Privacy Policy

Immicase ("we", "us", or "our") operates the Immicase platform, accessible at immicase.ca (the "Service"). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Service, in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

Information You Provide

• Account Information: When you create an account, we collect your name, email address, phone number, firm name, and professional designation (e.g., RCIC licence number).
• Client Case Data: Immigration case data, client profiles, documents, notes, and communications that you enter into the platform. This data is yours and is processed by Immicase solely on your behalf.
• Billing Information: Payment details such as credit card information, billing address, and invoice history. Payment processing is handled by our PCI-DSS compliant payment processor; we do not store full credit card numbers.
• Support Communications: Messages, emails, and attachments you send to our support team.

Information Collected Automatically

• Usage Data: Pages visited, features used, session duration, and interaction patterns within the Service.
• Device and Browser Information: IP address, browser type, operating system, device identifiers, and screen resolution.
• Cookies and Similar Technologies: We use cookies, local storage, and similar technologies to maintain sessions, remember preferences, and analyze usage. See our cookie settings for more detail.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process transactions and send billing-related communications
• Respond to support requests and communicate with you about your account
• Improve and develop new features based on usage patterns
• Monitor and enforce security, including fraud detection and prevention
• Comply with legal obligations and regulatory requirements
• Send product updates and announcements (with your consent)

3. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

• Service Providers: We engage trusted third-party companies to perform services on our behalf (e.g., payment processing, email delivery, infrastructure hosting). These providers are contractually bound to use your data only for the purpose of providing the service and to maintain appropriate security.
• Legal Requirements: We may disclose information if required by law, regulation, legal process, or governmental request, including to comply with a court order or subpoena.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you before your personal information is transferred and becomes subject to a different privacy policy.
• With Your Consent: We may share information with third parties when you have given us explicit consent to do so.

4. Data Residency and Storage

All personal information and case data is stored exclusively in Canada. Our servers, databases, and backups are located in Canadian data centers. We do not transfer your data outside of Canada. For more information, see our Canadian Data Residency page.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you cancel your account, we will retain your data for a reasonable period (not exceeding 90 days) to allow for reactivation or data export, after which it will be securely deleted. We may retain certain information as required by law or for legitimate business purposes such as resolving disputes or enforcing our agreements.

6. Security

We implement industry-standard technical and organizational measures to protect your personal information, including AES-256 encryption at rest, TLS 1.3 encryption in transit, role-based access control, and continuous security monitoring. For a comprehensive overview of our security practices, see our Security page.

7. Your Rights Under PIPEDA

Under PIPEDA, you have the right to:

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Withdrawal of Consent: Withdraw your consent for certain processing activities, subject to legal or contractual restrictions.
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, contact us at the address below. We will respond to your request within 30 days.

8. Cookies

Our Service uses cookies and similar technologies for authentication, preferences, and analytics. You can control cookie settings through your browser. Disabling cookies may affect the functionality of the Service.

9. Children's Privacy

Immicase is designed for use by immigration professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child, we will promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through a prominent notice within the Service prior to the change becoming effective. We encourage you to review this page periodically. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:

• Email: info@immicase.ca
• Privacy Officer: Immicase Privacy Officer, Next Number Consulting, Vancouver, British Columbia, Canada

You may also file a complaint with the Office of the Privacy Commissioner of Canada.