Privacy Policy

This Privacy Policy (“Policy”) describes how Sentvia Services Ltd (“Sentvia”, “we”, “us”, or “our”) collects, uses, stores, discloses, and safeguards personal information when you:

• Visit our website at www.sentvia.com or any website linking to this Policy
• Use our web-based application at app.sentvia.com or any other application linking to this Policy
• Engage with us in connection with sales, marketing, onboarding, support, or events

This Policy applies to personal information relating to:

• Individual and corporate clients
• Representatives, directors, shareholders, and beneficial owners of our clients
• Visitors to our website and users of our Services

Sentvia is committed to protecting privacy and has implemented appropriate legal, technical, and organizational measures to safeguard personal information.

For the purposes of this Policy, “Personal Information” or “Personal Data” means any information that identifies or can reasonably be used to identify an individual, either alone or in combination with other information.

Governing Law

The processing of personal information by Sentvia is governed primarily by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy laws.

Where personal information is subject to additional data protection requirements (including the EU General Data Protection Regulation (GDPR) or other foreign privacy laws), Sentvia will apply appropriate safeguards and comply with applicable legal requirements.

If you do not agree with this Policy, please do not use our Services.

Company and Contact Details

Legal Entity:
Sentvia Services Ltd
Company Registration Number: BC1505563

Registered Office: 410 West Georgia St, 5th Floor, Vancouver, British Columbia, V6B 1Z3, Canada

Privacy Officer:
Head of Legal & Compliance
Email: compliance@sentvia.com

General Support:
Email: support@sentvia.com

Changes to This Privacy Policy

We may update this Policy periodically to reflect legal, regulatory, or operational changes. When updates are made, the “Last updated” date will be revised. Continued use of our Services after changes constitutes acceptance of the updated Policy.

Summary of Key Points

• We collect personal information necessary to provide our Services and comply with legal obligations
• We do not sell personal information
• We only process sensitive personal information where required by law or with explicit consent
• We share information only with defined categories of third parties
• You have rights over your personal information, subject to legal limitations

Types of Personal Information We Collect

Information You Provide Directly

We collect personal information when you:

• Register for or use our Services
• Complete onboarding or verification processes
• Contact us or request support
• Participate in surveys, promotions, or interactive features

Categories of Personal Information

Depending on your interaction with Sentvia, we may collect:

• Contact Information: name, email address, telephone number
• Identity & Verification Data: government-issued identification, photographs, proof of address
• Account & Usage Data: login credentials, transaction history, activity logs
• Technical Data: IP address, browser type, device identifiers, operating system
• Financial Information: payment details, bank account information (processed securely)
• Employment & Business Information: company name, role, ownership details
• Location Data: general geolocation derived from IP address

Sensitive Personal Information

Sentvia does not routinely collect special category or sensitive personal data. Such data is processed only where strictly required by applicable law (including AML/CTF obligations) or with explicit consent, and may include:

• Identity verification records required by law
• Criminal record checks where legally mandated

The categories of Personal Information we may collect include, but are not limited to the following:

• Contact Details: Email, telephone number, or messenger ID
• Identity Document Details
• Photographs
• Residential Address
• Educational Information
• Financial Information
• Employment Details
• Geolocation Data/Location Data
• Website Log and Activity History/Log and Usage Data
• IP Address, Browser, and Operating System Information, Device Fingerprint
• Payment Data
• Social Media Login Data
• Device/Mobile Device Access
• Device/Mobile Device Data
• Push Notifications
• Sensitive Information such as your legal and crime records, insurance data, health data, tax records, drivers’ licenses, racial or ethnic origin, religious or philosophical beliefs, sex life or sexual orientation, personal details of nominees, heirs, assigns, when necessary, with your consent or as otherwise permitted by applicable law

We may collect limited additional data from public databases, marketing partners, social media platforms, and other data vendors, and third-party verification or fraud prevention services. We utilize screening lists from data vendors, as well as ID verification, anti-fraud, and transaction monitoring services. Refusal to provide required personal information for KYC/AML compliance may prevent us from offering you our services. We may request additional documentation for verification and regulatory purposes. Processing of your personal data may involve automated decision-making, including profiling, for purposes such as onboarding, account maintenance, and fraud prevention.

Information from Third Parties

We may obtain limited personal information from:

• Identity verification, screening, and fraud-prevention service providers
• Public databases and sanctions/watchlist providers
• Financial institutions and payment service providers
• Social media or business platforms (where you choose to connect them)

Purpose and Legal Basis for Processing

We process personal information lawfully, fairly, and transparently for purposes including:

• Account creation, onboarding, and authentication
• Provision and administration of our Services
• Compliance with legal and regulatory obligations (including PCMLTFA / FINTRAC)
• Fraud prevention, security monitoring, and risk management
• Customer support and communications
• Marketing and service-related communications (subject to consent)
• Dispute resolution and protection of legal rights

Lawful Bases (PIPEDA & Applicable Laws)

• Consent (which may be withdrawn, subject to legal limits)
• Performance of a contract
• Compliance with legal obligations
• Legitimate business interests (e.g., fraud prevention, service improvement)
• Protection of vital interests or public interest obligations

International Transfers

Personal information may be transferred to and processed in jurisdictions outside Canada. Where such transfers occur, Sentvia implements appropriate safeguards, including contractual protections and security measures, to ensure continued protection in accordance with Canadian privacy laws.

Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy or as required by law. Unless otherwise required, personal information is retained for up to five (5) years following termination of the business relationship, in line with AML/CTF record-keeping obligations.

Information from Minors

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If such data is identified, it will be deleted promptly. If you become aware of any data we may have collected from a child under the age of 18, please contact us at support@sentvia.com.

Your Privacy Rights

Subject to applicable laws, you may have the right to:

• Access your personal information
• Request correction of inaccurate data
• Withdraw consent (where applicable)
• Object to or restrict processing
• Opt out of marketing communications
• Request information about automated decision-making

Requests may require identity verification and will be handled in accordance with applicable law.

How Do We Secure Your Personal Data?

Sentvia implements appropriate technical, organizational, and administrative safeguards designed to protect Personal Data against unauthorized access, disclosure, alteration, loss, or destruction, in accordance with applicable data protection and financial services regulatory requirements.

Security measures include, where appropriate, encryption of data in transit, network security controls, access management, and system monitoring and intrusion detection mechanisms to safeguard our infrastructure and Personal Data processed through the Platform.

Access to Personal Data is restricted to authorized personnel only, who are subject to confidentiality obligations and receive appropriate data protection training. Security controls are reviewed periodically and updated in line with legal, regulatory, and technological developments.

Users and their authorized representatives are required to comply with the security requirements set out in our Terms and are responsible for safeguarding account credentials and access devices. This includes maintaining strong authentication credentials, keeping systems up to date, and preventing unauthorized access to accounts.

While Sentvia applies robust safeguards, no method of transmission or storage can be guaranteed to be completely secure. Sentvia therefore cannot guarantee absolute security but remains committed to complying with all applicable legal and regulatory obligations in relation to the protection of Personal Data.

Access Controls and Confidentiality

Only authorised personnel of Sentvia have access to your Personal Data, and these personnel are bound by strict confidentiality obligations required to treat the information as confidential and are trained on data protection policies. The security measures in place will, from time to time, be reviewed in line with legal, regulatory and technological developments.

Third-Party Websites and Services

Our Services may contain links to third-party websites. Sentvia is not responsible for the privacy practices or content of such sites. We encourage users to review third-party privacy policies independently.

Acceptance of This Policy

By accessing our website or using our Services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.