Privacy Policy

Our website address is https://officernote.ca. We provide services to obtain GCMS notes from IRCC (Immigration, Refugees and Citizenship Canada) and CBSA (Canada Border Services Agency).

When you place an order or use our services, we collect the following personal information:

• Applicant details: the applicant's first and last name and date of birth, the Unique Client Identifier (UCI) or client ID, the application type and the application number
• Spouse or common-law partner details, where that person is included in the application: first and last name, date of birth, UCI or client ID (optional) and application number
• Contact details: your email address
• Documents you provide: the signed consent form authorizing the request, copies of passport pages, and any other document you send us for your order
• Records released to you: the records that IRCC or CBSA releases in response to the request, which we deliver to your account
• Correspondence: the messages and emails exchanged with us about your order
• Payment information: the email address, payment reference, amount, currency, processing fee and any refund recorded by our payment processor, Stripe. Card details are entered on Stripe's payment page; we do not receive or store card numbers

We do not ask for, and do not collect, the password or sign-in details of any government account. You sign in to your OfficerNote.ca account with a single-use link sent to your email address.

This data is collected to process your GCMS notes request securely and efficiently.

Officernote.ca uses the following cookies:

• Session and security cookies (officernoteca_session, XSRF-TOKEN): required for the website and your account to function and to protect forms against forgery. They expire after two hours of inactivity
• First-party analytics cookies (on_sk, on_vk): random identifiers that allow us to count visits and returning visitors. on_sk expires after 30 minutes of inactivity; on_vk expires after 400 days
• Google Analytics cookies, set by Google Analytics as described below

If you choose the dark display theme, that preference is stored in your browser's local storage.

We use third-party analytics tools like Google Analytics to understand visitor behavior, traffic patterns, and improve our website experience. We also operate our own analytics on our servers. This includes:

• Number of visitors
• Page interactions, such as the pages viewed, time spent on a page, how far a page is scrolled and the referring website or campaign
• Device and location data: device type, browser, operating system, and approximate location (country and city) derived from your IP address. Our own analytics store a keyed hash of the IP address rather than the address itself

When you sign in to your account, view your order or download a file, we record the action together with the IP address and browser information, in order to secure your account and your documents. Emails we send you from our support mailbox may contain a tracking image and tracked links, which record when the email is opened or a link is clicked, together with the IP address, browser information and approximate location.

This helps us enhance our services while maintaining data privacy.

We do not sell or share your personal data with third parties. However, data may be shared in the following cases:

• For service fulfillment: the licensed immigration consultant (RCIC) who files your request on your behalf, and IRCC or CBSA, to which the request, the consent form and the supporting documents are submitted
• With the service providers that operate the service on our behalf: Stripe (payment processing), SMTP2GO (email delivery), Cloudflare (website delivery and security), Hostinger (server hosting) and ip-api.com (approximate location from an IP address)
• Compliance with legal requirements
• To improve user experience (e.g., using analytics tools such as Google Analytics)

Our servers are located in the United States. Personal information stored there, or processed by the service providers listed above, may be subject to the laws of the jurisdictions in which it is held.

• Analytics records — Retained for 1 year
• Customer purchase records — Retained for 10 years

Account information: You may request access to, correction of, or deletion of the personal information held in your account at any time, as described under "Your Data Rights". Authorized OfficerNote.ca staff also have access to this information.

You have full control over your data. If you have an account or have placed an order on our website, you can:

• Request access to, or an exported file of, your personal data
• Request correction of inaccurate personal data
• Request data deletion (excluding legally required records)

For requests, please contact our support team at [email protected] or through your account dashboard. If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada.

We prioritize data security through:

• Encryption & Secure Servers
• Access Control & Authentication Measures
• Compliance with Canadian privacy laws

We follow best practices to prevent unauthorized access, data alteration, or misuse.

We may update this Privacy Policy periodically to reflect changes in laws, regulations, or business practices. The date at the top of this page shows when it was last updated.

• Stay Informed: We encourage users to review this page for updates
• Notifications: Significant changes will be communicated via our website or other official channels