Migratex — Canadian Immigration Case Management SoftwareMigratex

Privacy Policy

Last updated: March 7, 2026

1. Introduction

Migratex Inc. ("Migratex", "we", "us", or "our") is a Canadian software-as-a-service (SaaS) company providing immigration case management solutions to licensed immigration agencies operating in Canada. We are committed to protecting the privacy and confidentiality of all personal information entrusted to us.

This Privacy Policy describes how we collect, use, disclose, store, and protect personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec's Act Respecting the Protection of Personal Information in the Private Sector (Law 25), Canada's Anti-Spam Legislation (CASL), and all applicable provincial and federal privacy legislation.

2. Definitions

  • "Personal Information" — any information about an identifiable individual, as defined under PIPEDA, including but not limited to name, email address, phone number, date of birth, passport information, immigration history, and employment records.
  • "Sensitive Personal Information" — personal information that, due to its nature, requires a higher degree of protection, including immigration status, nationality, biometric data, medical information, and any information relating to immigration applications submitted to Immigration, Refugees and Citizenship Canada (IRCC).
  • "Client" — a licensed immigration agency or immigration consultant that subscribes to the Migratex platform.
  • "End User" — an individual applicant whose personal information is entered into the Migratex platform by or on behalf of a Client for the purpose of immigration case management.

3. Information We Collect

a) Client Account Information

  • Agency name, business registration number, and ICCRC/CICC license number
  • Contact information of agency representatives (name, email, phone number)
  • Billing and payment information (processed through secure third-party payment processors)
  • Account credentials (passwords are stored using industry-standard hashing algorithms)

b) End User Immigration Data

  • Full legal name, date of birth, gender, nationality, and country of birth
  • Passport and travel document details
  • Immigration history, visa applications, and IRCC correspondence references
  • Education history, employment records, and language test results
  • Family composition and dependant information
  • Supporting documents uploaded by Clients or End Users (e.g., diplomas, employment letters, identity documents)

c) Technical and Usage Data

  • IP address, browser type, operating system, and device information
  • Pages visited, features used, session duration, and interaction patterns
  • Cookies and similar tracking technologies (see Section 11)

4. How We Use Your Information

  • To provide, maintain, and improve the Migratex platform and its features
  • To process and manage immigration case files on behalf of Clients
  • To generate forms, reports, and document packages required for immigration applications
  • To communicate with Clients regarding their account, billing, and platform updates
  • To ensure platform security, detect fraud, and prevent unauthorized access
  • To comply with legal obligations, including responding to lawful government requests

5. Legal Basis for Processing

We process personal information on the following legal grounds:

  • Contractual necessity: to perform our obligations under your subscription agreement
  • Consent: where required by PIPEDA or Law 25, particularly for the collection and use of Sensitive Personal Information
  • Legitimate interest: to improve our platform, ensure security, and prevent fraud
  • Legal obligation: to comply with Canadian laws, regulations, and court orders

6. Data Residency and Storage

All personal information processed through Migratex is stored exclusively in Canadian data centres located within the provinces of Canada. We do not transfer, store, or process personal information outside of Canada unless explicitly required by law or with the express written consent of the Client.

Our infrastructure providers are contractually bound to maintain data within Canadian territory and comply with all applicable Canadian privacy legislation. This ensures that your data remains subject to Canadian law at all times.

7. Data Sharing and Disclosure

We do not sell, rent, or trade personal information. We may share personal information only in the following limited circumstances:

  • With trusted service providers who assist in operating our platform (e.g., hosting providers, payment processors), all of whom are bound by data processing agreements and operate within Canada or under equivalent privacy protections
  • When required by law, regulation, or valid legal process (e.g., court order, subpoena, or lawful request by Canadian government authorities)
  • In connection with a merger, acquisition, or sale of assets, provided the acquiring entity agrees to be bound by the terms of this Privacy Policy

We will never disclose End User immigration data to immigration authorities, law enforcement, or any third party unless compelled by a valid Canadian court order or as otherwise required by law.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this Policy, or as required by law. Client account data is retained for the duration of the subscription and for a period of 30 days following account termination to allow for data export.

End User immigration data is retained in accordance with the Client's instructions and applicable regulatory requirements. Upon termination or expiration of a Client's subscription, we will securely delete or return all End User data within 30 days, unless retention is required by law.

9. Security Measures

We implement robust technical and organizational measures to protect personal information, including:

  • Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
  • Role-based access controls and multi-factor authentication
  • Regular security audits, vulnerability assessments, and penetration testing
  • Automated backup procedures with encrypted storage
  • Incident response procedures with mandatory breach notification in accordance with PIPEDA and Law 25 requirements

10. Your Rights Under Canadian Law

Under PIPEDA, Law 25, and other applicable Canadian privacy legislation, you have the right to:

  • Access: request a copy of the personal information we hold about you
  • Correction: request that we correct inaccurate or incomplete personal information
  • Deletion: request the deletion of your personal information, subject to legal retention obligations
  • Portability: request your data in a structured, commonly used, and machine-readable format
  • Withdraw consent: withdraw your consent to the processing of your personal information at any time, subject to legal or contractual restrictions

To exercise any of these rights, please contact us at privacy@migratex.ca. We will respond to all requests within 30 days, as required by law.

11. Cookies and Tracking Technologies

We use cookies and similar technologies strictly for the following purposes:

  • Essential cookies: required for platform functionality, authentication, and security (these cannot be disabled)
  • Analytics cookies: used to understand usage patterns and improve our platform (privacy-friendly analytics via self-hosted Umami, which does not collect personal identifiers)

12. Children's Privacy

Migratex is a business-to-business platform designed for licensed immigration agencies. We do not knowingly collect personal information directly from children under the age of 16. End User data relating to minors (e.g., dependant children in immigration applications) is collected and managed by Clients in their capacity as immigration representatives, in accordance with applicable law.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify Clients of material changes at least 30 days in advance by email or through the platform. The updated policy will be posted on our website with a revised "Last updated" date.

14. Contact Us

If you have questions, concerns, or complaints regarding this Privacy Policy or our data practices, please contact our Privacy Officer:

Migratex Inc.
Email: privacy@migratex.ca
Website: migratex.ca

If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca or, for Quebec residents, the Commission d'accès à l'information du Québec (CAI) at www.cai.gouv.qc.ca.