Privacy

Who is responsible

The operator of Canada ESA Register is responsible for the personal information described here, including when a service provider handles it for us. Our privacy officer is accountable for how we handle it. For anything about it, including access and correction requests, write to the privacy officer at [email protected].

What we collect, and why

• About your pet: name, species, breed, date of birth and photo, if you give them. We use them to make your documents: the certificate and card, which also appear on the public lookup, and the landlord letter and pet resume if you buy one. A letter bought on its own never reaches the lookup.
• About you: your name and, if you give it, your town or city, which are printed on the documents; your email address, to send the documents and your receipt; and your province or territory, because the law that applies, and whether we can sell to you, depend on where you live.
• About your order: what you bought, the price, the date, the version of our terms, the moment you confirmed the purchase, and Creem’s reference for the payment. We never see or store your card details.
• If you buy the landlord letter: the rental’s address and province, whether you already rent it or are applying, whether it is in a condo or strata, what your lease says about pets, your phone number if you give it, your landlord’s or property manager’s name and contact details, a previous landlord’s name and contact details if you give them as a reference, what you tell us about your pet’s care and routine, and the undertakings you choose. We use them only to write your letter and pet resume, and they are never shown on the public lookup. If you name a previous landlord, please make sure they are happy to be contacted.
• Gifts: the names and email addresses you give us for you and the recipient, and your message, so we can send the code.
• Messages: what you send us through the contact form or by email, so we can answer.
• Technical logs: your IP address, browser type and the pages requested, which our servers record to keep the service secure.

We ask nothing about your health, and we hold no health information of any kind. We collect nothing else, and we do not use your information for any purpose other than the ones above.

What is public

The public lookup page for a registration shows the pet’s name, species and breed, the dates of the entry and whether it is current, and the photo unless you chose to keep it off. That is the point of the register, and you agree to it with its own box before you pay. Anyone who has the registration number can open the page; it is not listed in search engines. The lookup never shows your name, email address or anything else about you. You can ask us at any time to take the photo off the page or to switch the entry off, and we do it within 30 days.

Consent

By buying from us you consent to what is described here. You can withdraw consent at any time by asking us to switch off your entry and delete your details, subject to the records the law requires us to keep; the certificate and card then stop being checkable.

Who else sees it

• Creem (Armitage Labs OÜ, Rotermanni 14, Tallinn, Estonia), our merchant of record, which sells you the order, takes the payment and works out any sales tax. It receives what you are buying and the price from us, and collects your payment details, email address and billing details itself, which it also handles under its own privacy policy.
• Resend, our email provider, which delivers the documents, receipts and gift codes.
• Cloudflare, which runs our domain’s DNS, carries traffic between the internet and our server through a secure tunnel, and forwards email sent to our address.
• Google, whose Gmail service holds our support inbox, where your emails to us and our replies are kept.

Apart from Creem’s own records of the sale, these service providers act on our instructions and may only use the information to provide their service to us. We do not sell personal information, we do not share it for advertising, and we have no marketing list.

Where it is stored

Our website and database run on our own server in Israel, and our service providers may store or process information in other countries, including the United States and, for payments, Estonia in the European Union. Information held outside Canada is subject to the laws of those countries, which may allow authorities there to obtain it. For written information about our policies on service providers outside Canada, or any question about them, contact our privacy officer at the details at the top of this notice.

How long we keep it

• Registration details: while the entry exists, so the lookup keeps working. Expired entries remain, marked expired, unless you ask us to switch them off.
• Order and payment records: as long as tax law requires, generally six to seven years.
• Unpaid orders and photos from registrations that were never finished: deleted after 30 days.
• Letter details: kept with your order, so that we can send the letter again if you ask. Ask us and we delete them; the letter can then no longer be resent.
• Messages to us: two years after the conversation ends.
• Technical logs: no more than 30 days.

Keeping it safe

Information is sent over encrypted connections, stored on access-controlled systems, and seen only by the people who need it to run the register. If a breach of our safeguards ever created a real risk of significant harm to you, we would tell you and report it to the Office of the Privacy Commissioner of Canada, as the law requires.

Cookies

We do not use advertising or analytics cookies. While you fill in the registration form, your browser keeps your answers in its session storage so that a reload does not lose them; they are cleared when you close the tab.

Your rights

You can ask to see the personal information we hold about you and to have it corrected, and we will answer within 30 days. You do not have to give a reason. If you are not satisfied with how we have handled your information, you can complain to the Office of the Privacy Commissioner of Canada. In Alberta and British Columbia you can also contact the provincial privacy commissioner, the Office of the Information and Privacy Commissioner of Alberta or the Office of the Information and Privacy Commissioner for British Columbia.

Age

We do not knowingly collect information from anyone under the age of majority, and we do not sell to them.

Changes

If we change this notice, we will post the new version here with a new date. If a change is material, we will email customers before it takes effect.