This Privacy Policy explains how Consultica, an Ontario-registered business, collects, uses, discloses, retains, and protects personal information.
This Policy applies to Consultica’s website, inquiries, client relationships, background screening, due diligence, investigative research, digital footprint reviews, reputational risk assessments, and related professional services.
1. Accountability
Consultica is responsible for personal information under its control. Our Privacy Officer oversees compliance with this Policy and applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
Questions, access or correction requests, and privacy complaints may be directed to our Privacy Officer using the contact information below.
2. Information we may collect
Depending on the authorized scope of a service or engagement, we may collect:
Names, aliases, dates of birth, addresses, email addresses, telephone numbers, and usernames;Employment, education, professional credentials, appointments, publications, directorships, and organizational affiliations;Corporate, court, regulatory, sanctions, insolvency, property, licensing, and other lawfully accessible records;Publicly accessible news, websites, professional profiles, social media content, and other digital footprint information;Identification documents, résumés, consent records, correspondence, and supporting information provided by clients or individuals;Information relevant to fraud, conflicts of interest, research integrity, safeguarding, misconduct, litigation, security, or reputational risk;Website and technical information, including IP addresses, browser and device information, logs, and contact form submissions; andContractual, billing, and business contact information.
We collect only information that is reasonably relevant and necessary for the authorized investigation or screening engagement.
3. Sources of information
Personal information may be obtained from:
The individual concerned;Clients and their authorized representatives;Public websites, news media, archives, professional directories, academic sources, and social media platforms;Government, court, regulatory, corporate, and other lawful public records;Authorized research platforms, verification services, and data providers; andOther lawful sources relevant to the engagement.
The fact that information is publicly accessible does not remove our responsibility to process it lawfully, fairly, and proportionately.
4. How we use personal information
We may use personal information to:
Respond to inquiries and establish client relationships;Verify identity, employment, education, credentials, affiliations, and professional representations;Conduct background screening, enhanced due diligence, adverse media research, fraud investigations, digital footprint reviews, and reputational risk assessments;Identify relevant integrity, safeguarding, conduct, conflict of interest, sanctions, regulatory, litigation, or security concerns;Prepare reports and findings for authorized recipients;Maintain quality assurance, source traceability, and appropriate investigative records;Protect Consultica, its clients, and others from fraud, misuse, unlawful activity, or security threats;Administer contracts, billing, complaints, and legal obligations; andImprove our services using aggregated or de-identified information where appropriate.
We do not use personal information for unrelated purposes without appropriate consent, authorization, or another lawful basis.
5. Consent and client responsibility
Where consent is required, Consultica or the commissioning client will obtain consent appropriate to the sensitivity of the information and the circumstances.
For client-directed screening, the client is generally responsible for establishing its authority to commission the work, providing required notices, and obtaining candidate consent unless otherwise agreed in writing.
Applicable law may permit the collection, use, or disclosure of information without consent in limited circumstances, including certain fraud prevention, investigative, legal process, or public interest matters.
6. Human analyst review
Technology may assist with searches, translation, entity resolution, deduplication, organization, and preliminary identification of potentially relevant information.
Material findings are reviewed by a human analyst before being reported. Analysts assess identity confidence, source reliability, context, relevance, and whether information is verified, alleged, disputed, or unconfirmed.
Consultica does not make final employment, fellowship, academic appointment, or eligibility decisions for clients.
7. Disclosure of information
We may disclose personal information:
To the client and its authorized personnel for the purposes of the engagement;To service providers supporting communications, storage, verification, research, translation, legal review, or administration;To professional advisers, auditors, or regulators where reasonably necessary;When required or permitted by law, court order, or lawful governmental authority; orIn connection with a business transaction, subject to appropriate confidentiality and privacy protections.
Service providers receive only the information reasonably necessary to perform their functions. Consultica does not sell personal information.
8. International and cross-border processing
Consultica is based in Ontario, Canada, and conducts international research.
Depending on the engagement, the relevant sources, and the service providers used, personal information may be accessed, stored, or processed outside Canada. Information processed in another jurisdiction may be subject to that jurisdiction’s laws, including lawful access by courts or governmental authorities.
Consultica uses contractual, technical, or organizational measures intended to protect information processed by service providers. Client-specific data residency requirements may be addressed in the applicable service agreement.
9. Security safeguards
Consultica applies administrative, technical, and physical safeguards appropriate to the sensitivity, volume, format, and purpose of the information.
These measures may include access restrictions, authentication controls, encryption where supported, secure information transfer methods, confidentiality obligations, device protections, service provider review, and incident response procedures.
No electronic transmission or storage method is completely secure. We review our safeguards as risks, technologies, and legal requirements evolve.
10. Retention and disposal
Consultica retains personal information only for as long as reasonably necessary to:
Complete the authorized engagement;Meet contractual requirements;Maintain appropriate investigative and business records;Resolve disputes; andSatisfy legal, regulatory, accounting, or professional obligations.
Unless another period is required by law or agreed with the client, completed case files are normally retained for up to 24 months. Contractual, billing, and accounting records may be retained for up to seven years.
At the end of the applicable period, information is securely deleted, destroyed, or de-identified, subject to legal holds and the technical limitations of backup systems.
11. Accuracy and fair reporting
Consultica takes reasonable steps to ensure that material information is accurate, complete, and current for its intended purpose.
Reports distinguish verified facts from allegations, opinions, unresolved discrepancies, and information that could not be independently confirmed. We consider identity confidence, source reliability, date, context, and relevance.
Public records and third-party sources may be incomplete, outdated, or inaccurate. Where appropriate, our reports explain these limitations.
12. Access and correction
Subject to applicable law, individuals may request access to personal information under Consultica’s control and request correction of inaccurate or incomplete information.
We may require identity verification before responding. Access may be limited where permitted or required by law, including where disclosure would reveal:
Personal information about another person;Confidential commercial information;Legally privileged information; orInformation connected to an investigation where access may lawfully be restricted.
Where information was processed solely under a client’s instructions, Consultica may refer the request to the client or coordinate the response with the client.
13. Privacy incidents
Suspected loss, unauthorized access, use, or disclosure of personal information is assessed through our incident response process.
Where required by law, Consultica will notify affected clients, individuals, regulators, or other authorities and maintain appropriate incident records.
14. Website and external links
Our website may collect information submitted through contact forms and limited technical information required for the website’s operation, security, and performance.
Our website may contain links to third-party websites. Consultica is not responsible for third-party privacy practices, and users should review the relevant policies before providing personal information.
15. Changes to this Policy
We may update this Policy to reflect changes in our services, practices, technology, contracts, or legal obligations.
The current version identifies its effective date. Material changes will be communicated where required.
Contact us:
Privacy OfficerConsultica250 Yonge StreetToronto, Ontario M5B 2L7Canada
Email: ac.acitlusnoc%40tcatnocTelephone: (289) 813-1200
Individuals may also contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.