Terms and conditions

Welcome to the website groupetrak.com and its associated online platform (hereinafter collectively referred to as the “Site” or the “Platform”), operated by TRAK – Verification solutions (hereinafter “TRAK,” “we,” “our,” or “us”).

The Site allows users to create an account, submit background verification service requests, conduct online transactions, and view the results of their requests. These Terms and Conditions of Use (hereinafter the “TCU”) govern access to, navigation on, and use of the Site, as well as all services offered by TRAK.

The TCU constitute a legal agreement between you (hereinafter “you,” “your”) and TRAK. They must be read in conjunction with our Privacy Policy, which outlines the methods of collecting, using, retaining, and protecting your personal information in accordance with Québec’s Law 25.

By accessing, browsing, or using the website or the platform, you acknowledge that you have read, understood, and agreed to be bound by these Terms and Conditions of Use. If you do not accept these terms or our Privacy Policy, please stop using the Site or any services offered on the Site immediately. These Terms and Conditions of Use and the Privacy Policy constitute agreements between you and TRAK.

TRAK reserves the right to modify, update, or supplement the TCU at any time without prior notice. These changes will take effect upon their publication on the Site. You are responsible for regularly reviewing the current version. Your continued use of the Site constitutes your acceptance of any changes made to the TCU.

These TCU are written in French. In the event of a discrepancy between a translated version and the French version, the French version shall prevail and shall be the only version with legal value.

TRAK – Verification Solutions offers, through its website and online platform, candidate background verification services in the context of pre-rental or pre-employment screening.

These services are intended to assist landlords, property managers, employers, or recruiters in evaluating a candidate’s reliability, background, and compliance by providing relevant and legally accessible information.

The verification services offered may include, but are not limited to:

Access to services varies depending on the type of client:

All services require a signed consent form from the candidate and the submission of specific documents before they can be carried out.

TRAK provides clients with an electronic consent service called ETRAK. Clients may use this service to securely obtain the candidate’s electronic consent in compliance with applicable regulations.

If the client chooses not to use the ETRAK electronic consent service provided by TRAK, the client assumes full responsibility for providing a consent form that is in strict compliance with applicable Canadian and Québec laws and regulations. The alternative consent form must meet current legal standards and must be submitted when the request is created.

In such cases, the client remains fully responsible for the validity of the obtained consent, and TRAK shall not be held liable for any consequences, complaints, or legal actions resulting from a non-compliant or incomplete consent form.

TRAK reserves the right to modify, suspend, or withdraw a service, adjust its fees or conditions, or refuse to carry out a request if it contravenes applicable laws or TRAK’s ethical principles.

All services are subject to these Terms and Conditions and the Privacy Policy.

Access to TRAK’s services varies depending on the type of client.

Corporate clients, who have an active contract with TRAK, must create a user account on the secure platform. This account provides access to all available services, including pre-rental and pre-employment verifications, in accordance with the terms of their agreement.

To open an account, the corporate client must provide accurate, complete, and up-to-date information, including their identity, contact details, and any other information requested in the registration form. Account creation is reserved for individuals aged 18 or older who have the legal capacity to enter into contracts. TRAK reserves the right to refuse or restrict the creation of an account at its sole discretion, particularly in the event of inaccurate information or non-compliance with these terms.

The user is fully responsible for the confidentiality and use of their login credentials, where applicable. Any action carried out through the account is presumed to be authorized by the user, unless proven otherwise. It is the user’s responsibility to take all necessary measures to secure their access and to notify TRAK immediately in the event of unauthorized use or account compromise.

TRAK reserves the right, without prior notice, to suspend or deactivate a user account in the event of fraudulent, abusive, or non-compliant use, payment default, or failure to comply with a legal or contractual obligation. The user may also request the closure of their account at any time. In the event of suspension or closure, any order already submitted remains subject to the applicable terms.

The client agrees to use the platform in a secure digital environment, to keep their software up to date, to use strong passwords, and not to share their credentials with third parties. TRAK is not responsible for the consequences of unauthorized access to the platform resulting from the client’s negligence or security breach.

Online clients, on the other hand, may access certain services directly from the website without creating a platform account. However, they must provide the required information for each request.

Regardless of the client type, a signed consent form from the candidate is required before TRAK can begin any verification process.

The user agrees to use TRAK’s website, platform, and services in a responsible, lawful manner and in compliance with these Terms and Conditions of Use, applicable laws, and third-party rights.

It is strictly prohibited to use the Site or the platform for the following purposes:

TRAK reserves the right to monitor the use of its platform to ensure compliance with these conditions. In the event of abuse, non-compliance, suspected fraud, or misuse, TRAK may, at its sole discretion and without notice:

The user is solely responsible for the information they submit to TRAK, the use they make of the results obtained, and any consequences resulting from the use of the services. The user agrees to indemnify TRAK for any claim or damage arising from non-compliant use of the Site or services.

By using the Site to submit a service request, you confirm that you are at least 18 years old and legally authorized to enter into this agreement.

The services offered by TRAK, whether related to pre-rental or pre-employment screening, are carried out according to specific terms that vary depending on the type of request, the nature of the verifications, and the technical or administrative timeframes required.

Pre-Rental Services

For any verification request in the context of residential or commercial rental, the user must provide the required information along with a signed consent form from the prospective tenant. No processing will begin without this document.

TRAK commits to initiating the verification process within an estimated timeframe of 8 business hours following the receipt of a valid consent form, subject to the accuracy of the information provided and the availability of external sources.

No refund will be granted for a search deemed complete but yielding negative or incomplete results, unless otherwise stated. If the request is canceled before the start of the process, a full refund may be granted at TRAK’s discretion. However, no refund is possible once the request has been initiated, and the verification process has begun.

Pre-Employment Services

For any verification request related to pre-employment services, the user must provide the necessary information, and TRAK must obtain clear and informed consent from the individual concerned. This consent is required for any verification involving personal or confidential information.

TRAK commits to initiating the verification process within an estimated timeframe of 8 business hours following the receipt of a valid consent form, depending on the type of verification requested (criminal background, credit, licenses, references, etc.), the availability of information sources, and the accuracy of the data provided.

As with other services, TRAK reserves the right to refuse or suspend the execution of a request deemed non-compliant, incomplete, or contrary to its legal and ethical obligations. No refund will be granted for a search deemed complete but yielding negative or incomplete results, unless otherwise stated. If the request is canceled before the start of the process, a full refund may be granted at TRAK’s discretion. However, no refund is possible once the request has been initiated and the verification process has begun.

The services offered by TRAK are subject to payment. Pricing and payment terms vary depending on the type of service requested. All prices are listed in Canadian dollars (CAD), before taxes, unless otherwise indicated.

Online Clients

For online clients, the applicable fees are clearly displayed on the website at the time of order.

Payment is required at the time the request is submitted and must be made online by credit card or through any other secure payment method offered on the site. No processing will begin until the payment has been completed.

TRAK reserves the right to modify its fees at any time, without prior notice. The price charged is the one shown at the time of a valid order.

In the event of cancellation before the start of the process, a full or partial refund may be granted at TRAK’s discretion. No refund will be issued once the process has begun, even if the results obtained are incomplete, negative, or unsatisfactory.

Corporate Clients

For corporate clients, fees are established through a contract between TRAK and the client company.

Invoices are issued in accordance with the terms set out in the contract: frequency, payment method, deadlines, special conditions, etc. TRAK reserves the right to suspend services in the event of non-payment or breach of contractual terms.

Additional fees may apply in certain cases, such as when the verification requires action outside of Canada or involves a complex process. The client will be informed in advance and may choose whether to proceed.

In the event of cancellation by the client before the process begins, a full or partial refund may be granted at TRAK’s discretion. No refund will be issued once the request has been submitted or started, even if the results are incomplete, negative, or unsatisfactory, in accordance with the terms described in Section 5.

All transactions are subject to applicable taxes under current provincial or federal legislation in Canada. The client is responsible for ensuring that payments made are authorized, valid, and compliant with all banking and contractual regulations.

All content available on TRAK’s website and platform—including, without limitation, texts, visuals, logos, documents, databases, form structures, downloadable content, graphic elements, interfaces, software, and source code (collectively, the “Content”)—is protected by Canadian and international intellectual property laws

Unless otherwise indicated, this content is the exclusive property of TRAK – Verification Solutions, or is used under license. Nothing in these Terms and Conditions shall be construed as granting the user any right to copy, modify, distribute, market, or reuse the content of the Site without the prior written authorization of TRAK.

Specifically, it is prohibited to:

Any unauthorized use of the content constitutes an infringement of TRAK’s rights and may lead to civil or criminal proceedings.

If you believe that any element available on the Site infringes your intellectual property rights (copyright, trademark, patent, etc.), please contact us at [email protected] and provide the following information:

TRAK places great importance on the confidentiality of personal information processed in the course of its services and is committed to protecting it in accordance with applicable laws, including Québec’s Law 25 and other relevant legislation.

As part of the use of the website and the platform, TRAK may collect, use, retain, or transmit personal information solely for the purpose of providing its verification services. This information is processed confidentially, securely, and in accordance with the required consents.

TRAK acts as the data controller and implements appropriate organizational, contractual, and technological measures to ensure the security, integrity, and confidentiality of the data, including sensitive information.

TRAK may rely on technology providers or contractual partners (e.g., for hosting, security, notifications) to deliver its services. These providers only have access to the data necessary for their tasks, are bound by confidentiality agreements, and have no right to use the data for personal or commercial purposes.

Users may, within the limits provided by law:

This section is a summary of our privacy commitments. For more information on the types of data processed, retention periods, recognized rights, and request procedures, we invite you to consult our Privacy Policy, available directly on our website and platform.

to, the confidentiality, and the integrity of data processed on its platform.

The platform is hosted in a secure environment and benefits from encryption protocols, access control systems, connection monitoring, and internal procedures designed to minimize the risks of intrusion, data loss, or information leaks.

While TRAK strives to ensure continuous availability of its website and platform, it cannot guarantee uninterrupted access or the complete absence of failure. Maintenance operations, updates, or events beyond its control may temporarily impact the availability of the service.

In the case of planned interruptions, TRAK will make reasonable efforts to notify users in advance. TRAK cannot be held responsible for delays or temporary unavailability, nor for any consequences related to the inability to access the site or services during a given period.

The user remains responsible for the security of their own systems, digital environment, and the protection of their login credentials. It is the user’s responsibility to take necessary precautions against viruses, malware, phishing attempts, or other risks associated with online browsing.

TRAK makes every reasonable effort to provide a reliable, secure website and platform that meets the expectations of its users. However, access to the Site and use of the services are provided “as is” and “as available,” without any express or implied warranty regarding performance, continuous availability, or the accuracy of content or results obtained.

TRAK implements up-to-date security protocols and recognized defense mechanisms to protect its site and servers against intrusions, viruses, malware, or other threats. However, no system is infallible, and TRAK cannot guarantee that the Site will be free of harmful components or attack attempts. Use of the Site, including any content, data, or software downloaded or accessed through it, is at the user’s own risk. TRAK shall not be held liable for any consequences resulting from a security incident beyond its control or occurring despite the protections in place.

TRAK shall not be liable for any consequences arising from the interpretation of information or data displayed on the Site, nor for their use by the user or a third party.

TRAK shall in no event be liable for any direct or indirect, incidental, exemplary, special, or punitive damages, or for any other type of damage whatsoever, including but not limited to, loss of use, loss of profits, or loss of data, whether in a contractual action or in tort, arising from or related in any way to the use or inability to use this Site or to the information and documents contained on or accessible through the Site, unless such damages result from TRAK’s own intentional misconduct or that of its representative.

By using TRAK’s website, platform, and services, you agree to indemnify, defend, and hold harmless TRAK – Verification Solutions, as well as its directors, employees, representatives, partners, and suppliers, from and against any claims, liabilities, damages, losses, costs, or expenses, including reasonable attorney’s fees, arising from:

This indemnification obligation remains in effect even after the closure of the account or the termination of the relationship between the user and TRAK. It applies in particular to any legal proceedings, out-of-court claims, or corrective measures imposed on TRAK as a result of the user’s wrongful or negligent conduct.

TRAK reserves the right to assume sole control of its defense in any dispute covered by this clause, without limiting the user’s obligation to indemnify.