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.

This policy describes our current practices and the choices available to you. Where consent is required for a particular use, we request it separately and do not treat general website use as consent to optional promotional communication.

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 website analytics is enabled and you have not opted out, we automatically collect limited website-usage information, including:

• Pages visited and navigation events
• Referring website or source
• Approximate geographic region
• Browser, operating system, and device category

Separately from website Analytics, our public forms briefly process the network address needed to prevent abuse and use it to generate a keyed pseudonymous rate-limit identifier. Our rate-limit provider receives that derived identifier and counter rather than the raw network address. Contact-form counters expire after up to 60 seconds and upload counters after up to one hour. We do not include network addresses or derived rate-limit identifiers in application logs.

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 providers that support hosting, private document storage, database services, email, abuse prevention, authentication, monitoring, and aggregate Analytics
• 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.

Some service providers process information outside Canada, where it may be subject to the laws of the jurisdiction in which it is processed. We remain responsible for selecting and administering providers appropriate to the information and service.

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
• Private document storage with authenticated staff-only retrieval
• Service request codes that provide controlled access to document upload functionality
• Access controls and authentication
• Documented access, provider, retention, and privacy-policy reviews
• Privacy and security awareness review for staff with access

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 as private objects in Montreal, Canada. Application requests and supporting providers may process related information outside Canada as described in this policy. 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 generally retained for seven years from upload, subject to record-specific requirements, legal holds, operational exceptions, and applicable law

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 the requested legal-support 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 info@southsaskprocess.ca.

6. Data Retention

SSPS has adopted a general seven-year retention period for applicable business and service records. This is our general business policy, not a statement that every record must be kept for seven years by law. Record-specific requirements, active matters, legal holds, operational exceptions, and applicable law may require a different result. The general period supports our ability to:

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

Records eligible under the general period are reviewed through our documented retention process and securely deleted when no hold or exception applies. You may request earlier deletion by contacting us at info@southsaskprocess.ca, subject to any legal obligations that require us to retain certain information.

Documents uploaded through our secure submission page are generally subject to the same seven-year period from upload. Customers do not receive routine document download links; staff access is authenticated. If we deliberately issue an external document link in the future, that link will have an explicit expiry and can be revoked.

7. Your Privacy Rights

Subject to applicable law and limited exceptions, you may ask us to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of personal information when retention is no longer required, subject to active matters, legal or business requirements, holds, privilege, third-party rights, and other lawful exceptions

To exercise these rights, email us at info@southsaskprocess.ca. Where PIPEDA applies, we will respond to an access request within 30 calendar days unless a permitted extension applies. We will explain any refusal, partial response, or extension and available recourse.

When requesting access, correction, or deletion of your personal information, please provide sufficient details to help us locate your records (for example, service request number, date of service, or email address used for the request). We will verify identity proportionately and review third-party or privileged information before disclosure.

8. Website Analytics and Browser Storage

When enabled for this site, Vercel Web Analytics automatically records page loads and selected website interactions. It gives us aggregate information about website use so we can understand performance and improve the site. This analytics service does not use cookies. Vercel states that it does not store visitors' IP addresses in Web Analytics data and that the temporary information used to calculate a daily visitor identifier is discarded within 24 hours.

SSPS does not use Web Analytics to create visitor profiles or join website-traffic information to service requests or customer records. Analytics runs by default when the site owner has enabled it. You can use the Privacy Choicescontrol in the site footer to opt out. An opt-out stops future page-view, visit, and custom website-interaction events from this browser. You can return to the same control to opt back in.

Your Analytics choice is stored in this browser's local storage so it survives navigation and later visits on this browser. This is a default-on Analytics opt-out, not prior consent or cookie consent. Vercel Web Analytics is cookie-free. Accessibility preferences such as theme, contrast, and text size may also be stored in local storage; those preferences do not control Analytics.

Learn more in Vercel's Web Analytics privacy documentation.

9. 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.

10. 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.

11. 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.

12. Contact Us

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