where applicable law provides that right, subject to legal limits.

6. Scope and legal limits on access #

On request, we confirm whether we hold personal information about the requester, communicate it, and provide a copy, subject to legal restrictions and rights of refusal. Information may be withheld or severed where law permits or requires, including to protect another person’s personal information or an investigation or legal proceeding. Any refusal or severance is identified in the written response with the legal provision relied on.

Reasonable accommodation is available on request to enable a person with a disability to exercise access rights.

7. Correction #

We correct personal information that is inaccurate, incomplete, or ambiguous promptly and without charge when correction is required. We correct identification information held by Instant Record Check. We do not change the substantive finding in a police-issued result; a dispute about that content is sent to the issuing police service, and the person receives our own legally timely written response.

When we accept a correction, we provide a copy of the changed or added information or confirmation of deletion as applicable. Where the law requires or permits, we notify persons who received the information during the preceding six months and the source from which we obtained it.

8. Cessation, de-indexing, and re-indexing #

A serial authentication number may be used through controlled access to verify the authenticity of a report. Where applicable law permits, a person may request cessation of dissemination or de-indexing or re-indexing of a hyperlink, and the request will be assessed under that law.

9. Refusals and remedies #

A full or partial refusal is provided in writing with reasons, the legal provision relied on, available remedies, and the period for exercising them. In Quebec, a person may submit a disagreement review request to the Commission d’accès à l’information within 30 days after a refusal or expiry of the response period.

10. Complaints #

Anyone may complain to the privacy officer about the handling of their personal information. We assess the complaint diligently and communicate the result as appropriate. A complaint may also be made to the regulator that applies to the person’s circumstances: the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376; the Office of the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca; the Office of the Information and Privacy Commissioner of Alberta at www.oipc.ab.ca; or the Commission d’accès à l’information du Québec at www.cai.gouv.qc.ca or 1-888-528-7741.

11. Request records #

We keep records necessary to administer access, correction, cessation, de-indexing, re-indexing, and complaint processes, including receipt, requester authority, verification method, decision, refusal reason, response, and applicable notices. The request register is retained as long as reasonably necessary for these purposes and applicable legal and accountability obligations. It is not a substitute for the requested information and is handled under the Privacy Policy and retention rules.

12. Responsibilities and updates #

The privacy officer oversees these practices and supports personnel involved in request handling. We update them when processing or legal requirements materially change and publish the current public version. Questions may be sent to privacy@instantrecordcheck.ca or confidentialite@instantrecordcheck.ca. Where information about these practices has been filed with the Commission d’accès à l’information, changes to that information are communicated to it within 30 days as required by law.