Your rights (Québec)

English translation for convenience. The French text governs.

PUBLIC INFORMATION WEB PAGE - INSTANT RECORD CHECK

TEXT TO BE PUBLISHED UNDER SECTION 79 OF THE ACT RESPECTING THE PROTECTION OF PERSONAL INFORMATION IN THE PRIVATE SECTOR (LPRPSP)

Public information required of an agent of personal information

Last updated: September 23, 2026

Instant Record Check is the name under which 1244527 B.C. Ltd. operates an online service for name-based criminal record checks. In its Québec activities, the company acts as an agent of personal information within the meaning of the Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1), referred to below as the “Act”.

This page brings together the information that the Act requires us to make public. It supplements our privacy policy, which describes all of our practices.

1. What we hold, disclose and receive #

We hold personal information about other people.

We disclose to our contracting parties, namely organizations that request a check, a report concerning the character and reputation of the person concerned: the result of a name-based criminal record check produced by a partner police service from the Canadian Police Information Centre (CPIC). This disclosure occurs only with the express and separate consent of the person concerned, and only to the organization that the person has personally designated.

We receive personal information about other people from:

• the person concerned, when they complete the order form;
• the organization requesting a check, where applicable;
• the partner police service, which sends us the result of the check;
• our identity-verification provider, which sends us the questions asked, the answers provided and the result of that verification.

We do not produce or disclose credit reports, credit scores or financial-history reports.

2. Your access and correction rights #

With respect to personal information that we hold about you, the Act gives you the right:

• to be informed of its existence, to access and consult it, and to obtain a copy;
• to have inaccurate, incomplete or ambiguous information corrected, and to have information collected without authorization deleted;
• to receive, in a structured and commonly used technological format, computerized information that you have provided to us;
• to withdraw your consent;
• to request, in the cases provided by the Act, that dissemination of information about you cease or that any hyperlink providing access to it be de-indexed (we do not publicly disseminate personal information);
• to complain about the handling of your information.

3. Whom to contact to consult your file, and how #

Instant Record Check has no establishment in Québec. Every request is handled remotely by our person responsible for the protection of personal information.

Person responsible for the protection of personal information

• Mailing address: 2031 Store St., Unit 11, Victoria (British Columbia) V8T 5L9
• Email: confidentialite@instantrecordcheck.ca

How to consult your file

• Send your request in writing, by email or by mail, using the contact information above. A request received through another channel is forwarded to the responsible person on the next business day.
• We acknowledge receipt within five business days.
• We must ensure that the request is truly from you. We use the least intrusive method: a request made through your online account or from the email address on file is sufficient; failing that, questions about information already recorded in your file; and only as a last resort, a copy of government-issued photo identification, from which you may mask information that is not necessary for verification. This copy is used only for verification and is securely destroyed as soon as verification is complete.
• You may consult your file remotely, at your choice: secure delivery by email, making it available in your online account, or mailing it.
• We respond in writing no later than 30 days after receiving your request. If we do not respond within that period, the request is deemed refused.
• Access is free. Reasonable fees may be charged for transcribing, reproducing or transmitting the information; we will tell you the approximate amount before doing so.
• Any full or partial refusal is explained in writing and states the provision of the Act on which it is based, the remedies available to you and the time limit for exercising them. At your request, we will assist you in understanding the refusal or clarifying your request.
• If you are a person with a disability, we will take, on request, the reasonable accommodation measures needed for you to exercise your access right.

4. How we ensure that the information we disclose is current and accurate #

We establish and apply operating procedures to ensure that the information we disclose is current and accurate, and that the disclosure complies with the Act. In summary:

1. The result comes from a single source. It is determined by a partner police service from CPIC at the time of the request, and we do not modify the result.
2. Each check is performed on request. No previous result is reused or assembled to answer a later request.
3. The result reflects the situation on the issue date shown on the document. We never attest that a result remains valid after that date and do not issue an update without a new check to which you have consented.
4. The reservations stated by the police service are transmitted in full with the result. They are not removed, summarized or qualified.
5. Your identity is verified before any processing. In Québec, this verification uses questions generated from information held by our provider, with your express and separate consent. No biometric characteristic is collected from people located in Québec.
6. If the name provided differs from the verified identity, the verified identity prevails and the file is corrected before any transmission.
7. Any inaccuracy reported to us in identification information is corrected promptly and free of charge. If the inaccurate information has already been disclosed, we notify the recipient. If the inaccuracy concerns the content of the criminal record itself, the request is sent to the issuing police service and we tell you what to do.
8. Before transmitting anything to an organization, we verify that separate consent was obtained and has not been withdrawn. If not, the transmission does not occur and the result is given only to the person concerned.

The complete text of these procedures is published here.

5. Our rules of conduct for access and correction #

We establish and apply rules of conduct within the company to allow you to access the personal information we hold about you, under procedures designed to protect it, and to have it corrected. They govern the receipt of requests, verification of the requester’s identity, time limits and fees, the scope of access, correction and notification to people to whom the information was disclosed during the previous six months, the handling of refusals and complaints, and the maintenance of a request register.

The complete text of the rules is published here.

6. Other measures we take to protect confidentiality and security #

Our security measures are calibrated to the sensitivity of the information: a criminal-record-check result is sensitive personal information. They include, in particular:

• Our application servers are located in Canada. Backups are encrypted, kept off site and expire automatically no more than 35 days after they are created.
• Communications are encrypted in transit. Backups are encrypted and locked against modification or deletion until they expire.
• Production and test environments are separate, and no real data is used in test environments.
• Access is controlled by role, with client, organization, police and administration areas segregated. Personnel access only the information needed for their duties.
• Each staff member’s access to a result document is recorded in an access log. Direct database access is limited to two executives and governed by a written rule.
• Personal information is excluded from application logs and error reports through automated filtering.
• We do not hold any payment-card number: payment processing is delegated to our payment provider, to which the number is sent directly.
• Errors and anomalies are continuously monitored and security updates are applied regularly.
• Our providers’ administration accounts require multi-factor authentication.
• Our premises are locked outside working hours, access is assigned by name, and workstations are not accessible to the public.
• Personnel sign a confidentiality undertaking and receive training in personal-information protection.
• Every provider acting on our behalf is bound by a written agreement specifying the applicable protection measures.
• We maintain a register of confidentiality incidents. When an incident presents a risk that you will suffer serious harm, we notify the Commission d’accès à l’information and the people concerned diligently.

7. How long we keep your information #

We keep your information for as long as necessary to achieve the purposes for which it was collected. The Act also requires us to destroy any personal information collected more than seven years ago. This limit is calculated from the collection of the information. It is a maximum. The check file is kept for seven years from collection, in particular for audits required by partner police services; other information is destroyed sooner.

8. If you disagree with our response #

You may submit an application for review of a disagreement to the Commission d’accès à l’information du Québec within 30 days of the refusal or the expiry of our response period. You may also complain to the Commission about our practices.

Commission d’accès à l’information du Québec: cai.gouv.qc.ca, 1 888 528-7741.

9. Updating this page #

Any change to the information filed with the Commission d’accès à l’information, including the information on this page, is communicated to it no later than 30 days after the change. The date of the last update appears at the top of the page.