How We Handle Your Information.

Immigration work runs on the most sensitive information a person has. This policy sets out what we collect, why we collect it, who ever sees it, and what you can ask us to do with it.

In short

Effective 10 August 2026

We collect only what a file actually requires, and we tell you why before you give it.
We do not sell personal information, and we do not use it for advertising.
Information is disclosed to IRCC, CBSA, or the IRB only to advance your matter, and otherwise only where the law requires it.
You may ask to see what we hold about you and to have it corrected.

Who this policy covers

This policy applies to The Ninth House Immigration Solutions Inc. ("the firm", "we", "us"), a licensed Canadian immigration consulting practice at 306 Waddington Dr., Kamloops, BC, V2E 1P8, and to everything we do with personal information — through this website, by phone, by email, in writing, and in the course of representing clients.

We handle personal information in accordance with the federal Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia's Personal Information Protection Act (PIPA), and the confidentiality obligations imposed on licensees by the College of Immigration and Citizenship Consultants (CICC) through its Code of Professional Conduct.

Questions about this policy, or about information we hold, go to our Privacy Officer at info@theninthhouseimmigration.com or +1 (778) 919-0026.

What we collect

The information we hold falls into three groups, and they are not treated the same way.

Enquiry information: When you use the callback form on this site, we receive your name, email address, phone number, the service you selected, how you heard about us, your preferred time of day to be called, and anything you write in the message box. This is what we need in order to call you back and understand what you are asking about.
Client and case information: Once we act for you, a file may hold identity and travel documents, immigration and application history, family and relationship details, education and employment records, financial and medical information, criminal or security history, and — in protection matters — accounts of what happened to you. We collect this because a Canadian immigration or Immigration and Refugee Board (IRB) matter cannot be prepared without it, and because IRCC, CBSA, or the IRB require it.
Technical information: Our host records standard server and security logs, including IP address, browser and device type, the pages requested, and the time of the request. The contact form is protected by a bot check that inspects the request in the same way. This information is used to keep the site available and to keep abusive traffic off it, not to build a profile of you.

Please do not send us passwords or IRCC secure-account credentials. We never need them to open or run a file, and any message containing them will be deleted.

Why we collect it

We use personal information only for the purposes it was given for:

to answer your enquiry and arrange a consultation;
to assess your eligibility and give you advice on your options;
to prepare, submit, and follow up on applications, submissions, appeals, and hearings;
to communicate with IRCC, CBSA, the IRB, provincial programs, and other authorities on your instructions;
to issue retainer agreements, invoices, and receipts, and to keep the accounting records we are required to keep;
to meet our professional, regulatory, and legal obligations, including responding to the College; and
to keep this website secure and working.

If we ever need to use information for a purpose outside this list, we will ask you first.

Who else sees it

We do not sell, rent, or trade personal information, and we do not disclose it for marketing. Information leaves the firm only in these situations:

to IRCC, CBSA, the IRB, provincial nominee programs, visa offices, or other decision-makers, as part of the matter you retained us for;
to service providers who work on the file at our direction — translators, interpreters, couriers, medical or language testing bodies, and, where a matter needs it, a lawyer — each of whom is bound to protect it;
to our technology providers, who host the site and carry our email, and who process information on our instructions only;
to the College of Immigration and Citizenship Consultants, where it exercises its regulatory powers over a licensee; and
where a court order, subpoena, or law requires disclosure.

Within the firm, access is limited to the people who need the file to do the work.

Where it is stored

This website and its contact form run on Cloudflare's network, and form submissions are delivered to the firm's own inbox by email. Records are held on the firm's systems in Canada.

Some of our providers operate globally, so information may be processed or stored outside Canada, including in the United States. Where that happens, the information is subject to the laws of that country and may be accessible to its courts and authorities. We use providers who commit contractually to protecting it to a comparable standard. If you would rather not send case details electronically, call us and we will arrange another way to receive them.

How long we keep it

Client files are retained for at least the minimum period required of licensees by the College of Immigration and Citizenship Consultants and by applicable tax and limitation legislation, and longer where a matter may realistically be reopened, appealed, or reconsidered. After that, files are securely destroyed.

Enquiries that do not become files are kept only as long as they are useful for following up, and are then deleted. Server and security logs are kept for a short period on a rolling basis.

How it is protected

The site is served over an encrypted (HTTPS) connection, and the contact form is protected by a bot check before anything reaches us. Access to files is limited, devices and accounts are password-protected, and everyone at the firm is bound by the confidentiality duty in the College's Code of Professional Conduct.

No system is perfect. Ordinary email in particular is not a secure channel, and we would rather you called than emailed a passport scan into an unknown inbox. If a breach of security safeguards ever creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.

Seeing and correcting what we hold

You may ask what personal information we hold about you, what we have used it for, and to whom it has been disclosed, by writing to info@theninthhouseimmigration.com. We may ask you to confirm your identity, and we will respond within the timelines set by privacy legislation.

If something we hold is wrong or out of date, tell us and we will correct it. Access can be limited in narrow cases — for example where a record contains another person's information or is subject to legal privilege — and if we refuse, we will tell you why and what you can do about it.

Children and dependants

This website is not directed at children, and we do not knowingly collect information from them through it. Where a matter involves a minor — a dependent child on an application, or a minor claimant — their information is provided by a parent, guardian, or designated representative and is treated with the same protections as any other client information.

Cookies and site storage

This site uses no advertising or analytics tracking. The small amount of browser storage it does use — and the security cookies set by our bot check — are described in the Cookie Policy.

If you think we got it wrong

Raise it with our Privacy Officer first, at info@theninthhouseimmigration.com or +1 (778) 919-0026. We will acknowledge your concern, investigate, and tell you what we found.

If you are not satisfied, you may take a privacy complaint to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, for matters within provincial jurisdiction, to the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca). Concerns about our professional conduct are a separate route, set out on the Client Rights & Complaints page.

Changes to this policy

We update this policy when our practices or the law change. The effective date at the top of the page always tells you which version you are reading. Material changes will be posted here before they take effect.

This document was last updated on 10 August 2026. Questions about it go to info@theninthhouseimmigration.com or +1 (778) 919-0026.

Also on file

The Rest of the Paperwork.

Call +1 (778) 919-0026