Privacy policy

Stampwise helps Canadian employers keep the records the Temporary Foreign Worker Program requires. This policy explains what personal information Stampwise handles, why, where it is stored and how you can control it. It is written to meet Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act respecting the protection of personal information in the private sector (Law 25).

Who is responsible

Stampwise ("we") provides the service. For the records an employer adds about its workers, the employer is responsible for that information and decides what to collect; we process it on the employer's behalf and only to provide the service. For account information (names and emails of the people who sign in), we are responsible.

Our privacy officer can be reached at privacy@getstampwise.com.

What we collect

• Account information: your name, work email, company name and province, a securely hashed password, and when you sign in.
• Records employers add about workers: names, work permit numbers and dates, job title, wage, hours, work location, optional email and phone number, documents you upload (for example permits, contracts and pay stubs), pay periods from payroll files, onboarding, recruitment and change records.
• Worker confirmations: when a worker confirms their first day through the private link, we record the items they ticked, the name they typed, their answer about recruitment fees, the time, their IP address and browser type, as evidence for the employer.
• Activity log: who added, changed, opened or downloaded what, and when, with IP addresses. Employers use it as evidence; we use it for security.
• Technical information: server logs with IP addresses and request details, kept for a short time for security and troubleshooting.

We do not use advertising or tracking cookies. The only cookie keeps you signed in.

Why we use it

• To provide Stampwise: storing records, running the checks, sending the emails you ask for (invitations, password resets, worker links) and building inspection packs.
• To keep accounts secure: preventing password guessing, detecting misuse and keeping the activity log.
• To support you when you contact us.

We do not sell personal information, use it for advertising, or use workers' records to train AI models. We only access an employer's records when needed to support that employer, at their request, or to keep the service secure.

Where it is stored

Stampwise's database and uploaded documents are stored in Canada (Toronto, Ontario) on encrypted disks, with backups in the same region. A few service providers handle limited information on our behalf:

• Fly.io: hosting of the application, database and files, in Toronto, Canada.
• Resend: sending emails (recipient address and the message content), processed outside Canada (Japan and the United States).
• ImprovMX: forwarding emails sent to our own addresses (for example support and privacy requests).
• Cloudflare: domain name service only; it does not store your records.

Information handled outside Canada may be accessible to courts and authorities in those countries. Quebec employers remain responsible for assessing transfers outside Quebec under Law 25; we will provide the information needed for that assessment on request.

How we protect it

• Encryption in transit (HTTPS) and at rest (encrypted disks, plus separate encryption of uploaded documents).
• Passwords are stored only as secure hashes. Sign-in attempts are limited, sessions expire after 12 hours, and changing a password signs out other devices.
• Each employer can only see its own records. Owners control who has access, and every view and change is logged.
• Links sent by email (password resets, invitations, worker confirmations) are single-purpose and expire.

If a breach of security affects your information and creates a real risk of significant harm, we will tell affected employers without undue delay so they can meet their own reporting obligations, and report to the Privacy Commissioner of Canada where required.

How long we keep it

Employers must be able to show up to six years of records to an inspector, so records stay in Stampwise for as long as the account is open, unless the employer deletes them. Owners can delete a worker's records, or close the account and delete everything, at any time. Deleted information is removed from backups within 30 days. After an account is closed we keep only what we must for legal or accounting reasons, for up to 7 years.

Your choices and rights

• Employers can see, correct, export (Settings → Download all data) and delete their records at any time.
• Workers whose information an employer keeps in Stampwise should contact that employer first, since the employer controls the records. You can also contact us and we will pass the request on and help the employer respond.
• Anyone can ask us what information we hold about them, ask for a correction, or withdraw consent where consent is the basis, subject to legal limits. Write to privacy@getstampwise.com; we reply within 30 days.
• If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada, or in Quebec to the Commission d'accès à l'information.

Changes

We will post changes here and update the date at the top. For significant changes we will email account owners before they take effect.