Privacy Policy

SafeHire Limited is a company incorporated in British Columbia (incorporation number BC1544765). Our address is 838 Fort Street, Suite 230, Victoria, British Columbia V8W 1H6, Canada.

We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where they apply, British Columbia's Personal Information Protection Act and other applicable provincial privacy laws.

Our Privacy Officer is accountable for our compliance with this policy and with privacy law. Questions, access requests, corrections and complaints can be sent to:

• Ricki Taiaroa, Privacy Officer, SafeHire Limited
• Email: info@safehire.ca
• Mail: 838 Fort Street, Suite 230, Victoria, British Columbia V8W 1H6, Canada

SafeHire sells criminal record checks. The checks are performed by our background screening provider, Certn (Canada) Inc., which verifies your identity and submits a name-based criminal record search to the RCMP's Canadian Police Information Centre (CPIC). SafeHire does not connect to CPIC directly. Certn returns the result to you and to us.

When you order a check, we collect:

• Full name, date of birth, place of birth and gender
• Email address and phone number
• Current address and previous addresses
• Your self-declaration of any criminal convictions
• A record of your consent (date, time, IP address and the version of the consent you agreed to)
• Order details: the service purchased, amount paid, payment status and Stripe payment reference
• The status and result of your check as reported by Certn

Identity verification. To confirm your identity, Certn collects a photo of your government-issued ID and a selfie directly from you. SafeHire does not receive or store these images; we receive only whether verification succeeded.

Payment. Card details are entered into and processed by Stripe. They never reach SafeHire's servers.

Organizations that buy checks in bulk give us the organization's name and the names and email addresses of its users. Support and quote requests include whatever you choose to write to us.

When you browse the site, we and our analytics providers collect your IP address, browser and device type, pages visited, and cookie identifiers (see section 12).

• To verify your identity and carry out the criminal record check you ordered
• To take payment and keep financial records
• To send you order confirmations, status updates and your results
• To remind you about an order you started but did not finish (you can unsubscribe from these reminders at any time)
• To answer support requests and resolve disputes, refunds and chargebacks
• To protect against fraud and misuse
• To understand how the site is used and improve it
• To meet our legal obligations

We do not sell, rent or trade personal information, and we do not use the result of your check for any purpose other than delivering your order.

Before a check is run, you give express consent for your information to be disclosed to Certn and searched against RCMP records. You may withdraw consent at any time by contacting us, subject to legal or contractual restrictions. If you withdraw consent before the check is submitted, we will not submit it. A check that has already been submitted cannot be recalled.

Our database is located in Canada. Order records, including the information listed in section 4, are stored with our database provider, Supabase, in its Canada (Central) region (Amazon Web Services, Montréal, Quebec).

Some of the service providers listed in section 8 store or process information outside Canada, mainly in the United States. Certn states that it stores data in Canada, the United States, the United Kingdom and Australia. When information is held in another country it is subject to that country's laws and may be accessed by its courts, law enforcement and national security authorities. We require these providers, by contract, to protect personal information to a standard comparable to Canadian law.

We share personal information only with the following providers, and only what each needs to do its job:

We may also disclose personal information where the law requires it, for example in response to a court order.

If you have asked to access your information, we keep it until your request, and any review or appeal, is complete, even if that is longer than the period above. Certn and Stripe keep their own records under their own retention policies; Certn states that it keeps check information for no more than three years.

At the end of its retention period, personal information is permanently deleted from our production database by an automated process that runs daily. Deleted records are removed from our database backups when those backups expire, within 30 days. We do not keep paper copies of customer records. Any copy exported for a specific task, such as answering a support request, is deleted when the task is complete.

• All connections to safehire.ca and to our providers are encrypted in transit (TLS).
• Our database is encrypted at rest.
• Database access rules limit customer records to the customer's own order and to authorized SafeHire staff.
• Card details are handled only by Stripe, which is certified PCI-DSS Level 1.
• Only staff who need customer information to do their job can access it.

We use cookies and similar technologies to keep the order form working, to measure how the site is used (Google Analytics, Microsoft Clarity) and to measure our advertising (Meta Pixel). You can block or delete cookies in your browser settings; the order form will still work.

If a breach of security safeguards involving your personal information creates a real risk of significant harm to you, we will:

• report it to the Office of the Privacy Commissioner of Canada as soon as feasible;
• notify you directly as soon as feasible, explaining what happened, what information was involved, what we have done and what you can do to reduce the risk of harm;
• notify any other organization or government body that may be able to reduce the risk of harm.

We keep a record of every breach of security safeguards, whether or not it meets that threshold, for 24 months.

• Access: ask what personal information we hold about you and how it has been used and disclosed. We respond within 30 days.
• Correction: ask us to correct information that is inaccurate or incomplete. We cannot change RCMP records; if you believe a criminal record result is wrong, we will tell you how to raise it with the RCMP.
• Withdraw consent: see section 6.
• Complain: contact our Privacy Officer first. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada or, for matters within British Columbia, the Office of the Information and Privacy Commissioner for BC.

To make a request, email info@safehire.ca. We may ask you to confirm your identity first.

Our services are for people aged 18 and over. We do not knowingly collect personal information from children.

We will post any changes on this page and update the date at the top. If a change materially affects how we use information we already hold, we will tell affected customers by email.