1. Introduction
Global Background & Waiver Services Inc. (“Global Background,” “GBWS,” “we,” “our” or “us”) provides fingerprinting, criminal record check facilitation, background-screening assistance, FBI Identity History Summary assistance, record suspension (pardon) services, criminal rehabilitation, temporary resident permit and U.S. entry waiver application assistance, and related services from our office in Mississauga, Ontario.
These services involve sensitive information such as identity documents, fingerprints, criminal record details, court documents and immigration records. This Privacy Policy explains what we collect, why, who sees it, how long we keep it, and how you can exercise your rights.
We handle personal information in line with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and its fair information principles, and with other privacy laws that apply to a particular client. For example, if you live in Quebec, Quebec’s private-sector privacy law may also apply (see the Commission d’accès à l’information).
By using our website, contacting us, booking an appointment or requesting a service, you confirm you have had the opportunity to read this policy. Where the law requires your consent, we obtain it as described in section 5.
2. Personal Information We Collect
What we collect depends on the service you request.
Identification and contact details: full legal name and other names relevant to your application; date and place of birth; home and mailing address; phone and email; the identification details needed to verify you (passport, driver’s licence or similar); and appointment and booking details.
Fingerprints and background-check information: fingerprint impressions or digital images where the service requires them; signed consent forms and declarations; the type and purpose of the check; application identifiers and processing status; and the information needed to communicate with the receiving authority.
Criminal, court and immigration information: criminal history and records; court documents, charges, convictions and sentences; record suspension, criminal rehabilitation, temporary resident permit and U.S. waiver applications; immigration status and application history; and employment or travel details relevant to your file. We collect this only where reasonably necessary for the service you requested.
Website and technical information: IP address, device and browser type, pages viewed, referring site, approximate location and cookie data (see section 8).
Communications and payment records: emails, calls, contact-form messages, invoices and payment records. We do not store full payment card numbers; card payments are handled by our payment processor.
3. How We Collect It
- directly from you, by form, phone, email, booking tool or in person;
- from the identification and supporting records you provide;
- through the fingerprinting and identity-verification steps of your service;
- from an authorized representative, employer or referring organization, where you have authorized it;
- from the RCMP, FBI, police services or other authorities, where the service and your authorization allow; and
- through our website, booking tools and communications systems.
4. Why We Use and Disclose It
- verifying your identity and working out what your service requires;
- capturing, preparing and submitting fingerprints and applications through authorized channels;
- facilitating criminal record checks, FBI Identity History Summary requests and other background checks;
- preparing and administering record suspension, criminal rehabilitation, temporary resident permit, immigration or waiver files you have asked us to handle;
- communicating with you about appointments, documents, status and requirements;
- processing payments and keeping accounting records;
- responding to enquiries, complaints and requests;
- meeting legal, regulatory and contractual obligations;
- protecting our systems, premises and operations from fraud and misuse;
- maintaining and improving our website and services; and
- sending marketing messages, only with your consent (see section 5).
5. Consent
Consent to the service. We obtain consent through signed or electronic forms and written authorizations, depending on the service and the sensitivity of the information. Fingerprint-based checks and government applications usually need specific consent forms. Without the consent a service requires, we may be unable to complete it.
Consent to electronic messages. When you give us your email address or phone number, you agree that we may contact you about your booking, file and our services, including by email, phone and text message. You may withdraw this consent at any time using the unsubscribe link in any email, by replying STOP to a text message, or by contacting our Privacy Officer. Marketing and promotional messages are sent only with your express or otherwise valid consent, and in line with Canada’s Anti-Spam Legislation (CASL). Service messages about an active file may continue after you opt out of marketing. See the CRTC’s CASL guidance.
Withdrawing consent. You may withdraw consent subject to legal and contractual limits. Withdrawal may not be possible once a submission has been sent to an authority, or where the law requires us to keep information. We will explain the effect of your withdrawal.
6. Fingerprints and Government Processing
Fingerprinting and background-check services involve sending personal information to a designated processing authority, such as the RCMP or the FBI. Those authorities have their own legal powers, retention rules and privacy practices, which we do not control. Please read their published notices for how they handle your information.
GBWS’s own handling is separate. After your submission is confirmed, we keep fingerprint images and scans for no longer than [30 days] and then securely delete them, unless the law requires otherwise or you ask us to keep them for a resubmission. We keep a record of the submission (reference number, date and result status), but not a reusable copy of your fingerprints.
7. Disclosure and Cross-Border Processing
- Government and law-enforcement authorities: the RCMP, Canadian Criminal Real Time Identification Services, the FBI, police services, the Parole Board of Canada, Immigration, Refugees and Citizenship Canada, U.S. Customs and Border Protection and courts, as your service requires.
- People you authorize: an employer, lawyer, representative or other recipient you have designated in writing.
- Service providers: website hosting, appointment booking, IT support, email and messaging, payment processing, document management and data security providers. They may use your information only to provide services to us, and we require appropriate protections.
- Legal requirements: where a law, court order or lawful request requires it, or to establish or defend legal claims.
8. Cookies and Analytics
9. How We Protect Information
10. Retention and Disposal
Type of record | How long we keep it |
|---|---|
Fingerprint images and scans | [30 days] after confirmed submission (see section 6) |
Identity document copies and supporting documents | Until your file is complete, then deleted within [90 days] |
Client file and correspondence | [2 years] after the file is closed, or [12 months] after your last response if the file becomes inactive |
Invoices and payment records | 6 years, as required for tax and accounting records |
Website and analytics data | As set in our analytics tool, no longer than [26 months] |
When information is no longer needed, we securely destroy, erase or anonymize it. We may keep information longer where needed to resolve a dispute or meet a legal obligation.
11. Accuracy, Access and Correction
12. Your Privacy Rights
- know what personal information we hold about you and how it has been used and disclosed;
- see and receive a copy of it;
- have inaccurate or incomplete information corrected;
- withdraw consent for certain uses or disclosures;
- ask us to delete information we no longer need; and
- ask questions or raise a concern about our privacy practices.
13. Privacy Incidents and Complaints
14. Third-Party Websites
15. Children’s Information
16. Contact Our Privacy Officer
Privacy Officer, Global Background & Waiver Services Inc.
30-6981 Millcreek Drive, Mississauga, Ontario L5N 6B8, Canada
Phone: 647-450-6000
Email: privacy@globalbackground.ca
Please do not email fingerprints, passport copies, criminal record documents or other sensitive files. Use the secure upload method we give you for your file, or bring documents to your appointment.
17. Changes to This Policy
Further information
- PIPEDA, full text (Justice Laws)
- Office of the Privacy Commissioner of Canada
- Canada’s Anti-Spam Legislation
- RCMP: criminal record checks
- FBI: Identity History Summary Checks
- Parole Board of Canada: record suspensions
Global Background and Waiver Services Inc.
Pardon, waiver and fingerprinting support to help you move forward with confidence.