GrandWest Immigration Consultants Ltd.
Effective Date: September 6, 2026
Last Updated: September 6, 2026

GrandWest Immigration Consultants Ltd. (“GrandWest,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality and security of personal information entrusted to us.

This Privacy Policy explains how GrandWest collects, uses, discloses, stores, processes, protects and retains personal information when individuals:

• visit or interact with our website;
• communicate with us by WhatsApp, email, telephone, social media or other electronic means;
• submit an online assessment, intake form, questionnaire or document;
• book or attend a consultation;
• inquire about immigration or citizenship services;
• become a client of GrandWest; or
• otherwise interact with GrandWest.

GrandWest handles personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”), and applicable provincial privacy legislation where relevant.

GrandWest also provides regulated immigration and citizenship consulting services through licensees of the College of Immigration and Citizenship Consultants (“CICC”). Where CICC professional obligations apply, those professional obligations operate in addition to applicable privacy legislation.

This Privacy Policy does not replace a consultation agreement, service agreement, retainer agreement or other professional agreement entered into between GrandWest and a client.

GrandWest is responsible for personal information under its control, including personal information transferred to third-party service providers that process information on our behalf.

GrandWest has designated a person responsible for overseeing its privacy practices.

Privacy Officer:
Rami Alsaqqa, RCIC-IRB
CICC Membership No. R510298
GrandWest Immigration Consultants Ltd.
Email: info@gwvisapro.com
Website: www.gwvisapro.com

Questions, requests, concerns or complaints concerning privacy may be directed to the Privacy Officer.

PIPEDA requires organizations to remain accountable for personal information under their control and to designate an individual responsible for compliance. (Office of the Privacy Commissioner)

The personal information we collect depends on the nature of your interaction with GrandWest.

We may collect information such as:

This may include your name, telephone number, email address, mailing or residential address, date of birth, nationality, citizenship, passport information and other identification information.

This may include information relating to immigration status, citizenship, visas, permits, refugee matters, permanent residence, temporary residence, previous applications, refusals, enforcement matters, admissibility issues, immigration history and interactions with immigration or government authorities.

This may include marital status, family relationships, information regarding spouses, partners, children, parents, relatives, sponsors or other individuals connected to an immigration or citizenship matter.

This may include education, credentials, professional qualifications, employment history, job offers, income information, work experience and professional licensing information.

Where reasonably required, this may include financial records, proof of funds, income, assets, payment information or other financial information relevant to a matter.

Payment-card information may be processed directly by third-party payment processors rather than being stored by GrandWest.

We may receive documents including passports, identification records, immigration documents, application forms, government correspondence, employment records, educational documents, financial records, civil-status records and other documents voluntarily submitted in connection with an inquiry or professional matter.

We may maintain records of communications with or concerning an individual, including:

WhatsApp messages, emails, text messages, online-form responses, correspondence, telephone call notes, meeting notes, consultation notes and video-conference communications.

When you visit our website or interact with online systems, technical information may be collected automatically, including IP address, browser information, device information, approximate location derived from technical information, access time, security information and website activity.

GrandWest seeks to limit collection to information that is reasonably necessary for identified purposes. This reflects PIPEDA's collection-limitation principle. (Office of the Privacy Commissioner)

Immigration and citizenship matters may involve highly sensitive personal information, including information concerning immigration status, family circumstances, financial circumstances, employment, medical matters, criminal or enforcement matters, refugee claims or other personal circumstances.

GrandWest applies safeguards appropriate to the sensitivity of the information involved.

Individuals making a preliminary inquiry should avoid sending highly sensitive documents through WhatsApp, social media or other general messaging channels unless the information has been requested or is reasonably necessary.

In particular, individuals should not send passwords, account login credentials, complete credit-card information or other authentication credentials through WhatsApp or a general inquiry form.

GrandWest may collect and use personal information to:

respond to inquiries and communications;

identify the general nature of immigration or citizenship assistance being requested;

conduct preliminary intake or assessment;

determine whether a consultation may be appropriate;

schedule, administer and conduct consultations;

communicate with prospective and existing clients;

verify identity and instructions;

prepare, review, submit and manage immigration or citizenship applications, representations or proceedings where GrandWest has been retained;

provide forms, questionnaires, document checklists, booking links, payment links, government information or other requested resources;

communicate with government authorities, tribunals and other organizations where authorized;

maintain professional client files;

administer service agreements;

process fees and payments;

issue invoices and receipts;

provide case updates;

meet professional, regulatory, legal, insurance, accounting and record-keeping requirements;

secure our website, systems and communications;

detect or prevent fraud, abuse and cybersecurity threats;

improve our communications, intake systems, website and administrative processes;

operate automated or AI-assisted systems described in this Policy; and

carry out other purposes identified to the individual or permitted or required by law.

GrandWest will not use personal information for materially different purposes without appropriate authorization, consent or another lawful basis.

Where consent is required by law, GrandWest seeks consent that is meaningful and appropriate having regard to the sensitivity of the information and the circumstances.

When an individual voluntarily contacts GrandWest and provides contact information, GrandWest may use that information to respond to the inquiry and carry out activities reasonably necessary to address the request.

Providing information for one purpose does not constitute unrestricted consent for unrelated purposes.

Additional or express consent may be requested where appropriate, particularly where sensitive information will be collected, disclosed or processed in a manner that would not reasonably be expected by the individual.

An individual may withdraw consent where permitted by law. Withdrawal may affect our ability to provide services where processing of the information is reasonably necessary to perform those services or satisfy legal or professional obligations.

PIPEDA recognizes consent as a fundamental principle while also providing statutory circumstances in which information may be collected, used or disclosed without consent. (Office of the Privacy Commissioner)

A CICC licensee has professional confidentiality obligations that are additional to GrandWest's general privacy obligations.

Where information has been obtained in the course of a professional relationship with a client, the licensee must maintain the confidentiality of that information in accordance with the CICC Code of Professional Conduct.

The CICC Code requires a licensee to maintain confidentiality of information concerning clients and former clients indefinitely and to take measures necessary to maintain that confidentiality.

Confidential client information will not be disclosed except where disclosure is:

authorized by the client;

required or authorized by law;

required by a court order, subpoena, warrant or other legally enforceable requirement;

required by the CICC in accordance with its lawful regulatory authority;

otherwise permitted under the CICC Code of Professional Conduct; or

otherwise lawfully permitted.

Where disclosure is permitted, GrandWest seeks to disclose only information reasonably necessary for the applicable purpose.

The CICC Code expressly imposes indefinite confidentiality and limits circumstances in which client information may be disclosed. (Department of Justice Canada)

Where required by the CICC Code of Professional Conduct, GrandWest will enter into an appropriate written consultation or service agreement.

The professional agreement may contain additional privacy and confidentiality terms applicable to the particular professional relationship.

The CICC Code requires service agreements to state that the licensee has an obligation of confidentiality and to describe how the licensee will maintain the confidentiality of client information and documents. (Department of Justice Canada)

Where confidential client information may be processed by external technology or AI service providers in connection with professional services, GrandWest may obtain appropriate authorization through a service agreement, consultation agreement, consent or other written authorization where required.

This public Privacy Policy is not intended to eliminate any additional authorization that may be required under professional rules.

GrandWest uses WhatsApp and the WhatsApp Business Platform to communicate with prospective clients, existing clients and other individuals.

When you communicate with GrandWest through WhatsApp, information received or processed may include:

your telephone number;

your WhatsApp profile name or other profile information made available through WhatsApp;

the contents of messages;

documents, photographs, audio or other attachments you send;

message timestamps;

delivery and message-status information; and

technical information necessary to operate the service.

GrandWest may use the WhatsApp Business Platform to receive, route, process and respond to messages.

WhatsApp and Meta may separately process information associated with the WhatsApp service under their own applicable terms and privacy policies.

WhatsApp's Business Solution Terms require businesses to use the service consistently with WhatsApp's applicable documentation and Business Messaging Policy. (WhatsApp.com)

GrandWest may use automated systems to provide immediate responses to WhatsApp inquiries.

Automated responses may, for example:

acknowledge receipt of an inquiry;

identify the general type of assistance requested;

provide a consultation-booking link;

provide an assessment or intake form;

provide a document-upload or application-form link;

provide office information;

request limited additional information needed to route an inquiry;

provide general publicly available immigration information; or

refer the matter for review by GrandWest personnel.

Routine automated responses may be transmitted without individual human review before they are sent.

Automated responses are not intended to constitute a final individualized professional opinion concerning a person's immigration or citizenship eligibility.

Where professional judgment or individualized immigration or citizenship advice is required, the matter may be referred to a licensed professional.

GrandWest may use artificial intelligence and machine-learning technologies to support administrative, communication and professional workflows.

AI systems may assist with functions such as:

classifying or routing incoming inquiries;

identifying the apparent subject of a communication;

drafting suggested responses;

translation;

summarization;

extracting or organizing information;

identifying missing information;

selecting an appropriate intake form or resource;

preparing administrative communications; and

supporting GrandWest personnel in reviewing information.

GrandWest currently intends to use business/API services provided by OpenAI for certain automated processing.

GrandWest does not intend to delegate ultimate professional responsibility for regulated immigration or citizenship advice to an AI system.

Where a response requires professional judgment, responsibility remains with the appropriately authorized professional.

OpenAI currently states that data submitted through its business products and API is not used to train its models by default unless the customer expressly opts in. (OpenAI)

GrandWest seeks to configure AI systems and workflows so that information is used only as reasonably necessary for the relevant business or professional purpose.

GrandWest seeks to minimize personal and confidential information transmitted to AI systems.

Where reasonably practicable, automated processes may:

exclude information unnecessary to the requested task;

avoid transmitting documents where the full document is unnecessary;

limit processing to relevant portions of a communication;

remove or avoid unnecessary identifiers; or

route sensitive matters for human handling rather than automated processing.

For initial prospective-client inquiries, GrandWest's automated systems are intended primarily for intake, routing, general information and administrative responses.

GrandWest does not intend to automatically transmit an entire professional client file to an AI provider merely because a client sends an ordinary WhatsApp message.

Information generated through an automated system or AI system should not be treated as a guarantee of eligibility, approval, outcome or legal result.

Immigration and citizenship law is fact-specific and may change.

An automated communication does not replace a consultation with an authorized professional where individualized advice is required.

GrandWest remains responsible for ensuring that professional services provided by its licensees satisfy applicable standards of competence and professional conduct.

GrandWest may use Cloudflare infrastructure, including Cloudflare Workers or related services, to receive, transmit, secure and process electronic communications between authorized systems.

For example, a WhatsApp message may be transmitted through a secure webhook to GrandWest's technology infrastructure before being processed or answered.

Cloud infrastructure may process technical information necessary to deliver and secure communications, including:

IP and network information;

request and response metadata;

timestamps;

system logs;

security information; and

message information necessary to execute the requested workflow.

GrandWest seeks to limit application and diagnostic logging to information reasonably necessary for system operation, troubleshooting, security and compliance.

GrandWest may use third-party service providers for legitimate operational or professional purposes.

These providers may include services relating to:

Meta and WhatsApp;

Cloudflare;

OpenAI;

website hosting;

email;

cloud storage;

document management;

electronic signatures;

online intake forms;

appointment scheduling;

video conferencing;

payment processing;

accounting;

cybersecurity; and

other business-support technologies.

A service provider may process information only to the extent permitted under the applicable arrangement, contractual terms, law and GrandWest's professional obligations.

GrandWest seeks to select providers capable of providing safeguards appropriate to the sensitivity of the information processed.

Some service providers used by GrandWest may process, transmit or store information outside Canada, including in the United States or other jurisdictions.

When information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is processed and may be lawfully accessible to courts, governmental bodies or law-enforcement authorities in that jurisdiction.

GrandWest remains accountable under applicable Canadian privacy legislation for personal information under its control when service providers process that information on its behalf.

Where GrandWest has been authorized to represent or assist a client, personal information may be disclosed where reasonably necessary to parties involved in the matter, including:

Immigration, Refugees and Citizenship Canada;

Canada Border Services Agency;

Immigration and Refugee Board of Canada;

provincial or territorial immigration authorities;

Canadian or foreign visa offices;

courts and tribunals;

government departments;

authorized translators or interpreters;

experts;

designated representatives;

co-counsel or other authorized representatives; and

other parties reasonably necessary for the authorized professional service.

Such disclosure will occur only where appropriately authorized, reasonably required for the service, permitted under applicable professional obligations or otherwise authorized or required by law.

GrandWest does not sell personal information.

GrandWest does not provide confidential immigration files to third parties for the purpose of selling products to clients.

GrandWest does not provide confidential client information to advertisers for behavioural advertising.

GrandWest may communicate electronically with prospective and existing clients regarding inquiries, consultations, professional services and related matters.

Promotional or commercial electronic communications subject to Canada's Anti-Spam Legislation (“CASL”) will be sent only where GrandWest has the required consent or another lawful basis to send the communication.

Where CASL requires it, a commercial electronic message will contain appropriate identification/contact information and an unsubscribe mechanism.

Individuals may withdraw consent to promotional communications by using an unsubscribe mechanism, replying STOP where supported, or contacting GrandWest at:

info@gwvisapro.com

An unsubscribe request relating to marketing does not prevent GrandWest from sending non-promotional communications reasonably necessary for an existing inquiry, consultation, professional engagement, legal obligation or service requested by the individual.

CRTC guidance confirms that CASL generally requires appropriate consent, sender identification/contact information and a functioning unsubscribe mechanism for covered commercial electronic messages. (Office of the Privacy Commissioner)

Communications concerning a professional client matter may form part of the client's professional file.

This includes communications conducted through:

WhatsApp;

email;

text messaging;

telephone;

video conferencing;

in-person meetings; and

other electronic communication systems.

GrandWest may transfer or preserve relevant WhatsApp or other electronic communications within the client's professional file in order to comply with professional record-keeping obligations.

CICC specifically advises licensees that records must be maintained for all forms of communications with or concerning clients, including emails, text messages and WhatsApp messages. (College IC)

GrandWest retains information only for as long as reasonably necessary for the applicable purposes, subject to legal, regulatory, professional, accounting, insurance and record-keeping requirements.

A preliminary inquiry that does not lead to a consultation or professional engagement may generally be retained for a shorter period than a formal professional client file.

Where a CICC client file has been created, GrandWest will retain it for the period required by applicable CICC rules.

CICC currently requires client files to be retained in a secure and accessible location for a minimum of six years after the file is closed. (College IC)

Information may be retained longer where reasonably necessary because of:

a continuing immigration or citizenship matter;

a legal requirement;

professional liability considerations;

a complaint or dispute;

litigation;

an investigation;

regulatory obligations;

fraud prevention;

accounting or taxation obligations; or

another lawful requirement.

The eventual destruction of a client file does not end a licensee's duty of professional confidentiality.

The CICC Code requires client and former-client information obtained through the professional relationship to remain confidential indefinitely. (Department of Justice Canada)

GrandWest takes reasonable steps to ensure that personal information used for professional or administrative purposes is sufficiently accurate, complete and current for the purpose for which it is used.

Clients and prospective clients are responsible for providing truthful and accurate information and for advising GrandWest when relevant information changes.

Where inaccurate information is identified, an individual may request correction as described below.

GrandWest uses administrative, organizational, physical and technical safeguards appropriate to the sensitivity of personal information under its control.

Depending on the system and information involved, safeguards may include:

access controls;

password protection;

multi-factor authentication;

encryption;

secure cloud services;

restricted staff access;

confidentiality obligations;

security monitoring;

firewalls and network protections;

secure document-handling procedures;

backup procedures;

provider security controls; and

staff or contractor access restrictions.

PIPEDA requires organizations to use security safeguards appropriate to the sensitivity of personal information. (Office of the Privacy Commissioner)

No electronic communication, cloud platform, messaging service or information system can be guaranteed to be completely secure.

GrandWest maintains procedures for responding to actual or suspected unauthorized access, use, loss or disclosure of personal information.

Where a breach occurs, GrandWest may investigate the incident, contain it, assess the sensitivity of the information involved, assess the probability of misuse and take appropriate corrective measures.

Where PIPEDA or another applicable law requires notification or reporting, GrandWest will notify affected individuals and/or the appropriate privacy authority as required.

Under PIPEDA, organizations must report breaches that create a real risk of significant harm, notify affected individuals and maintain records of breaches. (Office of the Privacy Commissioner)

Subject to applicable legal exceptions, an individual may request access to personal information GrandWest holds about them.

GrandWest may require sufficient information to:

identify the requester;

verify their identity; and

locate the requested records.

Certain information may not be disclosed where disclosure is prohibited or an exception under applicable law applies.

GrandWest will respond within the period required by applicable law.

PIPEDA provides individuals with rights to know whether an organization holds personal information about them and, subject to applicable exceptions, to access that information. (Office of the Privacy Commissioner)

An individual who believes personal information maintained by GrandWest is inaccurate or incomplete may request correction.

Where appropriate, GrandWest will correct or update information and may communicate material corrections to relevant third parties where required or appropriate.

Where GrandWest relies upon consent for processing, an individual may withdraw consent subject to reasonable notice and applicable legal, contractual or professional restrictions.

Withdrawal of consent will not necessarily require deletion of information that GrandWest must retain under CICC requirements or other laws.

GrandWest will explain material consequences of withdrawal where appropriate.

Individuals may request deletion of eligible personal information by contacting:

info@gwvisapro.com

Subject line:

Privacy / Data Deletion Request

The request should contain sufficient information to identify the requester and the information concerned.

GrandWest may verify the requester's identity before processing the request.

Where deletion is legally and professionally permissible, GrandWest will take reasonable steps to delete, destroy or anonymize eligible information.

GrandWest may refuse or limit deletion where information must or may reasonably be retained because of:

CICC client-file requirements;

professional confidentiality or regulatory requirements;

government or court requirements;

legal obligations;

accounting or tax obligations;

professional liability;

complaints or disputes;

fraud or security prevention;

litigation or anticipated litigation; or

another legitimate and lawful purpose.

Where information cannot appropriately be deleted, GrandWest may explain the reason for continued retention.

An individual seeking deletion specifically of information received through Meta or WhatsApp may send a request to:

info@gwvisapro.com

Subject:

Meta / WhatsApp Data Deletion Request

Please identify the WhatsApp telephone number or Meta account associated with the request so that GrandWest can locate the relevant records.

GrandWest will verify the identity of the requester where reasonably necessary.

Eligible information will be deleted or anonymized where permitted.

Professional client records cannot necessarily be deleted merely because they originated through WhatsApp if GrandWest is required to retain those communications under applicable CICC requirements.

This section is intended to provide users of GrandWest's Meta/WhatsApp integrations with a clear method for requesting deletion of data associated with those services.

Individuals may contact GrandWest if they have questions or concerns about the use of automated or AI-assisted processing involving their personal information.

Where appropriate, an individual may request that a matter requiring professional judgment be reviewed by a person rather than relying exclusively on an automated response.

GrandWest does not intend to make final professional determinations concerning immigration or citizenship eligibility solely through automated processing without appropriate professional involvement where such involvement is required.

GrandWest's website may use cookies and similar technologies necessary to:

operate website functionality;

maintain security;

prevent abuse;

remember settings;

understand website performance;

measure website traffic; or

support third-party functionality.

Where legally required, consent will be obtained before using non-essential cookies or similar technologies.

Users may be able to manage cookies through their browser settings.

Disabling certain technologies may affect website functionality.

GrandWest may use analytics tools to understand how visitors interact with its website and online services.

Where possible and appropriate, GrandWest seeks to use analytics information in aggregated or limited form.

Analytics information will not be intentionally combined with confidential professional client information for unrelated advertising purposes.

GrandWest's website, WhatsApp communications or emails may contain links to third-party services, including:

government websites;

IRCC systems;

booking systems;

online forms;

payment processors;

social-media platforms;

video-conferencing services; and

other external websites.

GrandWest is not responsible for the independent privacy practices, security practices or content of websites or services it does not control.

Individuals should review the applicable privacy policies of those providers where appropriate.

Immigration and citizenship matters frequently involve minors.

GrandWest may collect personal information concerning children where reasonably necessary for an immigration, citizenship or related matter.

Where consent of a parent, guardian, designated representative or other legally authorized individual is required, GrandWest will seek appropriate authorization.

GrandWest does not intend for young children to independently submit sensitive personal information through automated intake systems without appropriate adult involvement.

Access to personal information within GrandWest is limited to individuals who reasonably require access for authorized duties.

Persons assisting a CICC licensee must operate in a manner consistent with the professional obligations applicable to the practice.

The CICC Code requires a licensee to ensure that persons assisting in the provision of immigration or citizenship consulting services do not engage in conduct that would contravene the Code if performed by the licensee. (Department of Justice Canada)

Employees, contractors and other authorized persons may be subject to confidentiality, privacy and security obligations.

Where GrandWest receives original client documents, they will be handled in accordance with applicable CICC professional requirements.

The CICC Code limits circumstances in which a licensee should retain original client documents and requires their return once the purpose for taking possession of them has been achieved. (Department of Justice Canada)

GrandWest generally encourages electronic copies unless an original document is reasonably required.

GrandWest and its regulated professionals are subject to oversight by the College of Immigration and Citizenship Consultants.

The CICC may have statutory authority to obtain or inspect records in connection with its regulatory functions.

Where disclosure is legally required by the CICC or another competent authority, GrandWest will comply with applicable legal and professional requirements.

The existence of this Privacy Policy does not prevent disclosure that a regulator or other authority is legally entitled to require.

Where a client authorizes transfer of a file or information to another authorized representative, GrandWest may disclose relevant information and documents in accordance with the client's instructions and applicable professional requirements.

GrandWest may retain copies where required to meet professional record-keeping, insurance, regulatory or legal obligations.

An individual who has a concern regarding GrandWest's privacy practices should first contact:

Privacy Officer
Rami Alsaqqa, RCIC-IRB
GrandWest Immigration Consultants Ltd.
Email: info@gwvisapro.com

GrandWest will investigate privacy complaints and take appropriate corrective action where warranted.

An individual may also have the right to submit a complaint to the Office of the Privacy Commissioner of Canada or another applicable provincial privacy regulator.

PIPEDA expressly requires organizations to maintain a process through which individuals may challenge compliance with privacy principles. (Office of the Privacy Commissioner)

Privacy complaints involving the conduct of a regulated immigration and citizenship consultant may also engage the professional jurisdiction of the College of Immigration and Citizenship Consultants.

Nothing in this Privacy Policy limits a person's right to contact the CICC or use its applicable complaints process.

GrandWest may update this Privacy Policy from time to time because of:

changes to privacy legislation;

changes to professional requirements;

changes to technology;

changes to service providers;

changes to WhatsApp, Meta, Cloudflare or AI systems;

changes to GrandWest's services; or

changes to business practices.

The current version will be identified by the Last Updated date appearing at the beginning of the Policy.

Material changes may be communicated through the website or another appropriate method.

Nothing in this Privacy Policy is intended to reduce or waive any mandatory obligation imposed upon a CICC licensee by:

the College of Immigration and Citizenship Consultants Act;

the Code of Professional Conduct for College of Immigration and Citizenship Consultants Licensees;

applicable CICC regulations or by-laws;

applicable immigration or citizenship legislation;

applicable privacy legislation; or

another law governing the professional relationship.

Where a mandatory professional or legal obligation imposes a higher standard than this Privacy Policy, the mandatory obligation will prevail.

For questions concerning this Privacy Policy, personal information, access requests, correction requests, consent withdrawal or data-deletion requests, contact:

GrandWest Immigration Consultants Ltd.
Privacy Officer: Rami Alsaqqa, RCIC-IRB
CICC Membership No.: R510298
Email: info@gwvisapro.com
Website: www.gwvisapro.com

For data-deletion requests, please use:

Subject: Privacy / Data Deletion Request

For information specifically received through WhatsApp or Meta:

Subject: Meta / WhatsApp Data Deletion Request