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Effective: October 7, 2026
Last reviewed: October 7, 2026

WeServe&File Inc. (“WeServe&File”, “we”, “us”) is an Ontario company that serves, files, issues and retrieves legal documents, locates people for legal proceedings, and provides notary, commissioning and search services. Our work means we handle personal information about our customers and clients, and also about people who are named in legal documents. We take that responsibility seriously. This policy explains, in plain language, what we collect, why, who we share it with, and the choices and rights you have.

WeServe&File is not a law firm and does not give legal advice.

1. Who is accountable

We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles. Our Privacy Officer is accountable for this policy and for how we handle personal information.

Privacy Officer: Jason Rosen, President and CTO
WeServe&File Inc., 18 King St. East, Suite 1400, Toronto, ON M5C 1C4, Canada
Contact Form
Toll-free: 1-877-535-3377

2. What this policy covers

This policy applies to personal information we collect through our website, by phone, by mail, through our forms, in our offices, and in the field. It covers:

• Customers and clients who order our services, and their staff.
• People named in documents we serve, file, issue or retrieve, including people being served, other parties, and witnesses.
• People we are asked to locate for a legal proceeding.
• People who use our notary and commissioning services.
• Website visitors.
• Job applicants and people who apply to work with us as WSF Delivery drivers.

Our role. We are responsible for safeguarding personal information while it is in our possession: while we work on a file, and afterward in our records. The lawyer, law firm or other legal professional who instructs us, or otherwise our customer or client, is the source of the information in the documents. We are not responsible for the contents of those documents or for the information our customers and clients give us.

3. Information we collect

We do not ask for more than we need. Please do not send us sensitive information, such as health information, unless a document or service requires it.

4. How we use information

We use personal information to:

1. Deliver, file, issue and retrieve documents as instructed, and prove that we did so, including preparing affidavits and other proof of service or of attempted service.
2. Locate people when a customer or client needs them for a legal proceeding.
3. Verify identity for notary and commissioning services.
4. Quote, invoice, collect payment and keep business records.
5. Answer questions, handle complaints, and keep you informed about your order.
6. Keep our website, systems and staff safe, and prevent fraud and misuse.
7. Improve our services, using combined statistics that do not identify anyone wherever possible.
8. Hire and onboard staff and WSF Delivery drivers.
9. Meet legal, court, tax and insurance requirements.

We do not sell personal information, and we do not use it for any purpose we have not described here without first asking you, unless the law requires or allows it.

5. Consent

When you are our customer or client, we rely on the consent you give when you place an order, and on the instructions you give us. We ask for express consent for anything you would not reasonably expect, such as marketing messages or sensitive information.

If you are named in documents we serve or file, or we are asked to locate you by a lawyer, law firm, legal practice or other legal professional, or by any court order, the information comes from the entity who instructed us, not from you. We collect, use and share it only to carry out that legal step and to provide evidence of completion, as the law permits.

You may withdraw consent at any time, subject to legal or contractual limits. We will tell you what withdrawing means, for example that we may be unable to complete an order.

6. Who we share information with

We share personal information only as needed:

• With the customer or client who instructed us, including proof of service or attempted service and search results.
• With courts, tribunals and government registries, when filing or issuing documents.
• With service providers who work for us under contract, such as our hosting and website providers, customer relationship and email systems, online form provider, payment processor, data and search providers, and technology support. They may use the information only to provide their service to us and must protect it.
• When the law requires or allows it, such as a court order, a subpoena, or to prevent fraud.
• If our business is sold or reorganized, with the other party, under a confidentiality agreement and only for the purpose of the transaction.

We do not sell or rent personal information.

7. Storage outside Canada

Some of our service providers store or process information outside Canada, where it is subject to local laws, including access by authorities there.

8. Our website: cookies, analytics and embedded services

Our website uses cookies and similar technologies, and the following services:

Strictly necessary cookies keep the site working. You can block or delete cookies in your browser; some features may then stop working. We do not use cookies for advertising on other websites.

9. Marketing messages

We send marketing emails or texts only with your consent, or where Canada’s anti-spam law allows it, for example to existing customers and clients. Every message identifies us and includes an easy way to unsubscribe. Unsubscribing does not stop messages about an order you have placed.

10. AI and automated tools

We use software, including artificial intelligence (AI) tools, to help our staff work efficiently, for example to organize orders, draft routine messages, and check documents for completeness. These tools work under our contracts and our instructions. People at WeServe&File remain responsible for decisions about your order. We do not use automated tools to make decisions that have legal or similarly significant effects on you without a person reviewing them.

11. How we protect information

We protect personal information with safeguards that match its sensitivity, including:

• Access limited to staff and contractors who need it, with individual accounts and multi-factor authentication.
• Encryption in transit (TLS) on our website.
• Confidentiality agreements and privacy training for staff and contractors.
• Contracts that require service providers to protect information.
• Secure storage and shredding of paper documents.

No system is completely secure, so we also keep a plan for responding to incidents, described next.

12. Data breaches

If personal information we control is lost, accessed or disclosed without authorization, we act promptly to:

1. Contain it, by stopping the cause and recovering the information where possible.
2. Assess it, including how sensitive the information is and how likely it is to be misused.
3. Report and notify. Where a breach creates a real risk of significant harm, we report it to the Office of the Privacy Commissioner of Canada and notify affected people as soon as feasible. We tell you what happened, when, what information was involved, what we have done, what you can do to protect yourself, and how to reach us. We also notify other organizations that can help reduce the harm, such as the customer or client whose matter is involved.
4. Record it. We keep a record of every breach, whether or not it is reported, for at least 24 months.
5. Learn from it, by fixing the cause and reviewing our safeguards.

We will contact you directly by phone, mail, email or in person. We will never ask you for a password or payment details in a breach notice. If you think your information has been exposed through us, contact the Privacy Officer right away.

13. How long we keep information

We keep personal information only as long as we need it for the purposes above, or as long as the law, a court, our insurer or a customer or client contract requires. As a guide:

When we no longer need information, we securely destroy it or make it anonymous.

14. Your rights

You may ask us:

• For access to the personal information we hold about you, how we have used it, and who we have shared it with.
• To correct information that is inaccurate or incomplete.
• To withdraw consent to a use you agreed to, such as marketing.
• What our practices are, and for a copy of this policy in another format.

Send your request in writing through our Contact Form or by mail to the Privacy Officer. We may ask for information to confirm your identity, and we use it only for that purpose. We respond within 30 days. If we need more time, we will tell you in writing within those 30 days, explain why, give a new date no more than 30 days later, and tell you of your right to complain to the Privacy Commissioner. Requests are free.

We may refuse a request, in whole or in part, where releasing the information could affect another person’s privacy or rights, could affect an ongoing court case, or would otherwise be contrary to law. If we refuse, we will explain why in writing and tell you how to complain.

15. Complaints

If you have a concern, please contact our Privacy Officer first. We will investigate and reply in writing. If you are not satisfied, you may complain to the Office of the Privacy Commissioner of Canada.

16. Quebec residents

If you are in Quebec, Quebec’s Act respecting the protection of personal information in the private sector also applies to your personal information. In addition to everything above:

• Person in charge. Jason Rosen, President and CTO, is our person in charge of the protection of personal information. Reach him through our Contact Form or toll-free at 1-877-535-3377.
• Our governance practices. This policy, approved by our person in charge, sets out how we keep and destroy information (section 13), protect it (section 11) and handle complaints (section 15). Within WeServe&File, only staff and contractors who need personal information for their role can access it.
• When we collect information from you, we tell you why, how, your rights of access and correction, and your right to withdraw consent. On request, we also tell you what information we hold, which categories of staff can access it, and how long we keep it.
• Communication outside Quebec. Your information may be communicated outside Quebec, including to other provinces and outside Canada (section 7). Before doing so, we assess the privacy risks and put a written agreement in place with the recipient.
• Location features. Our quote forms can estimate your city and region from your IP address to pre-fill the form (section 8). You can prevent this by disabling JavaScript in your browser. Our online forms do not work without JavaScript, so you can instead request a quote by calling 1-877-535-3377.
• Automated decisions. We do not make decisions about you based only on automated processing. If we ever do, we will tell you, explain on request the information and main reasons used, and let you present your views to a member of our staff who can review the decision.
• Your rights. You may ask for access to your information and a copy of it, including information you gave us electronically in a structured, commonly used format; ask us to correct it; withdraw consent; or ask us to stop disseminating or to de-index information where the law allows. We reply in writing within 30 days. Access is free of charge.
• Confidentiality incidents. If an incident involving your information presents a risk of serious injury, we notify the Commission d’accès à l’information and you. We keep a register of all confidentiality incidents.
• Complaints. If you are not satisfied with our response, you may contact the Commission d’accès à l’information du Québec.

17. Children’s information

Our website and services are not directed at children, and we do not knowingly collect children’s information online. Some legal documents, such as family court documents, may contain information about children. We treat that information as sensitive and use it only to carry out the service.

18. Links to other websites

Our website links to courts, government sites and other organizations. Their privacy practices are their own; please read their policies.

19. Changes to this policy

We review this policy at least once a year. If we make an important change, we will update the date at the top and post a notice on our website before the change takes effect. If a change affects how we use information you already gave us, we will ask for your consent where required.

20. Contact us

Privacy Officer, WeServe&File Inc.
18 King St. East, Suite 1400, Toronto, ON M5C 1C4, Canada (please contact us before mailing documents to our office)
Contact Form
Toll-free: 1-877-535-3377