OA CLARKE IMMIGRATION SERVICES INC.
Privacy Policy
OA CLARKE IMMIGRATION SERVICES INC. (“Company,” “we,” “us,” or “our”) is committed to protecting the privacy, accuracy, and security of the personal information entrusted to us by our prospective, current, and past clients, as well as visitors to our website (www.clarkeimmigrationservices.com).
As a Canadian immigration consulting practice operating under the regulatory authority of the College of Immigration and Citizenship Consultants (CICC), we adhere strictly to the CICC Code of Professional Conduct regarding client confidentiality, duty of loyalty, and professional privilege, alongside the CICC Client File Management Regulation and Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Scope and Application
This Privacy Policy applies to all personal information collected, used, or disclosed by OA CLARKE IMMIGRATION SERVICES INC. across our website, communication platforms, electronic forms, initial eligibility assessments, consultation sessions, and retainers for legal representation.
2. Collection of Personal Information
We collect personal information necessary to assess your immigration eligibility, provide immigration consulting services, communicate with you, and comply with legal and regulatory mandates.
- Identifying & Contact Information: Full legal name, date of birth, nationality, country of residence, passport details, phone number, email address, and mailing address.
- Immigration & Family Background: Marital status, dependent details, current immigration status, travel history, criminal history/police certificates, and medical history (as required for admissibility assessments).
- Socioeconomic & Professional Data: Work experience, employment references, educational credentials, language proficiency test scores, financial statements, and proof of settlement funds.
- Technical & Website Data: IP addresses, browser types, cookies, and website usage data collected through analytics tools when interacting with our website.
3. CICC Client Confidentiality Standards
In strict accordance with the CICC Code of Professional Conduct:
- Duty of Confidentiality: All information and documentation provided to us by a client or prospective client is strictly confidential.
- Non-Disclosure: We will not disclose any confidential client information to any third party without your express written consent, except where required or permitted by law, court order, or regulatory body (such as CICC compliance audits).
- Duration: Our duty of confidentiality continues indefinitely, surviving the completion of our service agreement or the termination of the professional relationship.
4. Handling of Original Client Documents
In compliance with Section 14 of the CICC Code of Professional Conduct and the CICC Client File Management Regulation:
- Temporary Possession: OA CLARKE IMMIGRATION SERVICES INC. does not hold or retain original client identity, civil, or official documents (such as passports, birth certificates, original diplomas, or marriage certificates) unless strictly required by government processing authorities or necessary to complete verification copies.
- Prompt Return: Any original documents taken into temporary possession are cataloged and safely returned to the client as soon as the specific processing, verification, or copying purpose is completed.
- Prohibition of Retainage: Original client documents will never be withheld as leverage or retained due to unpaid fees or disputes.
5. How We Use Your Information
We use your personal information solely for legitimate professional purposes, including:
- Assessing your eligibility for Canadian immigration, visa, permit, or citizenship programs (e.g., Express Entry, Provincial Nominee Programs, Family Sponsorship, Work/Study Permits).
- Preparing, submitting, and managing immigration applications with Immigration, Refugees and Citizenship Canada (IRCC), the Immigration and Refugee Board (IRB), Employment and Social Development Canada (ESDC), or relevant provincial immigration authorities.
- Communicating with you regarding application status updates, inquiries, invoicing, and service updates.
- Verifying identity and fulfilling client due diligence requirements under applicable laws and anti-money laundering regulations.
- Maintaining regulatory client records as mandated by the CICC.
6. Disclosure of Personal Information
We do not sell, rent, trade, or commercially monetize your personal information. Your information is only disclosed under the following limited circumstances:
- Government Authorities: To government entities directly involved in your immigration process (e.g., IRCC, CBSA, ESDC, provincial governments, Canadian embassies/consulates).
- Third-Party Service Providers: To vetted third-party vendors who assist in our operations (e.g., secure cloud storage providers, encrypted messaging platforms, document evaluation services like WES, language testing bodies) solely to the extent necessary to perform their functions. All service providers are bound by strict contractual confidentiality agreements.
- Legal & Regulatory Obligations: When required by law, subpoena, search warrant, court order, or to comply with professional audits and inquiries conducted by the CICC.
7. Data Security and Safeguards
We implement robust administrative, technical, and physical safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. Measures include end-to-end encrypted electronic document storage, restricted employee access on a need-to-know basis, multi-factor authentication (MFA), and secure physical and digital shredding procedures.
8. Retention of Client Files
In strict alignment with the CICC Client File Management Regulation and statutory accounting mandates:
- Six (6) Year CICC Retention Mandate: We retain electronic client files, communications, and supporting documentation for a minimum of six (6) years from the date the client file is formally closed or the retainer agreement is completed/terminated.
- CRA Tax Compliance: Where financial or transaction records intersect with Canada Revenue Agency (CRA) requirements, records are held for seven (7) years in accordance with tax laws.
- Permanent Destruction: Upon expiration of the required regulatory retention period, electronic and physical records are securely shredded or permanently deleted in accordance with data sanitation standards.
9. Your Privacy Rights
Subject to legal limitations and regulatory mandates, you have the right to request access to your personal information, request corrections to inaccurate records, or withdraw your consent to data processing (subject to contractual/legal restrictions).
10. Cookies and Analytics
Our website uses standard cookies and tracking technology to analyze site traffic, optimize user experience, and ensure web application security. You may adjust your browser settings to refuse cookies if preferred.
11. Contact Information & Privacy Officer
If you have questions, concerns, access requests, or complaints regarding this Privacy Policy, please contact our designated Privacy Officer:
OA CLARKE IMMIGRATION SERVICES INC.
Attn: Privacy Officer / Regulated Canadian Immigration Consultant (RCIC)
Website: www.clarkeimmigrationservices.com
If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca or file a complaint with the College of Immigration and Citizenship Consultants (CICC) at www.college-ic.ca.