Personal Information Accuracy Policy - Instant Record Check

This English version follows the French text filed with Québec's Commission d'accès à l'information. Where a rule applies only in Québec, this version says so. In Québec, the French text governs.

Effective date: [DATE]

Last updated: September 10, 2026

1. Purpose and legal basis #

This document describes the operating procedures established and applied by Instant Record Check under section 71 of the Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1), referred to below as the Act or the LPRPSP. The personal-information agent must establish and apply operating procedures designed to ensure, first, that the information it discloses is current and accurate and, second, that the disclosure complies with the Act.

2. Nature of the information at issue #

A criminal record check result is sensitive personal information within the meaning of section 12 of the Act because of the context in which it is used and disclosed. The procedures described below are calibrated accordingly, and consent to its disclosure is collected expressly and separately.

3. Accuracy of the communicated result #

3.1 Police source of the result

The check result is determined by an agent of a partner police service from its consultation of the Canadian Police Information Centre (CPIC) at the time of the request. Instant Record Check does not modify this result. The accuracy of its content rests on the official police source.

3.2 Check by request

Each check is performed on request. No prior result is reused to answer a later request or assembled from prior results. The result is retained in the file for evidence, authentication, and checks required by partner police services, according to the retention and destruction schedule, but it never feeds a new check.

3.3 Expiry

The result reflects the situation on the issue date shown on the document. Instant Record Check never attests that a result remains valid after that date and does not issue an update without a new check to which you have consented.

3.4 Caveats transmitted with the result

The document issued by the police service states that positive identification can be confirmed only by fingerprint comparison, that delays exist between the pronouncement of a conviction and its entry in the record, and that the recipient must verify that the name and date of birth match by examining government-issued photo identification. These caveats are transmitted in full with the result in both service streams. They are not removed, summarized, or qualified in our communications.

4. Accuracy of identity information #

4.1 Prior identity verification

The applicant's identity is verified before any processing. In Québec, this verification uses questions generated by TransUnion from information it holds about the person, with that person's express and separate consent. No biometric characteristic is collected from people located in Québec. Elsewhere in Canada, identity may be verified using a government-issued identity document and a selfie through Stripe Identity.

4.2 Difference between the name provided and the verified identity

If there is a difference, the verified identity prevails and the file is corrected before any transmission to the police service.

4.3 Attestation and correction by the applicant

The applicant attests to the accuracy of the information they provide (name, other names used, date of birth, sex, and addresses) and may correct it until submitting the request. The consent and declaration are placed in the file with a timestamp and the version of the text presented.

5. Correction of reported inaccuracies #

Instant Record Check promptly corrects inaccurate identification information without charge.

Any question concerning the content of the result is sent to the issuing police service. This referral is a processing measure and not a response: the privacy officer responds to the person in writing within the period provided by the Act and gives reasons for any refusal, in accordance with the rules of conduct for access and correction.

When a correction is made, it is notified without delay to every person to whom the information was disclosed during the preceding six months and, where applicable, to the person from whom we obtained it. The correction record remains in the file.

6. Lawful communication #

6.1 Authorized recipients

Except for our technical providers that enable us to operate the services, a result is disclosed only to the person concerned or, with that person's express consent, to the organization expressly named by that person.

6.2 Prior verification of consent

Before anything is sent to an organization, the system verifies that separate consent was collected and has not been withdrawn. If not, the transmission does not occur and the result is given only to the person concerned.

6.3 No secondary use

Information is used only for the purposes for which it was collected, except with the consent of the person concerned or in a case provided for by the Act.

7. Updates #

The privacy officer reviews these procedures whenever there is a significant change in processing. Any change to information filed with the Commission d'accès à l'information, including these procedures, is communicated to it no later than 30 days after the change.