Privacy Policy

1. Introduction

iTook Immigration, headquartered at 301 – 1595 16th Ave., Richmond Hill, ON, Canada, deeply values the trust our clients and website visitors place in us when they provide us with their personal information. Recognizing the importance of privacy and security, we are dedicated to handling all personal information with the utmost care and respect. Our commitment is reflected in this Privacy Policy, which sets forth the principles and practices we follow to ensure the confidentiality and integrity of your personal information.

This policy has been developed in strict adherence to Canada’s privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and other relevant provincial legislation. These laws establish the framework for how private sector organizations collect, use, and disclose personal information in the course of commercial activities within Canada. They mandate that personal information must be handled in a manner that is responsible, transparent, and respects the individual’s right to privacy.

Under these laws, ‘personal information’ is broadly defined as any information about an identifiable individual. This includes, but is not limited to, an individual’s name, age, contact details, identification numbers, income, ethnic origin, or opinions. As a provider of immigration services, we typically collect personal information that is necessary for assessing eligibility for immigration, visa applications, and other related services.

We collect this information through various means, including but not limited to, our website (www.visaitook.com), email communication (info@visaitook.com), telephone interactions (1-416-939-3105), and in-person consultations. We assure you that any personal information collected will be used solely for the purposes for which it was collected, unless the individual has otherwise consented, or when it is required or permitted by law.

Our Privacy Policy is designed to comply with the principles of PIPEDA, which include accountability; identifying purposes for data collection; obtaining consent; limiting collection, use, disclosure, and retention; ensuring accuracy of information; safeguarding personal information; openness about privacy practices; individual access to personal information; and providing recourse in case of non-compliance.

As we navigate the complexities of immigration law and procedures, we understand the sensitivity of the information we handle. Protecting your privacy is not just a legal obligation for us, but a critical part of our commitment to providing you with high-quality, trustworthy services. We encourage you to read this Privacy Policy carefully to understand how we manage your personal information and to feel confident in the knowledge that your privacy is being protected to the highest standards set by Canadian law.

2. Collection of Personal Information

At iTook Immigration, we collect personal information essential for delivering effective immigration services. This collection aligns with the principle of “Limiting Collection” under the Personal Information Protection and Electronic Documents Act (PIPEDA), which mandates that organizations collect only the information necessary for the purposes identified.

The types of personal information we typically gather include, but are not limited to:

• Name and Contact Information: Such as your full name, mailing address, email address, and phone number. This information is fundamental for communication and documentation purposes.
• Date of Birth: Essential for verifying identity and for use in various immigration-related documents and applications.
• Employment History: Including past and current employers, job titles, and durations of employment. This is often necessary for assessing eligibility for certain immigration programs, which may require specific work experience.
• Educational Background: Such as academic qualifications and institutions attended. Many immigration pathways give weight to educational qualifications.
• Immigration Status and History: Information about your current and past immigration status, visa applications, and any interactions with immigration authorities. This is crucial for providing accurate advice and services related to immigration processes.

Our methods of collecting this information include:

• Website (www.visaitook.com): When you visit our website, you may voluntarily provide personal information through contact forms, service request forms, or other interactive features.
• Email (info@visaitook.com): Communication via email may include the exchange of personal information necessary for us to provide advice or services.
• Telephone (1-416-939-3105): Personal information may be collected over the phone during consultations or service inquiries.
• In-Person Interactions: Information may be gathered during face-to-face meetings, especially when filling out application forms or during consultations.

In line with PIPEDA’s principle of “Consent,” we ensure that we obtain your consent before or at the time of collecting personal information. The nature and purpose of the information being collected will be clearly communicated to you. In situations where the purpose of data collection changes, we will seek fresh consent.

Furthermore, under PIPEDA, individuals have the right to access their personal information held by an organization and to challenge its accuracy. We are committed to ensuring that the personal information we collect is accurate, complete, and up-to-date, necessary for the purposes for which it is to be used.

In summary, our collection of personal information is conducted with full regard for the legal requirements set forth in Canadian privacy legislation, ensuring that we maintain the highest standards of privacy and data protection for our clients.

3. Use of Personal Information

In accordance with Canadian privacy laws, particularly the Personal Information Protection and Electronic Documents Act (PIPEDA), iTook Immigration ensures that all personal information collected is used solely for specific, defined purposes related to the services we offer. This focus on purpose-driven usage of personal information adheres to the principle of “Limiting Use, Disclosure, and Retention” under PIPEDA.

Our usage of personal information encompasses several key areas in the realm of immigration services:

• Assessing Eligibility for Immigration: We use personal details like employment history, educational background, and immigration status to determine the eligibility of our clients for various immigration programs. This step is essential for providing accurate and personalized immigration advice.
• Preparing Immigration Applications: Accurate completion of immigration applications requires detailed personal information. This includes, but is not limited to, names, dates of birth, educational history, and work experience. Such information is vital for filling out forms correctly and complying with the requirements set by immigration authorities.
• Client Communication: Regular and effective communication with our clients is central to our service. We use contact information such as email addresses and phone numbers to update clients about their case status, respond to inquiries, and provide essential guidance throughout the immigration process.

Consistent with PIPEDA, we ensure that personal information is not used for purposes other than those for which it was originally collected, except with the consent of the individual or as required by law. If a new purpose for the use of personal information is identified, we will seek consent from the individual before using their information for this new purpose.

Moreover, under the principles of PIPEDA, we are committed to maintaining the accuracy, completeness, and currency of personal information for as long as it is used for these intended purposes. This ensures that the decisions made based on this information are as accurate and informed as possible.

In summary, our use of personal information strictly adheres to the purposes of providing tailored immigration advice and services, in line with Canadian privacy legislation. By doing so, we ensure that the privacy and integrity of our clients’ information are respected and safeguarded throughout our engagement with them.

4. Disclosure of Personal Information

iTook Immigration takes the responsibility of handling clients’ personal information with the utmost seriousness, in full compliance with the principles outlined in the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws. The disclosure of personal information is a sensitive aspect of our operations, and we adhere strictly to legal standards to ensure the confidentiality and integrity of our clients’ data.

Under PIPEDA, the disclosure of personal information without the individual’s consent is only permissible under specific circumstances. These are our guidelines for the disclosure of personal information:

• Disclosure as Required by Law: There are instances where we may be legally obligated to disclose personal information. This includes situations where such disclosure is necessary to comply with a subpoena, warrant, or order issued by a court, person, or body with jurisdiction to compel the production of information. Additionally, if required by law enforcement agencies for investigative purposes or to comply with other legal requirements, we may be required to share certain information.
• Disclosure for Service Provision: To effectively provide our immigration services, it is occasionally necessary to share personal information with third parties. This typically involves communicating with immigration authorities, embassies, or consulates as part of the immigration application process. Sharing information with these entities is essential for processing applications, verifying information, and fulfilling other procedural requirements.
• Explicit Consent from Clients: In line with PIPEDA’s principle of consent, we ensure that explicit consent is obtained from our clients before any personal information is disclosed to third parties, except as required by law. This consent is sought through clear, understandable communication, ensuring clients are fully aware of the nature and scope of the information being shared, the purpose of the disclosure, and the identity of the third parties receiving the information.

We also ensure that any third parties with whom personal information is shared are informed about the confidential nature of the data and are under similar obligations to protect the privacy of the information. This is to prevent unauthorized use or disclosure of the personal information.

Moreover, our policy includes provisions for the retention and eventual destruction of personal information, ensuring that it is only kept for as long as necessary for the fulfillment of the purposes for which it was collected or as required by law.

In summary, the disclosure of personal information by iTook Immigration is conducted with the utmost care and responsibility, strictly adhering to Canadian privacy laws and regulations, and ensuring that our clients’ privacy rights are always respected and protected.

5. Security of Personal Information

In accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other relevant Canadian privacy legislation, iTook Immigration is committed to implementing and maintaining robust security measures to safeguard personal information against unauthorized access, alteration, disclosure, or destruction. The security of personal information is a paramount concern, and our approach encompasses various layers of protection.

Physical Security Measures:

• Secure Facilities: Our office premises are equipped with security systems like surveillance cameras and alarm systems to prevent unauthorized entry and protect physical files containing personal information.
• Access Control: Access to areas where personal information is stored is strictly controlled and limited to authorized personnel only.
• Secure Document Storage: Sensitive documents are stored in locked cabinets or secure storage areas when not in use.

Electronic Safeguards:

• Encryption: We employ encryption technologies to protect data during transmission and when stored on our systems.
• Secure Networks: Our computer networks are secured with firewalls and intrusion detection systems to prevent unauthorized access.
• Regular Software Updates: We ensure that all software, including antivirus and anti-malware programs, are up to date to protect against the latest threats.

Managerial Procedures:

• Privacy Training: All employees and staff members receive regular training on privacy policies and procedures, emphasizing the importance of confidentiality and security of personal information.
• Access Management: We implement strict user access controls to ensure that only authorized personnel have access to personal information, based on their role and necessity for access.
• Data Breach Response Plan: In the event of a data breach, we have a response plan to quickly address and mitigate any potential damage, which includes notifying affected individuals and relevant authorities as required by Canadian law.

Regular Audits and Assessments:

• Security Audits: We conduct regular security audits to assess the effectiveness of our physical, electronic, and managerial security measures.
• Risk Assessments: Regular risk assessments are carried out to identify potential vulnerabilities in our systems and processes, and to implement appropriate countermeasures.

By implementing these comprehensive security measures, iTook Immigration ensures the integrity, confidentiality, and availability of personal information. We are committed to continuously reviewing and updating our security practices in response to emerging threats and technological advancements, in line with the evolving standards set by Canadian privacy laws. This multifaceted approach to security demonstrates our unwavering commitment to protecting the personal information entrusted to us by our clients.

6. Access and Correction

In compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other relevant privacy laws in Canada, iTook Immigration recognizes and upholds the right of clients to access and correct their personal information that we hold. This principle is a crucial aspect of data privacy and control, ensuring that individuals can verify the accuracy and completeness of their information and make necessary amendments.

Right to Access:

• Individual Access: Clients have the right to request access to their personal information in our possession. This means they can ask to see what personal information we hold about them.
• Response Time: Upon receiving a request for access, we are committed to responding within a reasonable timeframe, as stipulated by PIPEDA.
• Assistance in Requests: Should clients need help in making their request, our staff will provide assistance, ensuring the process is straightforward and understandable.

Right to Correction:

• Correction of Information: If a client discovers that the personal information we hold is inaccurate or incomplete, they have the right to request corrections.
• Timely Updates: We are committed to making the necessary corrections without undue delay, thereby ensuring that the personal information we use and retain is accurate and up-to-date.
• No Charge for Corrections: Clients will not be charged for requesting corrections to their personal information.

Procedure for Making Requests:

• Formal Request: Clients wishing to access or correct their personal information should submit a formal request. This can be done by contacting us using the details provided below.
• Verification of Identity: To protect the privacy and security of the information, we will take steps to verify the identity of the person making the request before granting access or making corrections.
• Documentation: In some cases, we may require documentary evidence to support the request for correction.

Contact Details for Requests:

• Telephone: 1-416-939-3105
• Email: info@visaitook.com
• Address: 301 – 1595 16th Ave., Richmond Hill, ON, Canada

iTook Immigration’s commitment to these rights reflects our dedication to transparency, accountability, and respect for the privacy of our clients. We ensure that the processes for accessing and correcting personal information are easy to use, efficient, and secure, in full compliance with Canadian law.

7. Website Usage Information

In accordance with Canadian privacy laws, particularly the Personal Information Protection and Electronic Documents Act (PIPEDA), iTook Immigration’s website collects certain types of non-personal information which are essential for enhancing and optimizing the website’s functionality. This practice is in line with the standard operations of most websites and is conducted in a way that respects user privacy.

Types of Non-Personal Information Collected:

• IP Addresses: An Internet Protocol (IP) address is a numerical label assigned to each device connected to a computer network. Collecting IP addresses helps us understand geographic distribution of our visitors and how they interact with our site.
• Browser Type: Information about the browser type and version helps in ensuring that our website is optimized for the most popular browsers and versions used by our visitors, enhancing user experience.
• Usage Patterns: This includes data about how users navigate through our website, including pages visited, time spent on pages, and links clicked. This information assists in understanding user preferences and improving site layout and content.

Use of Cookies and Similar Technologies:

• Our website may use cookies, which are small text files placed on your device, to enhance user experience, remember user preferences, and gather information about user interactions with the website.
• We may also use other similar technologies like web beacons or pixel tags to collect aggregate information about website usage.

Data Analytics:

• The collected non-personal information is often analyzed through data analytics tools. This analysis helps in understanding trends, improving website content, and making the website more user-friendly.

Privacy and Anonymity:

• It is important to note that this type of non-personal information does not directly identify any individual user. We ensure that there is no linkage between this non-personal data and the personal information of our clients.
• Users have options to manage cookies and similar technologies through their browser settings, though this might affect their user experience on our site.

Compliance with Laws:

• Our collection and use of non-personal information are conducted in full compliance with Canadian privacy laws, which are designed to protect personal information. Since this data is non-personal, it falls outside the scope of PIPEDA’s more stringent requirements regarding personal data.

In summary, the collection of non-personal information through our website is a standard practice aimed at enhancing the functionality and user experience of our website. This process is carried out with due consideration to user privacy and in compliance with the relevant Canadian legal frameworks.

8. Changes to the Privacy Policy

iTook Immigration acknowledges the dynamic nature of privacy laws and online business practices, and as such, we reserve the right to modify this Privacy Policy as necessary. This approach is in line with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws, which recommend regular updates to privacy practices to ensure ongoing compliance and relevance.

Process for Policy Changes:

• Periodic Review: Our Privacy Policy will be periodically reviewed to ensure it remains up-to-date with current legal requirements and best practices in privacy and data protection.
• Reasons for Changes: Modifications to the policy may be made for various reasons, including, but not limited to, changes in legal and regulatory requirements, advancements in technology, evolving business practices, and feedback from clients.

Notification of Changes:

• Website Posting: Any changes to our Privacy Policy will be posted prominently on our website (www.visaitook.com). This ensures transparency and keeps our clients and website visitors informed about how their personal information is being managed.
• Effective Date: Changes to the policy will become effective from the date they are posted on the website. We will include the date of the latest update within the policy document for easy reference.

Communication of Significant Changes:

• In the case of significant changes that materially affect how we handle personal information, we may take additional steps to notify clients directly, such as through email notifications or direct communication during consultations.

Encouraging Awareness:

• We encourage our clients and website visitors to regularly review our Privacy Policy to stay informed about our privacy practices. Understanding our policy helps clients make informed decisions about their personal information.

Access to Previous Versions:

• Upon request, we can provide access to previous versions of our Privacy Policy for comparison and reference.

In summary, our commitment to maintaining an up-to-date and compliant Privacy Policy is a reflection of our dedication to privacy, security, and client trust. These policy updates are part of our ongoing effort to remain transparent in our practices and responsive to both legal requirements and the needs of our clients.

9. Contact Information

iTook Immigration is committed to upholding the highest standards of privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other relevant Canadian privacy laws. We understand the importance of transparency and accountability in our handling of personal information, and we welcome inquiries or complaints regarding our privacy practices.

Availability for Inquiries and Complaints:

• Open Communication: We encourage individuals to contact us with any questions, concerns, or complaints regarding the handling of their personal information.
• Response Commitment: Our dedicated team will respond promptly and efficiently to all inquiries and complaints, ensuring that your concerns are addressed in a timely and respectful manner.

Contact Details:

• Telephone: 1-416-939-3105. This line is staffed during business hours, providing a direct and immediate way to communicate with our privacy officers.
• Address: 301 – 1595 16th Ave., Richmond Hill, ON, Canada. Clients and individuals can send written inquiries or complaints to this address. Written communications are a suitable option for detailed or documented concerns.
• Email: info@visaitook.com. This email provides an alternative electronic method for individuals to contact us regarding privacy matters. It is particularly useful for those who prefer digital communication or are located overseas.

Handling of Complaints:

• Receipt Acknowledgement: Upon receiving a complaint, we will acknowledge receipt as soon as possible.
• Investigation Process: All complaints will be investigated thoroughly in accordance with our internal privacy complaint handling procedures.
• Resolution and Feedback: We aim to resolve all complaints in an effective and satisfactory manner. Feedback will be provided to the complainant on the outcome of the investigation.

Escalation Procedures:

• If an individual is not satisfied with our response or handling of their privacy complaint, they have the right to escalate their concern to the Office of the Privacy Commissioner of Canada. The contact details for the Privacy Commissioner’s office can be provided upon request.

Continuous Improvement:

• Feedback and complaints are valuable for our ongoing efforts to improve our privacy practices. We are committed to learning from these engagements and making necessary adjustments to our policies and procedures.

In summary, iTook Immigration ensures that all concerns and inquiries related to privacy are treated with the utmost seriousness and professionalism, providing clear, accessible, and responsive channels for communication. Our approach is in full compliance with Canadian privacy legislation, reflecting our commitment to protecting and respecting the personal information entrusted to us.