Guidepost is operated by 18191956 CANADA LTD., a corporation incorporated under the Canada Business Corporations Act, which is the organization responsible for personal information under this policy.
The short version
What information we collect
Questionnaire data for free documents: When you fill out a Guidepost questionnaire to generate a free PDF, you enter personal information such as names, addresses, vehicle details, and dates. This information is sent to our server only to generate your PDF document. It is not logged, not stored in a database, and not retained after your document is created. Once your browser downloads the PDF, the server discards all input.
Questionnaire data for paid documents: When you buy a document package, the answers you entered are stored so we can rebuild that package for you later. Here is exactly what happens and why. Your answers are saved when you go to the payment page, because that is the only moment they exist anywhere but your own browser. If you complete the purchase, we keep them for 30 days along with a fingerprint of each document we generated, so you can download the package again or correct a detail and rebuild it at no charge. If you do not complete the purchase, the answers are deleted within 48 hours. After 30 days everything is deleted automatically, and the link in your receipt stops working. You can delete it yourself at any time before then, immediately, using the same link. We never store your card number: your payment is handled by Stripe, and all we keep from it is Stripe's own reference for the transaction. The letters you buy here (the repair request to a landlord, and the final pay and Record of Employment request to a former employer) are paid documents and are held in exactly this way, for 30 days.
Sign Together documents: Sign Together lets you and your buyer each sign one document online, from your own devices, through a secure private link. Because both halves have to come together, this is the one place where we do hold your information for a while. Here is exactly what happens. What you enter as the seller is stored when you pay, so your buyer can open it. Your buyer's details are collected from your buyer, on their own screen, and never from you. The link works for 14 days. Everything either of you entered is deleted 30 days after the document is finished, or 7 days after the link expires if it is never finished, and cancelling a link deletes your buyer's half straight away. After that we keep one record with no personal information in it at all: a fingerprint of the finished file, the date it was completed, and the province. We keep that for 24 months so either of you can prove a particular file existed on a particular day, and then it is deleted too.
The executor workbook: When you buy the executor workbook you sign in with your email address (there is no password), and the workbook keeps what its steps and letters need: the full name, date of death, province and last address of the person who died; your own name and contact details; the names of the banks and other institutions you list; your answers, your task progress, the dates you mark letters sent, and the notes you type. It never asks for or keeps a Social Insurance Number, a date of birth, a place of death, a health card, driver's licence or passport number, a PHIN, or an account or card number: the letters print a blank line for each one, for you to write in by hand. You can delete the workbook at any time from inside it, and everything in it is removed within 24 hours (in practice, at once). If nobody opens it for 24 months it is deleted automatically, and we email you at 23 months first. It is left out of our database backup copy, so a deleted workbook does not live on there. The calendar feed you can subscribe to carries the deadline titles and official links only, never a name, and turning it off or deleting the workbook stops it answering.
Guidepost Pro: When you subscribe to Guidepost Pro you sign in with your email address (there is no password), and we keep your branding block (your display name, and if you add them your firm or brokerage name, your licence or registration number, your profession, and for immigration consultants the name registered with the College and its public register address), your logo if you upload one, the email address of each colleague you add to a Firm plan, and a download log of the date, the checklist and the province for each handout. We store no information about your clients: a handout is made when you ask for it and is not stored. Change alert settings and the marketing opt-in are kept only once change alerts are available; when you tick the opt-in we record its wording and the time you ticked it. Download log entries are deleted after 12 months. The account and everything in it is deleted 12 months after a cancelled plan ends, or at once when you choose Delete my Pro account in the app.
Guidepost Testing: The free practice questions need no account, and your answers to them are not sent to us or saved. When you buy a practice test, Stripe takes the payment and we keep your email address (it becomes your sign-in; there is no password), the province of the test, which tests you bought, and for each question whether you have seen it, missed it or mastered it, so you can pick up where you left off. We never ask for your date of birth, your name or anything else, and what you type in a short-answer box stays on your screen and is never sent. A progress record is deleted 12 months after it was last updated. You can delete your progress, or your progress and the record of what you bought, at any time from inside the practice app, and it is removed at once. Both are left out of our database backup copy. From the payment, we keep the billing country and province Stripe collected, the region your connection came from (for example CA-QC, never your IP address) and the amount paid; if you bought from a French page, also the language of the terms you chose and the date we emailed your copy of the contract. That copy carries the name and address you gave Stripe: we print them in that email and do not store them. These details sit on the record of what you bought and are deleted with it.
Requesting a test: When you use "Not here yet? Tell us which test you need" on a practice test page, we keep the province and test you typed, your email address only if you choose to leave one, the date, and a one-way hash of your browser type, in a Canadian database, so we can decide which test to build next and tell you when it is live; each request is deleted 12 months after it was sent, or sooner if you email privacy@guidepostcanada.ca.
The stored information sits in a database hosted in Canada. Only our servers can read it: there is no account to log in to, and the link itself carries no information about either of you, which is why it is safe to send in a text message. We never ask for a driver's licence number or a Social Insurance Number anywhere in this process, and there is nothing to upload. Your right to ask for a copy of what we hold about you, or to have it corrected or deleted, is set out under Your rights below and applies to this information too.
Guidepost does not collect your Social Insurance Number. Where a SIN is required on a form (for example, the CRA's T2201), your generated document leaves a blank space for you to fill in by hand, so your SIN never passes through, or is stored by, Guidepost.
Support messages: If you use the Get help form, we store what you wrote, the email address you gave us to reply to, and the page you were on when you sent it, which is shown to you on the form before you send. That is so we can find your document without asking you to go looking for a receipt. We do not require an account and we do not store your IP address. Once your ticket is resolved it is kept for 90 days and then deleted permanently, message and email address together. We keep a count of how many messages arrived each day, which contains nothing about you.
Lien search orders: If you order a lien search or a lien search and paperwork pack, the order is filed as a support ticket carrying the VIN, the ad link and the asking price you entered, with your email address, so we can run the search and reply. The VIN and the ad link are removed from the ticket 30 days after the order is resolved; the rest of the ticket follows the support window above. The registry we search keeps its own record of the search under its own rules.
Calendar feeds: The corporation compliance calendar works out your dates in your browser and stores nothing on our servers; its calendar address carries only short codes for your answers, never a name or a business number.
Analytics: We use Vercel Analytics (aggregate, anonymous page-view data) to understand which guides are most used and how users navigate the site. We also use Microsoft Clarity (session replay and heatmaps) on our production site to understand where users encounter friction. Clarity is configured so that all form fields, including names, addresses, and any other personal information you enter in our questionnaire flows, are masked before being recorded. Clarity never captures the content of your inputs. It is also not loaded at all on the pages where you enter or review someone else's details: the co-fill signing pages, the Landlord Pass app, the executor workbook app, the Guidepost Pro app, and buyer share links. On those pages there is no session recording to mask, because there is no session recording. Neither tool involves tracking individuals across unrelated sites, and neither includes personally identifiable information derived from your questionnaire answers. We do not use Google Analytics.
Contact emails: If you email us directly (e.g., at support@guidepostcanada.ca), we retain that correspondence to respond to your inquiry. We do not add you to any mailing list without your explicit consent.
Buyer share-links: After you complete a car-sale package, you can choose to send your buyer a link to their side of the paperwork. The link is created only when you ask for it, and only you receive it; we never send it to your buyer. The sale details it carries (vehicle year, make, model, VIN, odometer, sale price, sale date, and your province) travel inside the link itself rather than in any database, so nothing extra is stored on our servers. It deliberately carries no names or addresses (yours or your buyer's) and none of your judgment answers, such as disclosed defects or lien status. The link stops working 30 days after you create it.
Waitlist: If you join the waitlist for the Business Compliance Pass, we store your email address (and the province you pick, if you pick one) with our email provider (Resend), and use it only to tell you when it opens. Never marketing, and never passed to anyone else. Every email includes an unsubscribe link, or you can email us and we'll delete your address.
Guide-update notifications: If you choose to enter your email address after a free download to be notified when a guide changes, that address (together with the guide and province it relates to) is stored with our email provider (Resend) and used only to send you guide-update notices: never marketing. Every notification includes an unsubscribe link, or you can email us and we'll delete your address.
Cookies
Guidepost uses your browser's localStorage to remember that you have acknowledged our legal disclaimer, and, if you turn session recording off, that you did (see Quebec's privacy law, below). This preference does not track you across sites, does not contain personal information, and is stored on your device only. While you fill in a questionnaire, the answers you have entered are kept in your browser's session storage, in your own browser only, and are cleared when you close the tab. We do not use advertising cookies or third-party tracking pixels.
Third parties
We do not sell, rent, or share your personal information with third parties for marketing purposes. Period.
We use Microsoft Clarity for session replay and heatmap analytics. Clarity operates under its own privacy statement. We have configured Clarity with DOM masking so that all personal information entered in our questionnaire forms is blocked from recordings. Microsoft does not receive your questionnaire answers. Clarity is not loaded at all on the co-fill signing pages, the Landlord Pass app, the executor workbook app, the Guidepost Pro app, or buyer share links, because those pages display another person's name, address, tenancy or estate details as ordinary page text, and masking form fields would not cover that.
Our site is hosted on infrastructure that may log standard server access records (IP addresses, request timestamps) for security purposes. These logs are retained for a limited period and are not used for marketing or profiling.
PIPEDA compliance
Guidepost operates in Canada and is subject to the Personal Information Protection and Electronic Documents Act (PIPEDA). We collect minimal personal information, and we keep each kind only for the period this page sets out for it, for example: nothing from free guides, the answers for a paid document for 30 days, the answers from an unfinished checkout for up to 48 hours, a resolved support ticket for 90 days, the VIN and ad link from a lien search order for 30 days after the order is resolved, an executor workbook until you delete it or 24 months after its last visit, a Guidepost Pro account until you delete it or 12 months after a cancelled plan ends, Guidepost Testing progress until you delete it or 12 months after it was last updated, and Sign Together documents as described above. You have the right to request access to any personal information we hold about you, and to request correction or deletion. How to ask, and how soon we reply, is set out under Your rights below.
Canada's privacy laws change from time to time. We will update this policy when they do. Our core commitment (minimal data collection, and keeping personal information only for the periods set out on this page) will not change.
Quebec's privacy law (Law 25)
The person in charge of the protection of personal information at Guidepost is Nathan, the founder, who holds the highest authority in the corporation. Reach him at privacy@guidepostcanada.ca.
Where your information is kept, and what is communicated outside Quebec:
- Supabase holds our database (purchases, accounts, progress, support tickets and requests) in its Canada Central region, in Montreal.
- Stripe, in the United States, receives your email address and billing details to take a payment: a communication outside Quebec.
- Resend, in the United States, receives your email address to send sign-in links, receipts and contract copies: a communication outside Quebec.
- Vercel (which hosts the site) and Microsoft (Clarity, below) are in the United States too, as set out under How we handle personal information.
Session recording: Guidepost uses Microsoft Clarity to see how pages are used, and a one-line notice says so on your first visit. You can turn it off on this device at any time; while it is off, Clarity is not loaded at all. The setting is a flag in your own browser and contains no personal information.
How we handle personal information
Services outside Canada
Some of the services we rely on operate in the United States, and we name them here:
- Stripe (United States)
Payment and subscription processing. Receives your email and billing details. Card numbers go to Stripe directly and never reach us. - Resend (United States)
Sends your sign-in links, reminders and alerts. Receives your email address. - Vercel (United States)
Hosts the site and logs standard access records for security.
Information processed or stored in another country is subject to that country's laws, and may be accessible to that country's courts and law enforcement. That is true of any service that uses American infrastructure, and we would rather state it than leave you to assume otherwise.
Who is accountable, and how to complain
Nathan, Founder and Privacy Officer, is the person in charge of protecting personal information at Guidepost. Reach the Privacy Officer at privacy@guidepostcanada.ca. If you ask for your information, a correction, or a deletion, you will get an answer within 30 days.
If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada. Quebec residents can also complain to the Commission d'accès à l'information.
Your rights
- You can ask to see the personal information we hold about you, and ask us to correct or delete it, by emailing privacy@guidepostcanada.ca.
- You can withdraw consent to future emails through the unsubscribe link in each one.
- We reply within 30 days.
- You can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information.
Guidepost Landlord Pass accounts: what we store and for how long
Everything above describes the free guides and one-off documents, where we create no account. Free guides store nothing, and what we hold for a one-off document is deleted on the schedule set out above. The Guidepost Landlord Pass is different, because a subscription that reminds you about your own properties has to remember your properties. This section says exactly what that means.
What we never store. We do not store your tenants' names, or anything else that identifies a tenant. Tenant details are entered on your own device at the moment you prepare a document and are never sent to our servers. We do not store the documents you generate; you download and keep them, and we keep only a dated fingerprint. We do not run tenant screening, keep tenant histories, or share anything between landlords, and we do not intend to.
The whole list of what we do keep
- Your email address
- It is your account. Sign-in links and reminders go to it.
- How long: While your account exists, then 12 months after you cancel.
- Your properties
- Addresses, units, rent and lease dates are what the reminders and documents are computed from.
- How long: While your account exists, then 12 months after you cancel.
- Your reminder dates
- So a notice window can be flagged before it closes.
- How long: While your account exists, then 12 months after you cancel.
- Your receipts
- A dated fingerprint of a document you generated, so you can prove that exact file existed on that date. We keep the fingerprint, never the file.
- How long: While your account exists, then 12 months after you cancel.
- Your billing state
- Whether your Pass is active, and until when.
- How long: Kept by Stripe under their own retention rules; we hold only the status and the period end.
| Information | Why we need it | How long we keep it |
|---|---|---|
| Your email address | It is your account. Sign-in links and reminders go to it. | While your account exists, then 12 months after you cancel. |
| Your properties | Addresses, units, rent and lease dates are what the reminders and documents are computed from. | While your account exists, then 12 months after you cancel. |
| Your reminder dates | So a notice window can be flagged before it closes. | While your account exists, then 12 months after you cancel. |
| Your receipts | A dated fingerprint of a document you generated, so you can prove that exact file existed on that date. We keep the fingerprint, never the file. | While your account exists, then 12 months after you cancel. |
| Your billing state | Whether your Pass is active, and until when. | Kept by Stripe under their own retention rules; we hold only the status and the period end. |
The retention clock
When you cancel, we keep your account data for 12 months and then delete it. That window exists so you can come back in a season without rebuilding your property list. The deletion is carried out by a scheduled job that runs daily, not by someone remembering to do it, and the 12 month figure on this page is read from the same setting that job uses.
Getting your data out, or deleting it
Signed in, one button exports everything we hold about you as a file you keep, and another deletes your account and all of it. Deletion is immediate and it is not a flag on a row: the records are removed, and your sign-in identity goes with them. Stripe keeps its own record of payments it processed, as payment processors are required to.
Where your information is held
Your account, properties, reminder dates and receipts are stored in a database hosted in Canada (the Canada Central region, in Montreal). The services we rely on that operate in the United States are named above, under How we handle personal information.
If something goes wrong
We keep a register of every security incident affecting personal information, whether or not it is reportable. Where an incident creates a real risk of significant harm, we notify the Office of the Privacy Commissioner and the people affected, and where Quebec law applies we notify the Commission d'accès à l'information as well.
The Pass is currently sold in 9 provinces. Quebec is not included yet, because we are not ready to provide the terms in French first.
Children's privacy
Guidepost is intended for adults (18+). We do not knowingly collect information from minors.
Changes to this policy
If we make material changes to this privacy policy, we will update the “Last updated” date at the top of this page. We encourage you to review this policy periodically.
Contact
Questions or concerns about privacy? Email us at privacy@guidepostcanada.ca.