Trust and security

Where data is kept, and who processes it

Records and document files are stored in Canada. A few services outside Canada handle specific tasks; each is listed here.

Document-request messages never say what a request is about: no document names, dates or statuses — only who is asking and a link. Agreement messages name the business, the reference and the dates, never the agreement's own wording.

How it's protected

Each employer walled off

The database itself keeps each workspace's records apart (row-level security), not only the app.

The SIN, encrypted

Encrypted (AES-256-GCM) before it reaches the database, with a key the database never holds. Staff see only the last three digits. It's never sent to an AI model and never written to logs.

Files kept private

Documents are in private storage. Viewing one uses a link that works for one minute.

Links with one-time codes

A request or agreement link shows nothing until the person enters a code sent to them. Each link works for one person and can be switched off.

Signatures that show changes

Each signature records the SHA-256 fingerprint of the exact agreement it covers, the time, how the signer was identified, and their network address and device. A sent agreement can't be edited, a signature can't be changed, and a completed agreement can't be deleted; the signed copy's own fingerprint is kept too.

Two-step verification

Available to every business account; once on, the database refuses sessions that haven't passed it.

A record that shows changes

Every action is written to an audit trail where each entry is sealed to the one before it, so a changed or removed entry shows.

Nothing loaded from elsewhere

The pages load no ads, trackers or third-party scripts; the browser only talks to PermitSentinel. Encrypted connections only (HTTPS, HSTS).

What PermitSentinel does and doesn't do

It doesn't check with the government

There's no public service employers can query. PermitSentinel checks the dates and documents on file; it never confirms anyone's current status with IRCC, ESDC or Service Canada.

Daily checks mean the dates on file

Every day, the dates recorded in your workspace are checked and you're emailed about anything newly due. If a permit changes, record the new one.

Document checks catch common problems, not every forgery

Number formats, dates that don't agree, a passport's check digits, photos of screens, and PDFs made in image editors are flagged. Passing them doesn't prove a document is genuine; a person at your company decides.

It isn't legal advice

The rules are pending review by a licensed immigration consultant. Unusual situations need a consultant or lawyer.

Reading can be wrong

An AI model reads documents; every reading is shown to a person to confirm or correct before it's relied on.

Electronic signatures are a record, not a certification

A typed, drawn or uploaded signature with its signing record suits many business agreements, but not every document: some need a witness, a notary or a form the government prescribes. The agreement templates are starting points, not legal advice.

Your records

Export any time

People as a CSV file (People → Export), documents from Documents, and the inspection file ready to print — on every plan, during a trial and after it.

If a trial ends

You're told a week ahead. Without a plan, expiry reminders, new requests and scanning pause; nothing is deleted and everything stays readable and exportable.

Closing your workspace

Email hello@permitsentinel.com from the workspace owner's address. We delete the workspace, its people and its files, and confirm by email.

Privacy

What's kept

For businesses: your account, your workspace's details, your team and the addresses you invite, and what you do in it. For the people you track: what you or they put in — names, contact details, documents, readings, and the SIN (encrypted). For agreements: the client's answers and files, and each signer's signature, network address and device.

Why

Only to keep your work-authorization records and remind you about them. We don't sell data, and we don't use it for advertising.

Whose it is

Your workspace's records are yours; PermitSentinel keeps them for you as a service provider.

Cookies

Only what's needed: your sign-in, your language, which of your workspaces is open, and a request or agreement link's session. No tracking cookies.

Support

Write to hello@permitsentinel.com — a person reads it, and we aim to reply within one business day. For a security concern, use the same address with “Security” in the subject.