Privacy Policy

Effective Date: November 15, 2024

Harbour Cave Immigration Consulting ("we," "us," or "our") is committed to respecting your privacy and safeguarding your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your data in compliance with the *Personal Information Protection and Electronic Documents Act* (PIPEDA) and the *Code of Professional Conduct for College of Immigration and Citizenship Consultants Licensees* (SOR/2022-128), specifically regarding confidentiality and secure handling of client information.

1. Collection of Personal Information

We collect personal information solely to provide our immigration consulting and settlement support services, and to meet legal and regulatory obligations. Information collected may include:

- Contact details (e.g., name, phone number, email, address)

- Identification documents (e.g., passport, government-issued ID)

- Employment, financial, educational, and other background details relevant to immigration applications

- Sensitive information (e.g., medical, family data) if required for immigration purposes

- Information related to minor children, when necessary for family sponsorship or similar services, collected with parental/guardian consent

- Any other details required to provide our services effectively

Personal information is collected directly from you or, with your consent, from third parties as necessary.

2. Use of Personal Information

We use your personal information to:

- Provide immigration, settlement, and support services

- Prepare and submit applications and required documents to relevant authorities

- Communicate with you about your case or services we provide

- Fulfill legal, regulatory, and professional obligations under PIPEDA and the Code of Professional Conduct

We only use your personal information for purposes directly related to the services you’ve requested unless further use is required by law or with your explicit consent.

3. Disclosure of Personal Information

In accordance with legal and ethical obligations, we may disclose personal information to:

- Government bodies, immigration authorities, or courts as necessary for processing immigration applications and compliance with legal requirements

- Trusted third-party service providers essential to the immigration process (e.g., secure data storage providers), who are required to adhere to confidentiality and security standards

- Legal entities or as required by law (e.g., in response to court orders)

We do not sell, rent, or trade your personal information. Disclosure to third parties is limited to purposes directly related to our services or legal requirements, in accordance with PIPEDA and the Code of Professional Conduct.

4. Cross-Border Data Transfers

Personal information may be transferred to and stored in jurisdictions outside Canada, where it will be subject to the laws of that jurisdiction. In such cases, we implement appropriate safeguards to protect your information and ensure that service providers handling data outside of Canada comply with PIPEDA standards.

5. Consent and Confidentiality

By engaging our services, you consent to the collection, use, and disclosure of your personal information as outlined in this Privacy Policy. Under the Code of Professional Conduct, we are bound by strict confidentiality obligations and will not disclose personal information without your consent unless required by law. You may withdraw your consent at any time, subject to legal or contractual obligations. We will inform you of any potential consequences of withdrawing consent.

6. Security and Protection of Personal Information

We employ a range of administrative, physical, and technical measures to safeguard personal information, including:

- Secure physical storage of documents in restricted-access areas

- Encrypted digital storage and secure communication channels

- Limited access to personal information to authorized personnel who are trained in data protection and confidentiality obligations

In the event of a data breach involving your personal information, we will notify you promptly and fulfil all legal reporting obligations as required by PIPEDA.

7. Access, Correction, and Privacy Rights

You have the right to access, review, and correct your personal information held by us. Additionally, you may exercise rights under privacy law, such as the right to restrict processing or be informed of specific purposes for data collection. To make a request, please contact us using the information below. We may ask for verification of your identity before fulfilling requests, to maintain data security.

8. Retention and Destruction of Personal Information

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law and our professional obligations. Personal information will be securely destroyed or anonymized when it is no longer needed, following retention periods aligned with our professional and legal obligations.

9. Children’s Privacy

When providing services involving minors, such as family sponsorship applications, we collect and use personal information about children only with the consent of the parent or legal guardian, and solely for purposes relevant to the immigration process.

10. Updates to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or regulatory obligations. Updates will be posted on our website, and the effective date will be noted.

11. Contact Information

If you have any questions about this Privacy Policy, our privacy practices, or if you would like to request access to or correction of your personal information, please contact us:

Harbour Cave Immigration Consulting Inc
333-110 Didsbury Rd
Kanata, ON
K2T 0C2

info@harbourcaveimmigration.com

613-703-9744

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