1. Scope
This Privacy Policy applies to the Immiforms website, application, support, communications, and related services (the “Service”). It does not apply to third-party websites or services that have their own privacy policies.
When an immigration professional or firm uses Immiforms to manage client matters, that organization determines why and how client information is used. Immiforms processes that information on the organization’s behalf and according to its instructions, our agreement, and applicable law.
2. Information we collect
Information you provide
- Account information: name, email address, organization, role, login information, and account preferences.
- Contact and sales information: details submitted through a demo, contact, support, or onboarding request.
- Billing information: plan, transaction, and billing details. Payment card data may be handled directly by our payment processor.
- Customer Data: client, case, form, document, deadline, communication, billing, and other information entered into a workspace.
- Communications: messages, feedback, and support correspondence you send to us.
Information collected automatically
We may collect device, browser, IP address, approximate location, authentication, activity, error, performance, and usage data when you interact with the Service. We use cookies and similar technologies as described below.
3. How we use information
We use personal information to:
- provide, operate, maintain, secure, and improve the Service;
- create and administer accounts, workspaces, permissions, subscriptions, and payments;
- process Customer Data according to customer instructions;
- respond to demo requests, questions, support needs, and service communications;
- prevent fraud, abuse, security incidents, and violations of our terms;
- understand performance and usage and develop relevant improvements;
- comply with law, enforce agreements, and protect rights and safety; and
- send marketing communications where permitted, with an option to unsubscribe.
We use personal information with consent or as otherwise permitted or required by applicable Canadian privacy law.
4. Customer-controlled data
A customer organization controls the client and case information stored in its Immiforms workspace. If your information was added by an immigration professional or firm, contact that organization first to exercise access, correction, or deletion rights. We will support the organization as required by our agreement and law.
We do not sell Customer Data. We do not use client or case content for targeted advertising.
6. Cross-border processing
Immiforms and its service providers may process information in Canada and other countries. When information is processed outside your province or Canada, it may be subject to the laws of that jurisdiction and accessible to its courts, law enforcement, or government authorities. We use contractual and operational safeguards appropriate to the circumstances.
7. Retention
We retain personal information only as long as reasonably needed to provide the Service, fulfill the purposes described in this policy, meet contractual and legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on the type of information, customer instructions, account status, legal requirements, and backup cycles.
When information is no longer required, we delete, anonymize, or securely isolate it according to our retention practices and technical capabilities.
8. Security
We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, or loss. No system is completely secure, and we cannot guarantee absolute security.
Customers are responsible for managing their users, permissions, devices, credentials, exports, and other security choices within their control. Report a suspected security issue promptly to support@immiforms.ca.
9. Your rights and choices
Subject to applicable law, you may request access to or correction of personal information we control, ask about how it has been used or disclosed, withdraw consent where consent is the legal basis, or raise a privacy concern. Some information may need to be retained or may be exempt from access under law.
You may unsubscribe from marketing emails using the link in the message. Service and account communications may continue while you maintain an account. To make a privacy request, email support@immiforms.ca. We may need to verify your identity before completing a request.
11. Children
The Service is intended for professionals and organizations and is not directed to children. We do not knowingly collect personal information directly from children through account registration.
12. Changes to this policy
We may update this Privacy Policy to reflect changes to the Service, our practices, or legal requirements. We will post the revised policy, update the date above, and provide additional notice when a change is material.
13. Contact us
For privacy questions, requests, or complaints, contact our privacy team at support@immiforms.ca. We will review and respond in accordance with applicable law.