Privacy Policy

1. Introduction

South Sask Process Services ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Request our services
• Contact us via phone, email, or contact form
• Upload documents through our secure document portal
• Subscribe to newsletters or communications
• Engage with our services as a client

This information may include:

• Name and contact information (phone, email, mailing address)
• Service request codes (unique identifiers in the format SR-YYYYMMDD-XXXXX used to track your service requests)
• Legal case information and documentation
• Documents uploaded through our secure document portal (court papers, identification, addresses, and other supporting materials)
• Service recipient information
• Payment and billing information
• Court file numbers and related case details

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

• IP address and browser type
• Operating system and device information
• Pages visited and time spent on pages
• Referring website addresses

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide legal process serving, notary services, court filing, and related legal services
• Service Request Tracking: To assign and manage unique service request codes that allow you to track your requests and securely upload documents
• Document Portal: To provide secure document upload and storage functionality, enabling you to submit required documents for your service requests
• Communication: To respond to inquiries, provide service updates, and communicate about your requests
• Documentation: To prepare affidavits of service and other required legal documentation
• Billing: To process payments and maintain financial records
• Legal Compliance: To comply with applicable laws, regulations, and court requirements
• Service Improvement: To improve our services and website functionality
• Security: To protect against fraud, unauthorized access, and security threats

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Service Performance: With service recipients as required to complete legal service of process
• Courts and Legal Entities: With courts, legal professionals, and government agencies as required by law or legal procedures
• Service Providers: With third-party vendors who assist us in providing services (payment processors, email services, etc.)
• Legal Requirements: When required by law, court order, subpoena, or government request
• Business Transfers: In connection with a merger, sale, or transfer of business assets

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

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure data storage and transmission using encryption
• Secure document upload portal with tokenized access links
• Service request codes that provide controlled access to document upload functionality
• Access controls and authentication
• Regular security assessments
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

5.1 Document Storage and Security

Documents uploaded through our secure document portal are stored using industry-standard cloud storage infrastructure located in Canada (Montreal, QC). Your uploaded documents benefit from the following security measures:

• Service Request Validation: Document uploads require a valid service request number obtained through prior form submission with contact information
• File Type Validation: All files are validated using content inspection (not just file extensions) to ensure only legitimate document types are accepted
• Secure Transmission: All uploads use encrypted HTTPS connections
• Access Controls: Uploaded documents are only accessible to South Sask Process Services staff via authenticated admin portal access
• Rate Limiting: Upload functionality is rate-limited to prevent abuse (5 uploads per hour per IP address)
• Retention Period: Documents are retained for 7 years from upload date in accordance with legal industry standards, after which they are securely deleted

What you should know about document uploads:

• Only upload documents that are necessary for your service request (court papers, identification, addresses, supporting materials)
• Do not upload documents containing sensitive financial information (credit card numbers, bank account details) unless specifically requested
• Uploaded documents become part of your service request file and may be shared with courts, legal professionals, or service recipients as required to complete your requested services
• You retain ownership of your documents. We act as custodian for the purpose of providing legal services

By uploading documents, you confirm that (a) you have the legal right to share these documents with us, (b) the documents do not contain information that violates any third-party rights, and (c) you consent to our use of these documents to provide the requested services. If you have concerns about document security or wish to request deletion of uploaded documents, contact us at privacy@southsaskprocess.ca.

6. Data Retention

We retain your personal information for 7 years from the date of your service request submission, in accordance with legal industry standards in Canada. This retention period allows us to:

• Comply with legal and regulatory requirements
• Maintain accurate business records
• Address potential disputes or inquiries
• Meet professional service record-keeping obligations

After the 7-year retention period, your personal information is securely deleted from our systems. You may request earlier deletion by contacting us at privacy@southsaskprocess.ca, subject to any legal obligations that require us to retain certain information.

Documents uploaded through our secure document portal are subject to the same 7-year retention period from the date of upload. Download links expire after the configured time period for security purposes, but the documents themselves remain securely stored for the full retention period.

8. Your Privacy Rights

You have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Objection: Object to certain processing of your information
• Data Portability: Request a copy of your data in a portable format

To exercise these rights, email us at privacy@southsaskprocess.ca. We will respond to your request within 30 days.

When requesting access, correction, or deletion of your personal information, please provide sufficient details to help us locate your records (e.g., service request number, date of service, email address used for the request).

9. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience and analyze website traffic. You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete that information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: