Privacy Policy
Effective date: October 24, 2023
Global Immigration and Placement Consultancy Services Ltd. (“GIPCS,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information.
This policy explains how we collect, use, disclose, retain, and protect personal information when you visit www.gipcs.com, contact our office, complete an assessment, or use our services.
We handle personal information in accordance with applicable privacy laws, including Alberta’s Personal Information Protection Act (PIPA) and, where applicable, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Information We Collect
We collect personal information reasonably necessary to respond to inquiries, assess eligibility, provide agreed services, and meet our legal and professional obligations.
Depending on your inquiry or services, this may include:
- Contact and identity information: name, date of birth, address, telephone number, email address, nationality, passport details, and identification documents.
- Immigration information: immigration status, permits, visas, application history, previous refusals, travel history, and correspondence with immigration authorities.
- Application supporting information: education, language results, employment history, financial records, family relationships, and supporting documents.
- Sensitive information: relevant medical information, criminal history, police certificates, or other admissibility information when necessary for your matter.
- Service and payment information: agreements, invoices, payment confirmations, correspondence, and records of services provided.
- Website information: IP address, browser and device details, pages visited, referral sources, and information collected through cookies or similar technologies.
We generally collect information directly from you. With appropriate authorization, or where otherwise permitted by law, we may also obtain information from family members, employers, educational institutions, government authorities, or other parties involved in your matter.
2. Why We Use Your Information
We use personal information for reasonable purposes connected with our services, including to:
- Respond to inquiries and conduct preliminary assessments.
- Verify identity and assess eligibility for immigration programs.
- Prepare, submit, manage, and monitor applications within our agreed scope of services.
- Communicate with you and authorized parties about your matter.
- Administer agreements, appointments, payments, and client records.
- Maintain website functionality, security, and service quality.
- Prevent fraud, investigate security incidents, and address complaints.
- Meet legal, regulatory, accounting, and professional obligations.
- Send optional newsletters or promotional communications where we have the consent or other legal basis required by law.
We do not use personal information for materially different purposes without obtaining additional consent, unless the use is otherwise permitted or required by law.
3. Consent and Your Choices
We explain the purposes for collecting, using, or disclosing personal information at or before collection, except where the law permits otherwise.
The form of consent depends on the sensitivity of the information and the circumstances. We seek express consent where required, including for sensitive information or uses outside your reasonable expectations.
Visiting our website does not, by itself, authorize unrelated uses of your personal information or enrol you in marketing communications.
You may withdraw consent by contacting our Privacy Officer, subject to legal or contractual restrictions and reasonable notice. We will explain any resulting limitations on our ability to continue providing services. Withdrawal does not invalidate processing already lawfully carried out or override required record retention.
If you provide information about another person, please ensure you have the necessary authority or consent to do so.
4. When We Share Information
We disclose personal information only for identified, reasonable purposes, with appropriate consent, or as permitted or required by law.
Depending on your matter, recipients may include:
- Immigration, Refugees and Citizenship Canada, Employment and Social Development Canada/Service Canada, provincial immigration authorities, and other relevant government bodies.
- Employers, educational institutions, translators, credential assessment organizations, or other parties whose involvement is necessary and authorized.
- Technology, hosting, document storage, communication, payment, accounting, and other service providers supporting our operations.
- Professional advisers, insurers, auditors, and regulatory bodies where reasonably necessary or legally required.
- Courts, law enforcement, or other authorities where disclosure is legally required or otherwise lawfully permitted.
We limit disclosures to information reasonably necessary for the purpose. Service providers are subject to appropriate confidentiality, security, and use restrictions.
We do not sell or rent your personal information. We do not disclose your immigration file to unrelated parties for their own marketing without your express consent.
An employer, sponsor, family member, or person paying your fees does not automatically receive access to your confidential file. Access depends on your authorization, the service arrangement, and applicable legal and professional obligations.
5. Information Processed Outside Canada
Some service providers may store, access, or process personal information outside Canada. Information processed abroad may be subject to the laws of that country, including lawful access by courts or government authorities.
Countries and authorized processing purposes:
[Identify the countries where your providers process or may process information and the purposes, such as email hosting, document storage, website hosting, or payment processing.]
We remain responsible for personal information under our control and take reasonable steps to protect information handled by service providers.
To obtain information about our policies and practices concerning providers outside Canada, contact our Privacy Officer using the details below.
6. Cookies and Website Technologies
Our website may use cookies and similar technologies to support essential functions, remember preferences, understand website traffic, and, where enabled, measure advertising performance.
Technologies currently used:
[List actual analytics, advertising, embedded content, and other relevant tools, with links to their privacy information.]
Where required, we obtain consent before activating non-essential technologies. You may manage cookies through available website controls and your browser settings. Disabling some cookies may affect website functionality.
We treat technical information as personal information where it identifies, or can reasonably be linked to, an individual.
7. Email, Messaging, and Marketing
We may contact you about inquiries, appointments, applications, payments, and services you have requested.
Optional marketing communications are handled separately and sent in accordance with applicable anti-spam requirements. You may unsubscribe using the instructions in the message or by contacting us. Unsubscribing from marketing does not prevent necessary communications about an ongoing matter.
Email, text messages, and third-party messaging platforms carry privacy risks. Please ask us about an appropriate method before sending passports, financial records, medical documents, or other sensitive information.
8. How We Protect Information
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information.
Access is limited to personnel and authorized service providers who require the information for their responsibilities and are subject to confidentiality obligations.
No storage or transmission method is completely secure. If a privacy incident occurs, we will assess and contain it, take appropriate corrective steps, and make reports and notifications required by applicable law.
9. How Long We Keep Information
We retain personal information only as long as reasonably necessary for the identified purposes and applicable legal, regulatory, professional, accounting, insurance, or dispute-resolution requirements.
Retention periods may differ for inquiries, client files, financial records, and website data. Closing a file or withdrawing consent does not necessarily require immediate deletion.
When information is no longer required, we securely destroy it or anonymize it, subject to applicable requirements and reasonable backup-management processes.
10. Access, Corrections, and Privacy Requests
You may contact our Privacy Officer to request access to your personal information, request corrections, withdraw consent, or raise a privacy concern.
We may verify your identity before responding. We respond within the time required by applicable law and explain any permitted extension.
Access may be limited where a legal exception applies, including to protect another person’s personal information or legally privileged information. Where required, we will explain a refusal and available review options.
If an access fee is permitted, we will inform you of the amount or estimate before proceeding. We do not charge a fee simply to submit a privacy request or request a correction.
11. Information About Children
Immigration matters may require information about dependent children. We collect and use this information only where reasonably necessary and with appropriate authority or consent, taking account of applicable law and the child’s capacity to consent.
12. Third-Party Websites
Our website may link to government websites, payment services, social media, or other external platforms. These organizations have their own privacy practices. Please review their policies before providing personal information directly to them.
13. Changes to This Policy
We may update this policy to reflect changes in our services, practices, or legal obligations. We will post the revised policy with an updated effective date and provide additional notice or obtain renewed consent where required.
14. Contact Us
For privacy questions, access or correction requests, information about overseas service providers, or complaints, contact:
Privacy Officer
Global Immigration and Placement Consultancy Services Ltd.
West Edmonton Mall, Edmonton, Alberta, Canada
Mailing address: [Insert complete office mailing address]
Email: info@gipcs.com
Website: https://www.gipcs.com
We will review and respond to privacy concerns. You may also contact the Office of the Information and Privacy Commissioner of Alberta at https://oipc.ab.ca or, where federal privacy law applies, the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca.