1. Introduction

NVI Notarial Services Inc. (“we,” “us,” “our”) provides digital and ink fingerprinting, background check collection, and related services (the “Services”). This Privacy Policy explains how we collect, use, disclose, and protect your personal information, including biometric data, when you use our Services.

We are committed to complying with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy laws. By using our Services, you consent to the collection, use, and disclosure of your personal information as described in this policy.

2. Information We Collect

Depending on the service you request, we may collect:

Identity Information

• Full name, date of birth, sex, place of birth
• Government-issued identification details (e.g., driver’s licence, passport)
• Contact information (address, phone number, email)

Biometric Information

• Fingerprint images (captured digitally via LiveScan or via traditional ink-and-roll methods)

Application-Specific Information

• Purpose of the fingerprinting request (e.g., employment, immigration, record suspension, US Entry Waiver)
• Application reference numbers, ORI numbers, or agency-specific codes
• Any supporting documents you choose to provide

Payment Information

• Payment method and transaction details (processed through our payment provider; we do not store full credit card numbers)

Group/Corporate Booking Information

• For mobile and corporate bookings: organization name, billing contact, and participant list details as provided by the organizing party
  
  

3. How We Use Your Information

We use your personal information to:

• Capture and submit your fingerprints to the RCMP, FBI, or other relevant government or international agency, as directed by you
• Verify your identity prior to fingerprint collection
• Process payment for services rendered
• Communicate with you regarding your appointment, submission status, or results
• Coordinate courier delivery for international submissions
• Maintain records as required for regulatory, audit, or accreditation purposes
• Improve our services and booking systems

We do not use your biometric data for any purpose beyond the specific submission you requested, and we do not use fingerprint data for marketing, profiling, or any purpose unrelated to the service you booked.

4. Legal Basis & Consent

By booking an appointment and providing your fingerprints and personal information, you provide informed consent for us to collect, use, and disclose that information as described in this policy, including transmission to the RCMP, FBI, or other applicable receiving agency for the stated purpose.

Where a mobile or corporate booking is arranged on your behalf by an employer, school, or organization, that organization is responsible for informing participants of this Privacy Policy and obtaining any consent required under applicable law prior to the appointment.

5. Disclosure of Your Information

We disclose personal information, including fingerprint data, only as necessary to fulfill your request, including to:

• The RCMP, through our accredited NIST-certified submission system
• The FBI or other applicable U.S. federal agency, for FD-258 submissions
• Other government agencies or international authorities, as specified by your application
• Third-party couriers, for physical card delivery (international services only)
• Payment processors, for the purpose of completing your transaction
• Service providers who support our booking, IT, or administrative systems, under confidentiality obligations

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Retention

We retain personal information, including fingerprint images, only for as long as necessary to:

• Complete the service you requested
• Meet our accreditation, audit, and regulatory recordkeeping obligations
• Resolve any disputes or respond to requests from applicable authorities

[Insert specific retention period, e.g., “Fingerprint images are retained for X days/months following submission, after which they are securely deleted, unless a longer retention period is required by law or by our accreditation body.”]

7. Data Security

We take reasonable administrative, technical, and physical safeguards to protect your personal information, including:

• Secure transmission of fingerprint data through our RCMP-managed NIST-certified server
• Restricted access to biometric and identity data, limited to authorized staff
• Secure storage and disposal practices for physical fingerprint cards

No method of electronic transmission or storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

8. Your Rights & Choices

Under PIPEDA, you generally have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent for future collection or use, subject to legal or contractual restrictions (note: withdrawing consent before a submission is completed may mean we are unable to provide the requested service)
• File a complaint with us, or with the Office of the Privacy Commissioner of Canada, if you believe your information has been mishandled

To exercise these rights, please contact us using the information in Section 11.

9. Cross-Border Data Transfers

For international fingerprinting and courier services, your personal information, including fingerprint data, may be transferred to and processed by government or law enforcement agencies located outside Canada, as directed by your specific request. Once transmitted to a foreign agency, that agency’s own privacy laws and practices will govern the handling of your information, which may differ from Canadian privacy law.

10. Children’s Information

Our Services are not intended for individuals under the age of majority in their province, except where fingerprinting is required as part of a legitimate application process (e.g., adoption, name change) and is conducted with appropriate parental or guardian consent and, where applicable, presence.

11. Contact Us

If you have questions about this Privacy Policy, or wish to exercise your privacy rights, please send us a message: fingerprintpronvi@gmail.com

You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca if you have unresolved concerns.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The “Last Updated” date at the top of this page will reflect the most recent revision. Continued use of our Services after changes are posted constitutes acceptance of the updated policy.