Privacy Policy
Template notice. This page is a starting point drafted around Canadian privacy expectations (PIPEDA). Have it reviewed by a lawyer and adjusted to your actual practices before publishing.
Who we are
Royal Canadian Pardon Services, Suite 1801 – 1 Yonge Street, Toronto, Ontario, M5E 1W7. You can reach our privacy contact at info@royalcanadianpardons.ca or 1-888-491-1723.
What we collect
- Information you give us through the eligibility and contact forms: name, phone number, email address and details about your conviction history.
- Information you provide during an engagement: court documents, police certificates, fingerprint records and other supporting material.
- Technical information collected automatically by our web host, such as IP address, browser type and pages visited.
Why we collect it
We use the information you submit to assess your eligibility, respond to your enquiry, prepare and file your application, and keep you informed of its progress. We do not use it for any unrelated purpose without asking you first.
Sensitivity of criminal record information
Information about criminal charges and convictions is highly sensitive. We limit access to it to the staff working on your file, and we do not discuss your matter with anyone else — including family members or employers — without your written authorisation.
Who we share it with
- Government bodies to which your application is submitted, such as the Parole Board of Canada, the RCMP, and U.S. authorities for an entry waiver.
- Police services, courts and accredited fingerprinting agencies from which supporting documents must be obtained.
- Service providers who process payments or host our systems, under contractual confidentiality obligations.
- Anyone else where you have expressly authorised it or where the law requires disclosure.
We do not sell, rent or trade your personal information.
How long we keep it
Enquiry information from people who do not proceed is retained for a limited period and then deleted. Client files are retained for as long as needed to complete the work and to meet our legal and record-keeping obligations, after which they are securely destroyed.
How we protect it
This site is served over HTTPS, form submissions are transmitted in encrypted form, and files are stored with access restricted to authorised staff. No system is perfectly secure, so please do not send sensitive documents by ordinary email.
Your rights
You may ask to see the personal information we hold about you, ask us to correct anything inaccurate, or withdraw your consent to our use of it, subject to legal and contractual limits. Write to info@royalcanadianpardons.ca and we will respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
Changes to this policy
We may update this policy from time to time. The date shown on this page reflects the most recent revision.