Information Requests and Complaints

Information made public by a personal-information agent #

Instant Record Check is the name under which 1244527 B.C. Ltd. operates an online, name-based criminal record check service. For its Quebec activities, this page provides the public information required of a personal-information agent under Quebec’s private-sector privacy legislation. This page describes the public information and procedures relevant to that role and complements the Privacy Policy.

1. Information we hold, disclose, and receive #

We hold personal information about individuals. We may disclose to an organization requesting a check a report concerning the individual’s character and reputation: a name-based criminal record result determined by a partner municipal police service through CPIC and generated and delivered by the IRC platform. The result is disclosed only with the individual’s separate, express consent and only to the organization the individual named.

We may receive personal information from the individual completing an order, the organization requesting a check, the partner police service, identity-verification providers, and other service providers supporting the platform. We do not produce or disclose credit reports, credit scores, or financial histories. We do not independently search police databases.

2. Access, correction, and other rights #

Subject to legal restrictions and rights of refusal, a person may have the right to know whether we hold information about them, access and obtain a copy, correct information that is inaccurate, incomplete, or ambiguous, and request deletion of information collected without legal authority. Where law provides, a person may request computerized information they supplied in a structured, commonly used technological format, withdraw consent prospectively, request cessation of dissemination, or request de-indexing or re-indexing of a hyperlink. A person may also complain about our handling of personal information.

3. Where and how to make a request #

Send a written request by email to privacy@instantrecordcheck.ca or confidentialite@instantrecordcheck.ca for Quebec-related matters, or by post to 2031 Store St., Unit 11, Victoria, British Columbia V8T 5L9. Instant Record Check has no establishment in Quebec. The privacy officer is the Chief Executive Officer of 1244527 B.C. Ltd., doing business as Instant Record Check. Requests made through other channels can be directed to the appropriate process.

We use the least intrusive method that provides sufficient confidence in identity: an authenticated account or confirmed file email; questions about information already held; and only if needed one government photo ID with unnecessary fields redacted. A copy supplied solely for verification is destroyed securely after verification. A representative or estate representative must also show authority. We can assist in clarifying an imprecise request.

4. Response time, delivery, and fees #

We respond in writing within 30 days of a properly identified written request 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 allows and after the approximate amount is disclosed in advance. Information may be provided securely by email, through an authenticated account, or by post, as appropriate.

A refusal, in whole or in part, explains the reason, identifies the legal provision relied on, and states available remedies and applicable deadlines. Reasonable accommodation is available on request.

5. How we support accurate and current disclosures #

The partner municipal police service accesses CPIC and makes the determination. The IRC platform generates and transmits the report based on the police result and does not change substantive police findings. Each check is performed on request; a prior result is not reused as a new check. A report reflects its issuance date, not present status, and no update is issued without a newly authorized check.

Police caveats about fingerprint-based positive identification, record-update delays, and the recipient’s responsibility to compare the applicant’s name and date of birth on the report with that applicant’s government photo identification are transmitted with the result. Identification inaccuracies held by Instant Record Check are corrected promptly and without charge. Substantive result disputes are referred to the issuing police service, but Instant Record Check provides its own legally timely written response.

6. Access and correction practices #

Our practices address receiving and identifying requests, proportionate identity verification, response periods and fees, the scope and delivery of access, corrections, notification to persons who received information during the preceding six months and to the source where applicable, refusals, complaints, and request records. A serial authentication number may be used through controlled access to verify the authenticity of a report.

7. Confidentiality and security measures #

Measures are proportionate to the sensitivity of the information and include TLS for information in transit, encrypted scheduled external backup archives, access controls, monitoring, and technical and organizational safeguards intended to reduce unauthorized access, disclosure, use, copying, or alteration. Primary application and database hosting is in Quebec and operations are in British Columbia. We use providers including Stripe, TransUnion, OVH, Netlify, SendGrid, Klaviyo, Intercom, PostHog, Sentry, Google, and Microsoft, and these providers may process information outside Quebec and Canada. The production database and PDF filesystem data are not encrypted at rest.

If a confidentiality incident occurs, we work to contain and assess its risks, notify regulators and affected persons when the serious-harm threshold or another law requires it, and keep required incident records.

8. Retention #

The current configuration uses a seven-year period for checks and linked identity and TransUnion information, measured from completion for linked information and from creation for unlinked information. Long-horizon cleanup for screening files is currently handled in review mode, and automatic deletion is not yet enforced by that mechanism. Requests concerning screening-file deletion are handled under applicable legal duties, including statutory response deadlines. Scheduled external encrypted backups are configured to expire after approximately 30–35 days, but that period does not apply to every operational copy or snapshot. For Quebec personal-information-agent activity, the statutory seven-year period measured from collection is a maximum, not a minimum, and is distinct from the operational period. Some shorter-lived records are deleted automatically: session tokens after 30 days, failed-login records after 90 days, certain entity-less audit context after 90 days, and advertising click identifiers in checkout and conversion records after 90 days.

9. Disagreement, complaints, and updates #

For a refusal or expiry of the applicable 30-day response period in Quebec, a person may submit a disagreement review request to the Commission d’accès à l’information within 30 days. Complaints about privacy practices may also be sent to that Commission. Contact: www.cai.gouv.qc.ca or 1-888-528-7741. Other applicable regulators include 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, and the Office of the Information and Privacy Commissioner of Alberta at www.oipc.ab.ca.

We may update this page when the relevant practices or legal obligations 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.