Draft of October 12, 2026. This page is a draft: it is not yet in force, and the parts marked to confirm are still open.
These terms apply when Final-ink handles personal information about your clients on your firm’s behalf. They are part of the terms of service.
1. Roles
Your firm decides which files to review and why, and is accountable for the client information in them. Final-ink is your firm’s service provider and handles that information only on your instructions, which are: to carry out the reviews you start, to draft the letters you ask for, and to store the reports you save.
2. What is processed
- Whose information: applicants, their family members, hosts, employers, and others named in the files you add.
- What kind: whatever the documents hold, which may include identity documents, finances, employment, family, and travel history.
- For how long: for the length of the review. Saved reports are stored in encrypted form until you delete them or they reach the end of the retention period.
3. What we commit to
- To use client information only to provide the service to your firm.
- To keep it confidential, and to limit access to it. Our staff cannot read reports, documents, letters, or client labels.
- To apply the measures described on the security page, including encryption on your computer, processing in memory only, deletion when the review ends, and replacing identifiers before the AI step.
- Not to use client information to train any model, and to use an AI provider that does not retain it or train on it.
4. Sub-processors
We use the companies on the sub-processors page. We remain responsible for what they do for us. [TO CONFIRM: how much notice of a new sub-processor, and the firm's right to object]
5. Location
Client information is processed in Canada, and for the AI step in AWS data centres in the United States or Canada.
6. If something goes wrong
We will tell the firm’s owner without undue delay if we learn of a breach of security that affects your firm’s information, with what we know and what we are doing. [TO CONFIRM: a time limit in hours]
7. Helping you
We will help you answer a request from a person about their information, as far as we are able. For most requests there is nothing for us to give, because we hold no client information in readable form.
8. At the end
When your account is closed, saved reports are deleted at once and account information 30 days later, as the privacy policy sets out.
[TO CONFIRM: audit rights, and anything a regulator's rules require of a consultant's or lawyer's service providers]