FileReady.ca Privacy Policy

1. What FileReady does

FileReady helps mortgage teams coordinate approved document requests with the professionals involved in a client’s mortgage file.

FileReady is designed as administrative workflow software. FileReady does not upload, collect, store, verify, review, or approve mortgage documents. Documents remain between the client, their outside professionals, and the mortgage team.

The current public website does not provide the full FileReady software service. It explains FileReady and allows mortgage professionals and teams to express interest in early access.

2. Information we collect

When you join the FileReady early-access waitlist, we may collect:

• your name;
• your job title;
• your brokerage or team name;
• your email address;
• your phone number, if you choose to provide it;
• the approximate number of mortgage professionals on your team;
• the types of files or situations where you believe FileReady may be useful;
• your estimated monthly FileReady usage; and
• operational information required to process and protect your submission, such as submission status, timestamps, email-delivery status, and security and verification results.

We do not ask you to provide client names, mortgage-file details, mortgage documents, financial documents, or other sensitive client information through the waitlist form.

Please do not send this type of information to us through the waitlist form or by replying to a FileReady waitlist email.

3. How we use your information

We use waitlist information to:

• process your request to join the FileReady early-access list;
• contact you about FileReady early access, pilot availability, or onboarding opportunities you have asked about;
• understand interest in FileReady and the types of mortgage teams interested in using it;
• operate, secure, troubleshoot, and improve the website and waitlist process;
• prevent duplicate, fraudulent, automated, or abusive submissions;
• maintain appropriate operational and audit records; and
• respond to questions, privacy requests, or other communications from you.

Joining the FileReady waitlist does not automatically subscribe you to an unrelated newsletter or ongoing general marketing program.

If FileReady later introduces broader marketing communications that require separate consent, that consent will be requested separately where required.

4. Transactional and waitlist emails

After a successful waitlist submission, we may send you a confirmation and communications directly related to the FileReady early-access opportunity you requested.

These communications may include information about your waitlist status, available early-access opportunities, or next steps related to FileReady.

Please do not reply with client information, mortgage-file details, documents, or other sensitive information.

5. Service providers

We use third-party service providers to operate and protect FileReady.ca.

Current providers include services used for:

Hosting and deployment: Netlify

Database and secure waitlist records: Supabase

Transactional email: Resend

Bot and abuse protection: Cloudflare Turnstile

These providers process information only as required to provide their services to FileReady and are subject to their own privacy and security practices.

Some service providers may process or store information outside Canada. As a result, information processed by those providers may be subject to the laws of the jurisdiction where it is processed.

6. Website security and technical information

FileReady uses reasonable administrative and technical safeguards intended to protect personal information against unauthorized access, use, disclosure, loss, or alteration.

Our hosting and security providers may process technical information such as IP addresses, browser information, request information, or security signals when necessary to operate the website, prevent abuse, apply rate limits, or investigate technical problems.

FileReady does not intentionally use browser fingerprinting or collect this technical information for behavioural advertising.

No method of internet transmission or electronic storage can be guaranteed to be completely secure.

7. Analytics, cookies, and advertising

FileReady does not currently use third-party analytics or behavioural advertising on the public website.

FileReady does not use advertising or tracking cookies.

The website and its service providers may use strictly necessary cookies or similar technologies where required to operate, secure, and protect the website, including bot and abuse protection.

FileReady does not use information submitted through the waitlist form for behavioural advertising or sell waitlist information to advertisers.

If our analytics, cookie, or advertising practices materially change, this Privacy Policy will be updated.

8. How we share information

We do not sell or rent your personal information.

We may disclose information:

• to service providers that help us operate FileReady.ca;
• when necessary to protect the security or integrity of our systems;
• when required or permitted by applicable law;
• in connection with a legitimate business restructuring, financing, acquisition, or sale, subject to appropriate confidentiality and privacy protections; or
• with your consent.

We do not disclose waitlist information to mortgage lenders or other mortgage-industry participants simply because you joined the FileReady waitlist.

9. Retention

We retain waitlist information for up to 24 months after your most recent meaningful interaction with FileReady, unless you request deletion earlier or we have a legitimate legal, security, or business reason to retain particular information for longer.

Information that is no longer required for an identified purpose will be deleted, anonymized, or otherwise securely disposed of in accordance with our retention practices.

10. Access, correction, and deletion requests

You may contact us to:

• ask whether we hold personal information about you;
• request access to your personal information;
• ask us to correct inaccurate information;
• withdraw consent where applicable; or
• request deletion of personal information, subject to information we are permitted or required to retain.

We may need to verify your identity before completing a privacy request.

11. Children

FileReady is a business service intended for mortgage professionals, brokerages, teams, and related business users. The FileReady waitlist is not intended for children.

12. External links

FileReady.ca may contain links to third-party websites or services. Their privacy practices are governed by their own policies, and FileReady is not responsible for those practices.

13. Changes to this Privacy Policy

We may update this Privacy Policy when our website, services, providers, or privacy practices change.

The current version will be posted on FileReady.ca with its effective date.

14. Contact us

FileReady has designated a Privacy Officer responsible for privacy questions and requests.