Personal Information Accuracy Policy

1. Purpose and legal framework #

This policy describes the practices Instant Record Check uses to support current and accurate personal information and lawful communications. It applies to personal information processed for criminal record checks and related services and is read subject to the privacy laws that apply to the activity, including Quebec law where applicable.

2. Nature of the information #

A criminal record check result is sensitive personal information in the context in which it is used and disclosed. It may contain the name, other names, sex, date of birth, place of birth, date, address, a result of no record, declared record confirmed, or incomplete or inaccurate data, confirmed offence/date/court information, enhanced cleared, not cleared, or incomplete status, and a serial authentication number. Consent to communicate a result to a named organization is collected separately and expressly.

3. Accuracy of the communicated result #

A partner municipal police service accesses CPIC and makes the criminal record determination. The Instant Record Check platform generates and delivers the report based on the police result. Instant Record Check does not independently search police databases and does not change the substantive police findings.

Each check is run on request. No prior result is reused as a new check or assembled from prior results. The report reflects the issuance date and not present status. Instant Record Check does not issue an update without a newly authorized check.

The report is accompanied by police caveats that positive identification can be confirmed only by fingerprint comparison, that records may be updated after a delay, and that the recipient must compare the name and date of birth with government photo identification. Those caveats are not removed or minimized. A dispute about substantive result content is sent to the issuing police service, while Instant Record Check provides a legally timely written response to the person.

4. Accuracy of identity information #

Identity is verified before processing. In Quebec, current verification uses TransUnion knowledge-based questions; the flow exchanges questions, choices, and answers and provides a pass/fail result, and no biometric data is currently collected there. Outside Quebec, Stripe Identity is primary and TransUnion may be a fallback. The identity information supplied by the applicant may include name, other names, date of birth, sex, and addresses. A discrepancy is investigated and corrected in the information Instant Record Check holds before transmission where correction is required.

The applicant may review and correct information supplied for the check before submission and remains responsible for its accuracy.

5. Corrections and disputes #

Identification information held by Instant Record Check that is inaccurate, incomplete, or ambiguous is corrected promptly and without charge when correction is required. A dispute about the police result is referred to the issuing police service and is not rewritten by Instant Record Check. Referral does not replace our written response: we respond within the legally applicable period, explain any refusal, and identify available remedies.

When a correction is made, we notify without delay persons who received the information during the preceding six months and the source from which it was obtained where applicable. The correction record is retained according to the retention rules.

6. Lawful communication #

Except for providers that support operation of the service and disclosures required or permitted by law, a completed result is communicated only to the person concerned or, after that person’s separate express opt-in, to the organization the person expressly named. Sharing with an organization requires distinct consent that has not been withdrawn. Without that consent, the result must not be shared with the organization.

A serial authentication number may be used through controlled access to verify the authenticity of a report. Information is used for the purposes disclosed, unless consent or applicable law permits another use.

7. Review and updates #

The privacy officer reviews these practices when processing changes materially. Written access and correction requests may be sent to privacy@instantrecordcheck.ca or, for Quebec-related matters, confidentialite@instantrecordcheck.ca. Questions about a police result may also be directed to the issuing police service. This policy may be updated when the relevant processing or legal requirements change. 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.