Security
You're handing us identity documents and details about your newborn. Here is exactly how we protect them, in plain language.
Encrypted end to end
Your documents are encrypted the moment you upload them: TLS in transit, AES-256 at rest.
Stored in Canada
Your documents stay on servers in Toronto, aligned with PIPEDA, with PHIPA-level care for health details.
Seen by two people
Only your reviewer and a second checker can open your file, and every access is logged.
Deleted after 30 days
We delete your documents 30 days after delivery, unless you ask us to keep them.
Encryption
Every file you send is protected in transit with TLS and stored encrypted at rest with AES-256, using encryption keys we manage in Canada. Your documents are never sent or stored in the clear.
Canadian data residency
Your documents and form data are stored on Google Cloud servers in Toronto, Canada. When you upload, files go straight from your device to that Canadian store; they don't pass through our website host or any other server. This keeps your personal information in the country and aligned with PIPEDA's expectations. Because the OHIP filing involves health-related details, we hold that information to the same standard of care as PHIPA.
Strict, logged access
We practise least-privilege access. Only the reviewer assigned to your file and a second reviewer who checks the work before delivery can open your documents. No one else has standing access, sign-in to our review tools requires multi-factor authentication, and every time a file is opened it is recorded in an audit trail.
Short retention, real deletion
We keep your documents only as long as we need them. 30 days after we deliver your reviewed package, they are deleted automatically, unless you've asked us to keep them on hand for a future filing. You can also ask us to delete everything sooner, at any time.
How we deliver your package
When your review is ready, we don't email the files as an attachment. That would scatter copies of your documents across mail servers we don't control. Instead, you download your package from your secure Applii account, served from the same Canadian store through a short-lived link. The emails we do send only say that something is ready and ask you to sign in.
You stay the filer of record
Applii reviews and corrects your forms. We never submit them on your behalf. You remain the applicant, you sign, and you file. It keeps you in control of your own documents and your own submission.
The providers we rely on
We use a small, deliberate set of service providers, each limited to its specific job:
| Provider | What it does | Data it touches | Where |
|---|---|---|---|
| Google Cloud (Toronto region) | Your Applii account, secure upload, document storage and the review portal | Your forms, documents and answers, encrypted and stored in Canada | Canada |
| Stripe | Payment processing | Payment details (we never see or store full card numbers) | United States |
| SendGrid (Twilio) | Sending account emails: sign-in links and status updates | Your email address and your review reference. Our emails never contain your documents or personal details. | United States |
| HubSpot | Support requests you send us | Your email address, your review reference and your message | United States |
| Google Workspace | Our team email | Messages you send us directly (never your documents) | United States |
| Cloudflare | Hosting this website | Standard web traffic only. Your account and documents never pass through it. | Global network |
We choose providers with strong security practices and give each one only what it needs.
Found a problem? Tell us.
If you believe you've found a security issue, please email hello@appliicanada.com with the details. We take reports seriously, we won't pursue good-faith researchers who disclose responsibly, and we'll work to fix verified issues quickly. For privacy questions, see our Privacy Policy.