Applicant Terms of Use & Dispute Resolution Policy

1. Scope #

These terms govern your use of the Instant Record Check portal for identity verification and a criminal record check. They apply when you order your own check and when an organization asks you to complete a check through the portal. “Applicant” and “you” mean the person whose identity and criminal record information are being checked.

By submitting information through the portal, you agree to follow these terms. The Privacy Policy explains how personal information is collected, used, disclosed, retained, and protected. Consent for the check, identity verification, optional result sharing, and marketing are distinct purposes.

2. Our role and the role of police services #

Instant Record Check is a technology platform that works with Canadian municipal police services. A partner police service accesses CPIC through its official systems and makes the determination for the criminal record check. Based on the police result, the Instant Record Check platform generates and delivers the report.

Instant Record Check does not independently search police databases and does not change the substantive police findings. Questions or disputes about result content go to the issuing police service. Instant Record Check will still receive and provide a legally timely written response to your request; referring the substantive issue to the issuer is not itself the response.

A check proceeds only after you give the express authorization required for that check. You must provide the information requested for identity verification and the check. You are responsible for providing information that is true and complete, including any voluntary declaration about past criminal convictions.

You must not use another person’s identity, provide false identity information, or submit altered documents. A false identity or altered document may end the check and may be reported where permitted or required by law.

If an organization requested the check, the completed result is shared with that named organization only after you give separate, express, optional consent. Payment details are not shared with the organization.

You may withdraw an authorization prospectively by emailing support@instantrecordcheck.ca. Withdrawal does not retrieve copies already disclosed, undo lawful processing, or guarantee that police processing already underway stops immediately. It may prevent the service from being completed. If an organization requested the check, it may be told that the check was not completed or that future authorized sharing has stopped.

5. Fees and refunds #

Fees are generally non-refundable once a check has been submitted for processing. You may contact support@instantrecordcheck.ca, and each situation will be reviewed case by case. Nothing in this section limits a non-waivable right or remedy under applicable consumer law.

6. Access to reports and personal information #

You can download a completed report from your account when it is made available. To request access to other personal information held by Instant Record Check, or to request correction, send a written request to privacy@instantrecordcheck.ca. Quebec residents may also write to confidentialite@instantrecordcheck.ca.

Instant Record Check responds in writing within 30 days where the applicable law provides that period. Access and correction are free, subject to reasonable advance-notified charges for transcription, reproduction, or transmission where law permits. Identification documents submitted only to verify an access request are destroyed securely after verification.

7. Disputes and file accuracy #

To dispute personal information held by Instant Record Check or result content, email a written dispute to privacy@instantrecordcheck.ca. Include your full name, date of birth, reference number, the specific entry disputed, and supporting documents where available.

Instant Record Check will determine whether the issue concerns identification information it holds or substantive content determined by the issuing police service. It will correct identification details it holds when correction is required. A dispute about police result content is sent to the issuing police service, which makes the determination and any correction to its finding; Instant Record Check does not rewrite that finding. Instant Record Check will provide a written response within the legally applicable time, explain any refusal, and identify available remedies. Where applicable, a correction is notified to recipients of the information during the preceding six months and to the source.

8. Quebec residents #

For Quebec residents, the French privacy policy and applicable Quebec law govern the relevant privacy procedures. Identity verification currently uses knowledge-based questions from TransUnion; TransUnion exchanges the questions, choices, answers, and pass/fail result, and Instant Record Check may retain the raw response for diagnostics. No biometric data is currently collected in Quebec.

Quebec residents may request access or correction in writing at confidentialite@instantrecordcheck.ca or by post to 2031 Store St., Unit 11, Victoria, British Columbia V8T 5L9. Silence after the applicable 30-day response period is deemed a refusal under the applicable Quebec procedure.

9. Escalating a privacy or access complaint #

If a privacy, access, or correction concern is not resolved, you may contact the regulator that applies to your circumstances:

Office of the Privacy Commissioner of Canada: www.priv.gc.ca or 1-800-282-1376
Office of the Information and Privacy Commissioner for British Columbia: www.oipc.bc.ca
Office of the Information and Privacy Commissioner of Alberta: www.oipc.ab.ca
Commission d’accès à l’information du Québec: www.cai.gouv.qc.ca or 1-888-528-7741

These contacts do not replace the process for disputing substantive police result content.

10. Limitation of liability #

Reports reflect the issuing information and issuance date supplied through the police process; they do not represent a current-status guarantee. Instant Record Check does not independently search police databases or alter substantive police findings. To the extent permitted by law, it is not responsible for pre-existing errors in source records when it acts reasonably and follows the applicable dispute process. Nothing in these terms excludes or limits mandatory consumer, privacy, access, correction, or other legal rights.

11. Contact #

For privacy questions, access or correction requests, and disputes, email privacy@instantrecordcheck.ca. Quebec residents may also use confidentialite@instantrecordcheck.ca.

For service questions, consent withdrawal, fees, or refund requests, email support@instantrecordcheck.ca. The operator is 1244527 B.C. Ltd., doing business as Instant Record Check.