Privacy Policy

1. Scope of this Policy

This Privacy Policy applies to personal information collected through:

• the Émigré Canada website;
• email and other electronic communications;
• telephone communications;
• Microsoft Teams meetings, calls and messaging;
• consultation and client intake processes;
• documents and information provided in connection with immigration or citizenship matters;
• our client-management, document-management and administrative systems; and
• other interactions with Émigré Canada.

Additional terms concerning confidentiality, file management and the handling of client information may also be contained in a consultation agreement or service agreement.

2. Information We May Collect

The information we collect depends on the nature of your interaction with Émigré Canada.

Website and General Inquiries

We may collect information such as:

• name;
• email address;
• telephone number;
• country of residence;
• preferred language;
• information submitted through contact or consultation forms;
• IP address and basic technical information relating to use of our website; and
• communications you send to us.

Immigration and Citizenship Services

When evaluating or providing immigration or citizenship services, we may need to collect substantially more information, including:

• full legal name and previous names;
• date and place of birth;
• citizenship and nationality;
• passport and travel-document information;
• immigration status and immigration history;
• residential and mailing addresses;
• telephone numbers and email addresses;
• marital and family information;
• information concerning spouses, partners, children and other family members;
• education and employment history;
• professional qualifications;
• travel history;
• financial information;
• government identification numbers;
• immigration application numbers and government correspondence;
• photographs, identity documents and supporting records;
• information concerning admissibility or eligibility;
• information contained in forms, declarations and supporting documentation; and
• other information reasonably required to evaluate, prepare, submit or manage an immigration or citizenship matter.

Some immigration matters may require information that is particularly sensitive. We collect such information only where reasonably necessary for the services requested, to comply with professional or legal obligations, or where you otherwise provide or authorize its collection.

3. How We Collect Information

Personal information may be collected directly from you through our website, forms, email, telephone calls, Microsoft Teams, consultations, documents you provide, or communications during the professional relationship.

With appropriate authority, information may also be obtained from other persons or organizations involved in your matter, including family members, employers, educational institutions, translators, interpreters, government authorities or other professional service providers.

4. How We Use Personal Information

Émigré Canada may use personal information to:

• respond to inquiries;
• schedule and conduct consultations;
• determine whether we can assist with a matter;
• verify identity and client information;
• assess immigration or citizenship options;
• prepare, review and manage applications and supporting documentation;
• communicate with clients;
• communicate with government authorities where authorized;
• provide immigration or citizenship consulting services;
• maintain client and business records;
• process payments and maintain accounting records;
• manage appointments and electronic communications;
• operate and secure our website and information systems;
• comply with professional, regulatory, legal and insurance requirements;
• prevent fraud, misuse or security incidents; and
• establish, exercise or defend legal or professional rights where permitted by law.

We do not sell client personal information.

5. Professional Confidentiality

Information obtained in the course of providing regulated immigration or citizenship consulting services is subject to applicable professional confidentiality obligations.

Where services are provided by a licensee of the College of Immigration and Citizenship Consultants, the licensee must maintain the confidentiality of information concerning clients and former clients in accordance with the applicable Code of Professional Conduct.

Confidential client information will not be disclosed except where authorized by the client or where disclosure is otherwise permitted or required by applicable law or professional obligations.

Where disclosure is necessary, reasonable efforts will be made to limit the disclosure to the information necessary for the applicable purpose.

6. Electronic Communications

Émigré Canada uses electronic communications, which may include email, Microsoft Teams, telephone, secure cloud-based systems and other digital tools.

Electronic communications involve inherent risks. Although we use reasonable safeguards, no method of electronic transmission or storage can be guaranteed to be completely secure.

Clients should avoid sending highly sensitive information through unsecured communication channels where a more secure method has been provided.

7. Microsoft Teams Meetings

Émigré Canada may use Microsoft Teams for consultations, meetings, calls, screen sharing and other communications.

Participation in a Teams meeting may involve the processing of information such as your:

• name and contact information;
• Microsoft or guest account information;
• IP address and device information;
• audio;
• video;
• meeting chat messages;
• files shared during a meeting; and
• other information voluntarily communicated during the meeting.

Recording and Transcription

Émigré Canada does not routinely record or transcribe client meetings.

If recording or transcription is considered appropriate for a particular meeting, participants will be informed and any consent required by applicable law or professional obligations will be obtained before Émigré Canada intentionally records or transcribes the meeting.

Participants should not record confidential consultations or meetings without the knowledge and authorization of the other participants.

8. Microsoft 365 and Other Service Providers

Émigré Canada uses third-party technology and professional service providers to operate its practice.

These providers may include services for:

• email;
• Microsoft Teams;
• cloud storage;
• document management;
• client and practice management;
• website hosting;
• electronic signatures;
• accounting and payment processing;
• cybersecurity;
• data backup; and
• other business operations.

For example, Émigré Canada may use Microsoft 365, including Microsoft Teams, Outlook, OneDrive and SharePoint, to communicate, collaborate and securely manage business and client information.

These providers may process personal information on our behalf in accordance with their contractual terms, security practices and applicable laws.

We seek to limit service-provider access to personal information to what is reasonably necessary for the services they provide.

9. Disclosure of Personal Information

Émigré Canada may disclose personal information where reasonably necessary to provide requested services or where authorized or required by law.

Depending on the matter, recipients may include:

• Immigration, Refugees and Citizenship Canada (IRCC);
• the Canada Border Services Agency (CBSA);
• other Canadian federal, provincial or territorial authorities;
• foreign government authorities where relevant and authorized;
• the College of Immigration and Citizenship Consultants;
• interpreters or translators;
• lawyers or other professional advisers;
• technology and cloud-service providers;
• payment processors;
• insurers;
• accountants; and
• other persons assisting in the delivery of authorized services.

We do not disclose more confidential client information than is reasonably necessary for the applicable purpose.

10. Cross-Border Processing

Some technology providers or service providers used by Émigré Canada may process, store, back up or provide technical access to information from locations outside the province or country in which the client resides.

As a result, personal information may in certain circumstances be subject to the laws of another jurisdiction and may be accessible to courts, law-enforcement agencies or governmental authorities in accordance with applicable law.

Where appropriate, Émigré Canada considers privacy, confidentiality and security when selecting service providers that may handle client information.

11. Protection of Personal Information

Émigré Canada uses reasonable safeguards appropriate to the sensitivity of the information in its possession.

These may include:

• access controls and authentication;
• multi-factor authentication;
• password-protected systems;
• controlled access to client files;
• reputable cloud and technology providers;
• software and security updates;
• device security;
• secure backup practices;
• confidentiality requirements for persons assisting with client matters; and
• administrative procedures designed to prevent unauthorized access, use, alteration or disclosure.

Access to client information is limited to persons who reasonably require access for an authorized professional or business purpose.

No information system can be guaranteed to be completely secure. If Émigré Canada becomes aware of a privacy or security incident involving personal information, we will assess the incident and take appropriate action in accordance with applicable legal and professional requirements.

12. Retention of Information

Émigré Canada retains personal information only for as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable legal, regulatory, professional, insurance, accounting and record-keeping requirements.

Different categories of information may therefore be retained for different periods.

Information subject to professional confidentiality obligations may continue to be protected by those obligations even after the professional relationship has ended and notwithstanding the applicable file-retention period.

When information is no longer required to be retained, Émigré Canada may securely delete, destroy or anonymize it, as appropriate.

13. Access and Correction

Subject to applicable law and professional obligations, individuals may request access to personal information about them held by Émigré Canada and may request correction of information that is inaccurate or incomplete.

We may need to verify your identity before processing an access or correction request.

Certain information may be withheld where access is prohibited or restricted by law, would reveal confidential information concerning another person, is protected by legal privilege, or is otherwise subject to a lawful exception.

14. Accuracy of Information

Clients are responsible for providing accurate, complete and current information relevant to their matters and for advising Émigré Canada when important information changes.

Because immigration and citizenship applications may depend upon the accuracy of information submitted to government authorities, clients should promptly advise us of corrections or material changes.

15. Cookies and Website Technology

The Émigré Canada website may use cookies or similar technologies that are necessary for website operation, security, functionality or basic analytics.

Where non-essential analytics, advertising or tracking technologies are introduced, this Privacy Policy and any applicable consent mechanism may be updated accordingly.

You may be able to control certain cookies through your browser settings.

16. Links to Third-Party Websites

The Émigré Canada website or communications may contain links to government websites or other third-party services.

Émigré Canada is not responsible for the privacy practices, security or content of websites or services operated by third parties. You should review the privacy policies of those organizations when providing personal information directly to them.

17. Children and Information About Family Members

Immigration matters may require information concerning children, spouses, partners or other family members.

Where such information is required, Émigré Canada will use it for the relevant immigration, citizenship or professional purpose and handle it in accordance with this Privacy Policy and applicable professional obligations.

18. Changes to this Privacy Policy

Émigré Canada may update this Privacy Policy periodically to reflect changes in our services, technology, professional requirements or applicable law.

The current version will be published on this page together with the date of the most recent update.

19. Questions, Access Requests and Privacy Concerns

Questions about this Privacy Policy, requests to access or correct personal information, or concerns regarding the handling of personal information may be directed to: