For Clients of Businesses Using Hivi-x

Last Updated: 2026-10-23

If you are a client or customer of a business (for example, a realtor, lawyer, healthcare provider, or financial advisor) that uses Hivi-x to collect documents, forms, or information from you, this notice is for you.

Who is collecting your data?

The business you are dealing with (e.g., your realtor, lawyer, or doctor) is the data controller. They decide what information to collect from you and why. They are responsible for giving you their own privacy notice and for complying with applicable privacy laws (such as PIPEDA, PHIPA, or GDPR).
Hivi (Hivi-x) operates the Hivi-x platform. We act as a data processor: we store and process the information you provide on behalf of the business that requested it. We do not use your data for our own purposes beyond providing the Service to that business.

The link may use the business's own web address, name, logo and colours. That branding does not change who operates the secure portal or which business requested your information. Platform emails may show the business's name, but are sent from our approved email domain; replies may go to the business's support address.

What does this mean for you?

When you submit a form, upload a document, or provide information through Hivi-x at the request of a business, that information is collected by and under the control of that business. We process and store it on our systems so that the business can use it in accordance with their own policies and legal obligations.
For questions about why the business is collecting your data, how long they keep it, or how to exercise your rights (e.g., access, correction, deletion), you should contact that business directly. They are responsible for responding to your requests.
For questions about how we (Hivi-x) technically process and protect your data—such as security, storage location, and our role as a processor—you can read our Privacy Policy, in particular the sections that describe our role when we process data on behalf of business users. You may also contact our Privacy Officer at support@my-id.ca.

Where your information is kept

Platform address or business domain. Our standard app addresses, my-id.ca and hivi-x.ca, use .ca, Canada's country-code domain, and connect to our Canadian-hosted service. A business may choose its own domain with a different ending and use a registrar or DNS provider outside Canada. We do not require its custom domain or domain-service providers to be Canadian. The domain name alone does not determine where documents are stored: a custom domain connected to our portal must still route to our approved Canadian server. Using a custom domain does not move portal document storage outside Canada. Domain/DNS services and Internet transit may involve other countries with either address option, as explained below.

In Canada. The documents you upload through the secure guest portal are received and stored on our server in Canada; encrypted backup copies are kept in Canada. We do not send these documents to third-party AI services. A business's custom address is checked to route to our approved Canadian portal before it is activated. We cannot guarantee that encrypted internet traffic never crosses a national border.
Automatic document checks. When you upload a file, our servers may check it automatically — for example, whether a photo is blurred or cut off, or a document looks expired — and show you a warning. The check runs on AI we operate ourselves, never a third-party AI service. A warning never rejects your upload; the business sees the same warning and decides what it needs.
Reading details for the business. If the business asks, our servers can read details from a pay stub, T4, notice of assessment, bank statement or passport you uploaded — for example income amounts, dates or passport details — into fields that the business checks and confirms by hand. This runs on the same AI we operate ourselves, never a third-party AI service. We never read your social insurance number, and this is not identity verification. The values are kept with your file and deleted with it.
Our email is our own. When the platform emails you — a secure link, a verification code, or a document such as a signed copy — that message is sent by a mail server we operate in Beauharnois, Québec, Canada. We do not use Gmail, Google Workspace, or any outside email or marketing provider to send these messages. Once a message leaves our server, your email provider and the networks delivering it handle it; their location and practices are outside our control.
What we never share. Your documents and records are never sent to advertisers, analytics companies, or AI providers. We do not sell or rent your information.

If the business uses calendar features in Hivi-x, your data may also be used to create and manage calendar events and reminders and, if enabled by that business, may be synchronized with Google Calendar. Calendar synchronization is optional and controlled by that business.

The business may also link to its own privacy policy from the portal. Read that notice to understand its purposes and retention practices. Our Privacy Policy explains how we operate the platform.

Access and address changes

The guest portal uses an emailed verification code; you do not need to create an account. After verification, an essential cookie restricted to that address maintains your session for up to 24 hours, subject to link expiry or revocation. A new address or a security update may require verification again. If the business removes its domain, you may receive a replacement link on the platform address. Confirm unexpected changes with the business through a known contact method. Changing the address does not delete your documents.

DNS and HTTPS certificate services handle technical domain metadata, sometimes outside Canada; certificate names are public. We do not send them your documents or verification codes.

Your rights

Depending on where you live, you may have rights to access, correct, or delete your personal data, or to object to or restrict certain processing. The business that collected your data is the first point of contact for exercising these rights. If you have contacted them and still have concerns about how the Hivi-x platform handles your data, you may contact us at support@my-id.ca.

Effective Date: 2026-10-23
Last Updated: 2026-10-23