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Last Updated: October 18, 2026 | Effective Date: October 18, 2026
This Statement explains how Quickscribe Services Ltd. (“Quickscribe”, “we”, “us” or “our”) handles personal information, service data, security and AI-related processing across Quickscribe Online and related websites, databases, research tools and services (collectively, the “Services”). It also explains the additional processing that may occur when the optional Lexi AI-assisted legislative research feature (“Lexi”) or optional external web search is enabled.
Quickscribe is primarily a legislative research service. Ordinary use generally involves searching, reading, tracking and analyzing legislation and related legal materials and does not require personal information about clients or other individuals. Users should avoid entering unnecessary personal, confidential or privileged information into the Services.
This Statement consolidates and replaces Quickscribe's prior Privacy Policy, Privacy and AI Transparency Statement, and Security and Data Processing Overview. It should be read together with the Quickscribe Terms of Use and, where Lexi is enabled, the Lexi AI Use Notice and Acknowledgement.
Quickscribe is responsible for personal information under its control and designates a Privacy Officer to oversee privacy practices, questions and complaints. Depending on the circumstances, Quickscribe may collect information directly or process information on behalf of a Subscriber in order to provide the Services.
Quickscribe applies privacy practices intended to comply with applicable Canadian privacy requirements, including British Columbia's Personal Information Protection Act where applicable. Public-sector Subscribers may have additional statutory, procurement, records-management, privacy-impact or security-assessment obligations. Quickscribe provides current information about its Services and processing arrangements to assist with those assessments, but each Subscriber remains responsible for determining whether its chosen configuration is appropriate for its own requirements.
Quickscribe does not sell personal information. We seek to collect, use, disclose and retain only information reasonably necessary to provide, secure, support and administer the Services, meet legal obligations and carry out the purposes described in this Statement.
Privacy Officer: info@quickscribe.bc.ca, Quickscribe Services Ltd., PO Box 48163, Victoria, British Columbia, Canada V8Z 7H6.
The information Quickscribe collects or processes depends on how a User or Subscriber uses the Services. It may include:
Quickscribe uses information to provide and administer the Services; authenticate Users and apply account permissions; secure and maintain systems; manage subscriptions, usage allocations and billing; provide support, training and service communications; diagnose errors and improve performance; produce aggregated or de-identified analytics; enforce applicable terms; and comply with legal, regulatory and contractual obligations. Marketing or product communications are sent only where permitted by law and may be subject to communication preferences.
The Services are not intended to function as a client-file management system, evidence repository, health-record system, financial-record repository or general document vault. Effective legislative research can be completed without identifying a client, employee, patient, witness or other individual.
Users should use anonymized, redacted or fictionalized names and facts wherever practical - for example, “Client A”, “Employee B” or “Company X” - and should provide only the information reasonably necessary to frame the research issue. Users should not submit Social Insurance Numbers, government identifiers, payment-card details, account credentials, detailed health information or other highly sensitive information unless it is genuinely necessary, authorized and appropriate for the feature being used.
A User who chooses to submit personal, confidential or privileged information is responsible for ensuring that doing so is permitted by the User's organization and is consistent with applicable legal, professional, confidentiality and records-management obligations.
Quickscribe's core application infrastructure and primary databases are hosted in Canada using Canadian infrastructure services, currently including Leaseweb Canada. Core account information, stored annotations and Quickscribe-stored Lexi chat history are intended to remain in Canada. Backups supporting the core Services are also maintained in Canada.
Quickscribe uses a layered security approach appropriate to the nature of the Services and the sensitivity of the information under its control. Safeguards include encrypted web connections (HTTPS/TLS); encrypted administrative connections and transfers; authentication and account-permission controls; one-way password protection; multi-factor authentication for designated administrative systems; role-based and least-privilege administrative access; restricted production access; protected backup and recovery processes; security and diagnostic records; software and operating-system maintenance; and incident-response procedures.
Optional Private and Organizational content is also protected through application permissions and access controls. Additional encryption protections are used for certain stored information and system layers. Security controls can differ by content type and system function, so Quickscribe does not represent that every stored item is separately encrypted in the same manner. Users should continue to minimize sensitive information and should not treat Quickscribe as a general secure-document repository.
Quickscribe limits production-system access to authorized personnel and service providers with an operational need, such as support, maintenance, development, security or incident response. Access is subject to confidentiality obligations and is removed or changed when no longer required.
Leaseweb Canada publicly reports information-security and assurance programs that include ISO/IEC 27001:2022 and SOC 2 Type II coverage. Those certifications and reports apply to Leaseweb within their stated scope; they do not mean that Quickscribe itself is independently ISO certified or SOC 2 audited. Quickscribe does not publicly disclose detailed network architecture, credentials, encryption keys or other security-sensitive configuration information.
No internet, cloud or hosted service can guarantee absolute security. Users and Subscribers are responsible for protecting credentials, devices, networks, local copies and account permissions and for promptly reporting suspected unauthorized access or security issues.
Quickscribe uses authorized service providers for functions such as infrastructure hosting, development and technical support, AI processing, payment processing, communications and optional web search. Providers receive access only as reasonably necessary for the services they perform and are subject to applicable contractual, confidentiality, security and data-processing requirements.
Some optional features involve processing outside Canada. Cross-border processing is described below for Lexi and Focused Canadian Legal Web Search. Information processed in another jurisdiction may be subject to the laws and lawful-access processes of that jurisdiction.
Quickscribe may also disclose information where authorized by the affected person or Subscriber; where required or permitted by law, legal process or regulatory obligation; to investigate misuse, fraud or security incidents; to protect rights, property or safety; or in connection with a proposed or completed financing, reorganization, merger, sale or transfer of the business, subject to appropriate confidentiality and use restrictions.
Lexi is an optional AI-assisted legislative research feature. It is designed primarily to help Users identify, review and analyze legislation and related legal sources; it is not a general-purpose chatbot. A Quickscribe subscription does not require an organization or User to use Lexi.
For organizational accounts, including IP-authenticated accounts, Quickscribe will not activate Lexi without authorization from the Subscriber or account administrator. Even after Lexi is enabled, the administrator may restrict access to selected Users or groups. Depending on the functionality available for the account, administrators may also control settings such as the available AI processing option, whether Lexi chat history is stored, whether Focused Canadian Legal Web Search is available, and other Lexi settings.
For individually identified Users, Quickscribe may require each User to acknowledge the Lexi AI Use Notice and Acknowledgement before first use. Where Lexi is accessed through an IP-authenticated or other shared organizational access method, an authorized Subscriber or account administrator may acknowledge the Notice on behalf of the organization and is responsible for making the applicable Lexi use requirements known to authorized Users.
Organizations may authorize Canada Processing Only, International Processing, or Quickscribe-Managed Processing. Quickscribe-Managed Processing authorizes the use of approved Canadian or international AI providers, with Canada preferred where practical. Quickscribe may determine whether provider selection or switching is handled manually or automatically. Organizations selecting Canada Processing Only will not have their AI questions routed to an international provider without a change to their authorized settings.
| Item | Current approach |
|---|---|
| Lexi access | Optional. Organizational access requires Subscriber/account-administrator authorization and may be limited to selected Users or groups. |
| AI processing | Organizations may authorize Canada Processing Only, International Processing, or Quickscribe-Managed Processing. Quickscribe-Managed Processing authorizes the use of approved Canadian or international AI providers, with Canada preferred where practical. Quickscribe may determine whether provider selection or switching is handled manually or automatically. Organizations selecting Canada Processing Only will not have their AI questions routed to an international provider without a change to their authorized settings. |
| Model training | Quickscribe does not use Lexi production prompts or responses to train general-purpose or shared foundation models and does not authorize its configured enterprise AI providers to do so. |
| Chat history | Optional. Quickscribe-stored chat history is stored in Canada when enabled. |
| Web search | Optional and separate. External search processing may occur outside Canada and may have different retention or privacy practices from the selected Lexi AI-processing option. |
When a User submits a Lexi question, Quickscribe identifies potentially relevant legislation and, where appropriate, Quickscribe-curated supporting sources. The User's question, processing instructions and selected source excerpts are transmitted to the enterprise AI service configured for the applicable account so that a response can be generated and returned to Quickscribe.
At the effective date of this Statement, Quickscribe supports more than one enterprise AI-processing option. The Canadian processing option uses Google Cloud enterprise generative-AI services, currently Gemini through Vertex AI, configured for processing in Canada. An International processing option may use Anthropic's commercial Claude service outside Canada. The supported model, version or provider may change as enterprise AI services evolve, but Quickscribe will update this Statement or the applicable Lexi notice when a change materially affects the disclosed processing location, retention practice or other privacy commitment.
Where Quickscribe-Managed Processing is authorized, Quickscribe may route questions between its approved Canadian and international AI providers, either through a manual configuration change or, where enabled, an automatic fallback mechanism responding to provider availability or processing failures. Not every question submitted under this option will necessarily be processed internationally. Canada Processing Only does not permit such international AI fallback
No model training. Quickscribe does not use production Lexi questions, prompts, source excerpts, responses or stored chat history to train or fine-tune general-purpose or shared foundation AI models. Quickscribe selects enterprise AI services whose applicable terms do not permit provider training on Lexi production data without Quickscribe's permission, and Quickscribe does not provide that permission.
Model training is different from the technical processing required to generate and secure a response. Depending on the provider, model and enabled features, short-lived processing, caching, abuse-prevention or security records may occur under the applicable enterprise terms. Quickscribe's current International processing configuration uses a zero-data-retention arrangement for the supported AI model. That arrangement is specific to the applicable AI-processing configuration and does not automatically extend to separate optional tools such as external web search.
Lexi is designed to conduct legislative research using Quickscribe's legislation database and selected Quickscribe-curated supporting legal materials. Lexi does not automatically search, scrape, retrieve or use subscribers' private or organizational annotations, stored account information, usernames, contact details or other subscriber records as research sources or to generate AI responses. These records are not part of Lexi's legislative research database. Lexi processes questions and any documents deliberately submitted by users, along with relevant research sources, solely to generate the requested response. Optional features, including chat history and external web search, are subject to the organization's configuration settings.
Lexi chat history is optional. When enabled, Quickscribe stores the User's questions and responses in Canada so the User can access prior conversations, subject to account and permission controls. A Subscriber or administrator may disable chat history or restrict access according to the account configuration.
When chat history is disabled, Quickscribe does not create a user-visible conversation history. Separate operational records may still be created or retained to manage usage, diagnose issues, maintain security, provide support and operate the service. Depending on the function and environment, operational records may include items such as the User or account identifier, query count, date and time, selected processing option, response time, usage or cost information, errors, source/retrieval information and, where reasonably necessary for support, testing, quality assurance, troubleshooting, security or incident response, the submitted question, response or relevant excerpts. Authorized Quickscribe personnel and service providers may access such information only where reasonably necessary for those purposes and only where they have a legitimate operational need.
When a User deletes a stored Lexi conversation or an applicable account is deleted, the associated active-system chat history is removed or scheduled for deletion. Residual copies may remain temporarily in protected backups until those backups are overwritten or expire through the normal backup cycle, or where retention is required for legal, security or incident-response purposes.
Focused Canadian Legal Web Search is a separate, optional feature. It is intended to supplement Lexi's primary use of Quickscribe legislation and curated sources by locating relevant publicly available Canadian legal, court, tribunal, government, regulatory, local-government, professional and commentary material. The feature may not be available to every account.
For organizational accounts, external web search is not enabled unless authorized through the applicable Subscriber or administrator settings. Where enabled, Lexi may create search terms from a User's question and transmit those terms to an authorized external search or retrieval service. The word “Canadian” describes the intended focus of the sources searched; it does not necessarily describe the location in which the search request is processed.
External web-search processing may occur outside Canada and may be subject to provider terms, logging, retention or privacy practices that differ from the Lexi AI-processing option selected for the account. In particular, a zero-data-retention arrangement applicable to a Lexi AI model should not be assumed to apply to a separate web-search service. Quickscribe may change or refine the web-search provider and technical design as the feature evolves and will update this Statement or the Lexi notice when a material processing practice changes.
Search terms can reveal the subject of a legal matter even when no name is included. Users should therefore avoid client names, file numbers, personal identifiers, privileged facts and other unnecessary confidential information in prompts that may be used for web search. Quickscribe is designing the feature to keep external search supplemental to the primary legislative research workflow and to distinguish external sources from Quickscribe primary law and curated materials.
Annotation, upload and similar content features are optional and may be enabled, disabled or restricted by the Subscriber or account administrator. Private Annotations are associated with an individual User; Organizational Annotations are controlled through the applicable organization's account and permissions; and Community Annotations, where offered and intentionally submitted for broader publication, may be visible beyond the individual User or organization.
Quickscribe uses account permissions, authentication and other safeguards to restrict access to private and organizational content. Uploaded attachments follow the permission rules of the feature to which they are attached. Users should not assume that every content type has identical storage or encryption characteristics and should avoid using annotations or uploads as a repository for highly sensitive records unless that use has been specifically assessed and approved by the Subscriber.
Retention, export, ownership and licence terms for User Content are addressed in the Quickscribe Terms of Use. Before an account or subscription ends, Users and Subscribers should export any available content they need to retain.
Quickscribe retains personal information and service data only for as long as reasonably necessary for the purposes for which it was collected or processed, including providing the Services, administering subscriptions, supporting Users, maintaining security, meeting legal and contractual obligations, resolving disputes and enforcing agreements. Retention periods vary by information type, account status, Subscriber instructions, backup cycles and legal or operational requirements.
When an account closes or information is no longer required, Quickscribe will delete, de-identify or otherwise dispose of information in accordance with applicable retention practices, subject to backup cycles and legal, contractual, security or incident-response requirements. Aggregated or de-identified information that does not reasonably identify an individual may be retained for analytics, security and service improvement.
Deletion from active systems may not immediately remove information from protected backups. Backup copies are retained only for recovery, continuity, security and related operational purposes and age out through the applicable backup cycle unless preservation is required by law or for an identified security or incident-response purpose.
Quickscribe may use cookies and similar technologies to maintain sessions, authenticate Users, remember preferences, protect security, understand aggregate service usage and improve performance. Users can adjust browser settings, although blocking necessary cookies may prevent login or reduce functionality.
The Services may contain links to third-party websites or sources. Quickscribe does not control the privacy or security practices of those third parties. When a User leaves Quickscribe or deliberately uses a third-party service, that third party's terms and privacy practices may apply.
Electronic payment processing is handled by an authorized payment provider. Quickscribe does not store full payment-card numbers on the Quickscribe platform. The payment provider may process or retain payment credentials or tokens under its own terms and security standards.
Subject to applicable law, an individual may request access to personal information under Quickscribe's control, ask that inaccurate information be corrected, withdraw consent where applicable, or ask questions about Quickscribe's privacy practices. Quickscribe may need to verify identity and may apply any lawful exceptions or limitations.
Quickscribe investigates suspected privacy and security incidents and takes reasonable steps to contain, assess, document and remediate them. Quickscribe will notify affected Subscribers, individuals, service providers, regulators or authorities where required by law or contract and may provide additional notification where appropriate in the circumstances.
Privacy, security or access requests may be sent to info@quickscribe.bc.ca. A person who is not satisfied with Quickscribe's response may also contact the Office of the Information and Privacy Commissioner for British Columbia or another applicable privacy regulator.
Quickscribe may update this Statement to reflect changes in law, security practices, hosting, service providers, AI models, processing options, retention arrangements, features or operations. The revised version will identify its effective date. Quickscribe will provide reasonable notice of a material change and obtain consent where required by law.
Related documents: Quickscribe Terms of Use | Lexi AI Use Notice and Acknowledgement.
Questions: info@quickscribe.bc.ca | Quickscribe Services Ltd., PO Box 48163, Victoria, British Columbia, Canada V8Z 7H6.
