Privacy Policy

We only collect what we need, and almost all of it is information you choose to give us.

When you simply read this website we collect nothing. No account, no cookie, no tracking script, no analytics.

When you use our calculators and checkers such as the CRS estimator, the French level converter or the eligibility tools, your answers are processed entirely inside your own browser. They are not transmitted to us and not stored anywhere. You can use them without telling us anything.

When you book a consultation we collect your first and last name, email address, telephone number and time zone, together with the appointment details and anything you choose to tell us about your situation. Documents you upload for an appointment are stored with it.

When you send an enquiry through our contact form we collect your name, email address, telephone number, country, the service you are asking about, your message, the page you sent it from and your IP address.

When you use the client portal we hold your account details and the files you or we upload to it.

When you become a client we collect whatever your matter requires, which in immigration work is often extensive: identity and travel documents, family details, employment and education history, medical and financial information, and details of any prior immigration history. Some of this is sensitive, and we treat it accordingly.

We use personal information for the purpose you gave it to us, and not for other purposes without asking you first.

Specifically: to respond to your enquiry; to schedule, hold and follow up a consultation; to assess your eligibility and advise you; to prepare, file and manage applications on your behalf; to communicate with you about your matter; to meet our professional, regulatory and legal obligations; and to keep the records our regulator requires us to keep.

We do not use your information to build advertising profiles, and we do not add you to a marketing list because you enquired. If we ever want to send you something you did not ask for, we will ask first.

Consent. In most cases your consent is implied by the act of contacting us or engaging us. For anything beyond the obvious purpose, we ask for express consent. You can withdraw consent at any time, subject to legal and professional constraints, and we will explain the consequences before you do.

We share personal information only where it is necessary, and we do not sell, rent or trade it to anyone.

Immigration authorities. If you engage us, we submit your information to Immigration, Refugees and Citizenship Canada, the Canada Border Services Agency, the Immigration and Refugee Board, provincial immigration authorities or foreign visa offices, as your matter requires. That is the service.

Our hosting provider. This website and its database are hosted by a third-party hosting company, which necessarily has technical access to the server on which your information sits.

Our content delivery network. Static files are served through a content delivery network to speed the site up.

Google Fonts. One typeface loads from Google’s servers, which means Google receives your IP address when the page loads. This is the only third-party request the site makes.

Where you ask us to. Interpreters, translators, medical practitioners, accountants preparing net worth reports, or another representative, but only with your instruction.

Where the law requires. Including a lawful order, or a request from our regulator in the course of an investigation.

Data outside Canada. Some of these providers may process or store information outside Canada, where it may be accessible to foreign authorities under local law. If the location of your data matters to you, ask us and we will tell you what we know.

Client files. As a regulated consultancy we are required to retain client records for a minimum period set by our regulator, and we keep them for at least that long. Immigration matters can also reopen years later, so a file that looks closed is often worth keeping.

Enquiries that do not become files. We keep these only as long as they are useful, and we delete them when they are not.

Appointment records. Retained with the associated matter, or deleted where no matter followed.

Website records. Server and security logs are kept for a short operational period.

If you want your information deleted, ask us. We will do it wherever we are legally and professionally able to, and where we cannot, we will tell you exactly why and for how long.

Under Canadian privacy law you have real and enforceable rights, and we would rather you use them than wonder.

Access. You may ask what personal information we hold about you and receive a copy. We respond within the time the law allows, normally thirty days.

Correction. If something we hold is wrong or incomplete, tell us and we will correct it. In immigration work an error in a date or a name can matter enormously, so please do.

Withdrawal of consent. You may withdraw consent to our use of your information, subject to legal and professional limits. We will explain what it means for your matter before anything happens.

Deletion. You may ask us to delete your information, subject to our retention obligations.

Complaint. If you are unhappy with how we have handled your information, tell us first at info@ubuntuwic.ca and we will look into it. If you remain dissatisfied you may complain to the Office of the Privacy Commissioner of Canada. If your concern is about our professional conduct rather than privacy specifically, the College of Immigration and Citizenship Consultants has its own complaints process, which runs independently of us.

We will not treat you differently for exercising any of these rights.

Reading this website sets no cookies. We verified this rather than assuming it: a plain visit stores nothing in your browser, and there is no analytics or advertising technology on the site.

Cookies appear in only two situations. If you log in to the client portal, WordPress sets session cookies that are necessary to keep you logged in. And some of our interactive tools may remember a preference in your own browser so the page behaves sensibly, which stays on your device and is never sent to us.

Because we set no tracking or advertising cookies, there is no consent banner to click through. If that ever changes, we will add one and update this page rather than doing it quietly.

Our security tools may temporarily log IP addresses to protect the site from abuse. Our contact form records the IP address a message was sent from, which helps us deal with spam and abusive submissions.

The site is served over an encrypted connection, so information you send through it is protected in transit. Access to client files and the administrative side of the site is restricted to people who need it.

We are also bound by professional obligations of confidentiality as a regulated consultancy, which apply to everything you tell us whether or not you go on to become a client. That obligation does not end when your matter does.

An honest caveat. No website and no organisation can promise perfect security, and you should be wary of anyone who does. What we can say is that we take it seriously, we keep the software current, and if a breach ever created a real risk of significant harm to you, we would notify you and the Privacy Commissioner as the law requires.

Please do not send sensitive documents by ordinary email. Passports, medical records and financial statements should go through the client portal or another secure route we agree with you. Email is convenient and it is not private.

Children. This site is not directed at children, and we do not knowingly collect information from a child through it. Immigration matters frequently involve children, and where we hold a child’s information it comes from a parent or guardian as part of a family application.

Changes to this policy. We will update this page when our practices change, and the date at the top will tell you when. Material changes will be flagged rather than slipped in. This version is dated 2 September 2026.

How to reach us. For any privacy question, an access or correction request, or a complaint, email info@ubuntuwic.ca with “Privacy” in the subject line, or write to us at our Sault Ste. Marie office. We will acknowledge you and tell you who is dealing with it.

If you would prefer to escalate, the Office of the Privacy Commissioner of Canada takes complaints directly, and the College of Immigration and Citizenship Consultants maintains a public register and its own complaints process for matters of professional conduct.