Privacy Policies, Notices and Statements
The The Move to Canada Team Inc. (referred to herein as “MTC”) and our related affiliates and subsidiaries want to ensure that our clients, their employees, and any affected data subjects ("you") are informed about the security and use of the personal information that we receive and process on your behalf. We are committed to continual improvement of our privacy program, standards and compliance, both locally and globally. Accordingly, this Privacy Notice (“Privacy Notice”) is intended to inform you about MTC’s privacy practices. It describes the types of personal information we collect, how we may use that information, with whom it may be shared and the measures taken to ensure its security.
Personal Information We Collect and How We Use It
Personal Information We Collect About You
MTC collects certain personal information about you and, if required, your family members and employer for the purposes of providing immigration consulting and legal services. We will not be able to provide the services requested if we are not provided with all relevant personal information. Below are set forth the purposes for which personal information is used and examples of the types of information that may be required. If, through the course of our representation, you and/or your employer request additional services, such as visa extensions, permanent residency applications and changes in employment, we may be required to collect additional types of personal information to provide the requested services.
For purposes of providing client services, including the applicable legal services, and/or immigration consulting services you and/or your employer request, MTC collects and processes personal information such as name, address, telephone number, date of birth, marital status, passport number, employment history, educational background, tax status, employee number, job title and function, and expatriate status. Where required for the service, MTC collects certain personal documents such as passport copies, educational documents, CVs, visa copies, birth certificates, and other documents.
We obtain the personal information from a number of sources, such as through our online portals, our mobile website or applications, online questionnaires and forms you complete, and other information you provide directly to us, including by email or in conversation with our lawyers, consultants and staff. In addition, we obtain personal information from third- party sources, such as former employers, educational institutions you attended, relocation companies, and your current or prospective employer. We use this information to provide immigration consulting and legal services, including analyzing, completing and processing immigration, visa and related filings and submissions to relevant government agencies, providing legal and consultative advice as to eligibility to obtain immigration benefits, and assisting with relocation and other expatriate issues.
In many instances such as visa extensions, permanent residency, and other cases related to changes in employment, the services we provide require follow-up services. If such follow-up is required, the information we have collected previously is used to provide the additional related services for which we have been engaged.
We also use your personal information in other instances in connection with the services we provide. This use occurs only when there is a legitimate interest to do so that is not overridden by your data protection rights as required by law, such as assisting in the management and administration of our clients’ global mobility programs (such as visa expiration tracking, immigration program compliance, etc.), providing access to online case- management tools, where applicable, and analyzing immigration trends, such as visa processing times and government approval rates. Where we are engaged by your employer, we process your personal information because it is in our legitimate interests to do so in order to fulfil our contract with your employer for client services.
In addition to providing you or your employer with our services, we process personal information to comply with our legal and regulatory obligations including record-keeping requirements. For example, we process personal information under “know your customer”, anti-money laundering regulations, anti-bribery regulations and professional regulations.
If you request information about our services directly, you may choose to provide personal information such as your name, address, email address and telephone number. We use your information to respond to your request.
Other Uses of Information
Where it is in our legitimate interests and not outweighed by your data protection rights, we use personal information we collect and process for client and MTC administration, compliance audits, compliance with MTC policies and procedures, ensuring the security and integrity of our services and in ensuring that our IT systems function effectively.
In addition, we process your personal information with your consent, such as when we use your contact details to respond to a request or question by you, or where required by law.
Sensitive Personal Information
Governments worldwide require the collection and processing of a wide variety of personal information from foreign nationals seeking to enter the country and obtain immigration benefits such as employment authorization or residency status. Governments require this information for reasons such as the protection of borders, health, sovereignty, national security, and the regulation of the local employment market. Certain categories of personal information may be considered “sensitive” and are subject to a higher level of data protection. These categories may include race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life or sexual orientation, physical or mental health or condition, data relating to offenses and/or criminal convictions, and biometric data, such as fingerprints, when used to uniquely identify you.
In the context of the services we provide, MTC collects sensitive personal information when the submission of such data is necessary to comply with the legal obligations of the country in which you are seeking a visa or work permit. In addition, MTC may need to inquire about certain sensitive information in order to provide legal or consultative advice as to your eligibility to travel to or obtain an immigration benefit from a specific country. For instance, we may need to ask whether you have been previously convicted of any criminal offenses, have certain political affiliations, or other personal matters when the local applicable immigration laws would require such data for purposes of preparing an application or petition on your behalf or evaluating whether certain personal information would bar you from entering the country.
In the course of our client services, we may represent you and/or your employer in legal matters that require us to collect and use sensitive personal information relating to you. Where we process sensitive personal information in the course of these and other similar client services, we do so to assist you and/or your employer to establish, exercise or defend legal claims or to assist you and/or your employer in fulfilling the rights and obligations of applicable employment or social security laws.
Information We Collect By Automated Means
Log Files, Usage Data and IP Addresses
Log files are web server files (containing information such as domain name or IP address, URL, http response code, or the date and duration of your visit) that are automatically created when an Internet user visits a website. An IP address is an identifier that certain electronic devices use to identify and communicate with each other on the Internet. When you visit our website, our servers log your IP address. In combination with other data, this information helps us understand which features are of interest to our visitors and the regions of the world where these visitors are located. In addition, log files help detect disruptions that may interfere with the provision of our website.
Info We Share
How We Protect Personal Information
We seek to ensure that any personal information that we hold about you is accurate, complete, current and otherwise reliable based on data you or an employer provide in order to provide the immigration consulting and legal services. We seek to collect only that personal information that is adequate, relevant and not excessive for these purposes.
We maintain appropriate administrative, technical, organizational, and physical safeguards to protect against loss, misuse or unauthorized access, disclosure, alteration, or destruction of personal information.
We take steps to require that third parties who assist in our provision of services abide by all applicable privacy and data protection laws and prohibit them from using your information other than in connection with the services they have been engaged to provide.
We retain personal information for only as long as we need it to provide the services you or your employer has requested, for our own administration and internal purposes, and for any periods that are mandated by law or otherwise agreed to with our clients, after which, we take steps to delete or anonymize the information.
Information We Transfer
Transfers Required for the Services
When we transfer your information to other countries, we will use, share and safeguard that information as described in this Privacy Notice. We transfer personal information to third countries where it is necessary to provide you the service you (or your employer) requested. For example, the Government requires certain personal information in order to review applications, screen foreign nationals, issue visas and other work authorization documents, etc. We also provide your personal information to local advisors, translators and other service providers where it is necessary to provide the service you requested.
Transfers to other MTC offices
We share some of your personal information with other MTC offices to administer and manage group functions and provide international advisory services. For these purposes, your personal information will be processed in, or accessed from, MTC offices situated in jurisdictions that do not have equivalent data protection laws to those in your country of residence.
In addition, some of our global systems for providing services are hosted by our offices in the United States. We safeguard your data within the MTC group of companies through the use of European Commission-approved standard contractual data protection clauses.
Your Choices and Rights
As set out above, MTC may collect certain information about you in conjunction with providing immigration consulting and legal services. We will respect your decision if subsequently your employer informs us or, where you instruct us directly, you inform us that you wish to opt-out of personal information. If sensitive personal information is involved for the delivery of a new purpose we will only use your information if you actively communicate your consent to this processing to your employer or us, as applicable, when it is necessary to deliver requested service, or in accordance with the requirements of applicable laws. We will follow the identical procedure if we disclose personal information to third parties that are expected to process the personal information for their own independent purposes.
We also will assist our clients to provide you, or provide you directly, where appropriate, with access to your personal information and, as applicable, with the ability to review and correct inaccuracies, delete unnecessary personal information, and receive a copy of your personal information in a structured machine-readable format. We may, where applicable, use reasonable efforts to assist your employer in responding to a request to access, correct, delete or restrict processing of your personal information or, where required by law, to respond directly to such a request within a reasonable period of time. In the event that either you or your employer informs us in writing that you wish to opt-out of future processing of personal information we will respect your request.
To help protect your privacy and the security of your information, MTC takes reasonable steps to verify your identity before granting access to information. Where we rely solely on your consent, you may withdraw it at any time. You may also object to processing that is based on our legitimate interests alone. In such instances, our business interests must be found to be compelling and to not jeopardize your individual rights before further processing may continue. To exercise these rights, please contact your employer or MTC, as applicable. If you have unresolved concerns, where provided by local law, you may have the right to complain to a data protection authority where you reside, where you work or where you believe there has been an infringement of data protection laws.
Updates to Our Privacy Notice
This Privacy Notice may be updated periodically without prior notice to you to reflect changes in our information practices. We will post a notice on our applicable websites or materials to advise of any significant changes to our Privacy Notice and indicate in the notice when it was most recently updated. In certain countries, additional or different procedures not inconsistent with this Privacy Notice may apply as necessary to satisfy local legal requirements.
The The Move to Canada Team Team Inc.'s Data Privacy Officer
MTC Inc.'s Data Privacy Officer is Nicholas Zarlenga. He can be reached at email@example.com.
How to Contact Us
The controllers for your personal information are The The Move to Canada Team Team Inc. and the MTC team member providing the services to you. If you have any questions or comments about this Privacy Notice directed at any of the data controllers listed above, please contact our data protection officer by email at firstname.lastname@example.org.