Privacy Policy
Phantom Digital Inc. · Effective October 7, 2026 · www.phantomdigital.ca
1. Who we are
Phantom Digital Inc. ("Phantom Digital", "we") provides mail receiving, scanning and forwarding services from 329 Howe Street, Vancouver, BC V6C 3N2. We are responsible for the personal information we collect and follow BC's Personal Information Protection Act and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Privacy Officer: Privacy Officer · hello@phantomdigital.ca · 604-899-5447
2. What we collect
| Category | Examples |
|---|---|
| Identity | Name, date of birth, government ID images, selfie match result, proof of address; for businesses, registry records, signatory details and names of owners of 25% or more |
| Contact and account | Email, phone, addresses, named recipients and name variants, login and account activity |
| Payment | Billing details, handled by our payment processor; we do not store full card numbers |
| Mail information | Sender and recipient details and images of envelope exteriors for every item received |
| Mail contents | Scans of opened mail, only when you ask us to scan (see the Consent to Open, Scan and Store Mail) |
| Parcels and forwarding | Contents declarations, values, destination addresses, tracking and customs records |
| Website | Only the technical data needed to run the site and secure your account |
We never ask for your Social Insurance Number.
3. Why we collect it
- To verify your identity and screen against sanctions lists before activating your box.
- To receive, hold, scan, forward and return your mail as you instruct.
- To bill you and meet tax, customs and record-keeping duties.
- To prevent fraud, identity theft and misuse of the service.
- To send service messages (arrivals, priority items, renewal notices).
- To send marketing messages, only if you separately consent.
4. Who we share it with
| Recipient | What and why |
|---|---|
| Canada Post and carriers | Names and addresses needed to forward or return items |
| Canada Border Services Agency and customs brokers | Declarations needed to clear international parcels |
| Service providers | Identity verification, cloud storage, scanning software, payment processing, email; bound by written privacy terms |
| Police and government | Only with a court order, warrant or legal demand, your consent, or in an emergency involving risk to life, health or safety |
We do not sell your information, and we do not share it with other companies in our group for their own purposes.
5. Where it is stored
Your information, including mail scans, is stored by our cloud provider, Supabase, on servers in the United States (California). Information stored outside Canada may be accessible to courts, law enforcement and national security authorities in that country under its laws.
6. How long we keep it
| Information | Retention |
|---|---|
| Mail scans | 90 days unless you save them; deleted when your account closes |
| Envelope images | Life of the account; deleted when your account closes |
| Identity records | At least 1 year after your account closes, then securely deleted |
| Agreements, renewal and cancellation records | Life of the account plus 2 years |
| Invoices and tax records | 6 years, as required by the Canada Revenue Agency |
We may keep information longer if required by law or a court order. Paper mail you ask us to destroy is cross-cut shredded.
7. How we protect it
Encryption in transit and at rest, multi-factor authentication, access limited to staff who need it, audit logs of who views scans, locked mail storage, background checks and confidentiality agreements for staff, and written security terms with our service providers.
8. Your rights
- Access and correction: Ask the Privacy Officer for a copy of your information or to correct it. We respond within 30 days.
- Withdraw consent: You may withdraw consent to scanning or marketing at any time. Withdrawing scanning consent means we can only hold or forward your mail unopened.
- Breach notification: If a breach of your information creates a real risk of significant harm, we will notify you and report it to the Privacy Commissioner of Canada.
9. Cookies
We do not use analytics, advertising or tracking cookies. Any cookies we use are only those needed to run the site and keep your account secure.
10. Complaints
Contact our Privacy Officer first. If you are not satisfied, you may contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.
11. Changes
We will post any update here with a new effective date and email you about significant changes.