Privacy Policy

Last updated: May 4, 2026

1. Introduction

Guidemark Immigration Consulting Inc. (“Guidemark,” “we,” “us,” or “our”) respects your privacy and is committed to protecting personal information collected through our website, forms, consultations, secure document upload portal, email communications, telephone communications, WhatsApp Business communications, online booking and payment tools, and immigration or citizenship consulting services.

Guidemark provides Canadian immigration and citizenship consulting services through Mahrukh Shah, MPH, BSc, RCIC-IRB (College ID R1033853), a licensee regulated by the College of Immigration and Citizenship Consultants (“CICC”).

This Privacy Policy explains how we collect, use, store, protect, disclose, retain, and provide access to personal information. It is intended to align with applicable Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”), and with professional confidentiality and client file management obligations applicable to CICC licensees.

Website: https://www.guidemarkimmigration.ca

General email: info@guidemarkimmigration.ca

Privacy contact: privacy@guidemarkimmigration.ca

Location: Mississauga, Ontario, Canada

2. Scope of this Privacy Policy

This Privacy Policy applies to personal information collected from website visitors, prospective clients, clients, family members, employers, business representatives, authorized designates, and individuals who communicate with Guidemark.

This Privacy Policy applies to information collected through:

The Guidemark website;
Contact forms, preliminary assessment forms, and business or employer inquiry forms;
Booking or consultation requests;
Secure document upload tools;
Email, telephone, SMS, voicemail, WhatsApp Business, video meeting, and other electronic communications;
Payment, scheduling, and client administration systems;
Immigration and citizenship consulting services.

Personal information means information about an identifiable individual. Business contact information may not be treated as personal information where it is used only to contact a person in their business capacity, as permitted by law.

3. Personal Information We Collect

We collect only the personal information reasonably required for the purposes identified in this Privacy Policy, for professional obligations, or as permitted or required by law.

A. Contact and identity information

Full name;
Email address;
Phone number;
Mailing address, country of residence, or current location;
Preferred method of contact;
Age range, where relevant;
Citizenship, nationality, immigration status, or location;
Identity documents, where required for a consultation or service.

B. Immigration and citizenship information

current and past immigration status;
UCI or previous application numbers, if provided;
status documents, permits, visas, PR cards, citizenship documents, refugee or IRB documents;
refusal letters, procedural fairness letters, hearing documents, removal-related documents, or government correspondence;
family composition, marital status, dependant information, sponsorship information, or relationship details;
education, language testing, employment, travel, criminal, medical, financial, or immigration history, where relevant to the matter;
documents or information needed for IRCC, IRB, CBSA, ESDC/Service Canada, provincial or territorial immigration authorities, or other applicable decision-makers.

C. Business and employer information

For business, employer, LMIA, LMIA-exempt, Employer Portal, compliance, or business immigration inquiries, we may collect:

contact person name and role;
business or organization name;
business address, website, and industry;
information about job offers, employment needs, wages, work location, compliance history, or foreign worker matters;
business, ownership, incorporation, financial, or operational information where required for a specific immigration service.

D. Payment and billing information

Where fees are payable, we may collect billing information, receipts, invoices, payment records, and transaction details. If online card payments are available, payment card information is processed by a third-party payment processor such as Stripe. Guidemark does not store full payment card numbers.

E. Website and technical information

When you visit https://www.guidemarkimmigration.ca, we may collect technical information such as:

IP address;
browser type;
device type;
pages visited;
date and time of access;
referring website;
cookie or analytics information, if enabled;
information needed for website security, fraud prevention, spam prevention, and site performance.

F. Communications and uploaded documents

We may collect information contained in emails, contact forms, assessment forms, messages, voicemail, SMS, WhatsApp Business messages, video meeting communications, attachments, and documents uploaded through the secure document upload portal.

Please do not send highly sensitive documents or detailed confidential information by ordinary email, SMS, voicemail, or WhatsApp unless Guidemark has requested that method or instructed you that it is appropriate. If documents are required, Guidemark may direct you to a secure submission method.

4. How We Collect Personal Information

We may collect personal information:

directly from you;

from a family member, employer, authorized designate, or representative when you have authorized them to communicate with us;
from government portals, departments, tribunals, or decision-makers involved in your matter;
from documents you provide;
from public sources, where relevant and lawful;
from third parties such as translators, interpreters, credential assessment bodies, language testing organizations, employers, schools, accountants, lawyers, or other authorized representatives, where you authorize or where legally permitted.

5. How We Use Personal Information

We use personal information for purposes reasonably connected to Guidemark’s immigration and citizenship consulting services, including to:

respond to inquiries and communicate with you;
conduct preliminary screening or assessment;
schedule consultations and send appointment-related communications;
conduct consultations by video, telephone, or another agreed communication method;
process consultation or service payments, issue invoices and receipts, and maintain payment records;
confirm identity and contact information;
determine whether Guidemark can assist with a matter;
conduct conflict, risk, or scope-of-practice checks;
prepare consultation agreements or service agreements;
provide immigration, citizenship, refugee, IRB, business, employer, or related consulting services;
prepare, review, submit, or manage applications, submissions, forms, evidence, correspondence, and case records;
communicate with IRCC, IRB, CBSA, ESDC/Service Canada, provincial or territorial immigration authorities, employers, schools, third-party service providers, or other relevant parties, as applicable;
manage deadlines, appointments, documents, client files, billing, receipts, and payments;
comply with professional obligations under the CICC Code of Professional Conduct and applicable regulations;
maintain client records and protect client property;
respond to complaints, audits, investigations, insurance matters, legal requirements, or regulatory requests;
improve website function, security, and user experience;
send service-related communications;
send marketing or informational communications only where permitted and with consent where required.

Guidemark does not sell or rent personal information.

6. Consent and Communication Preferences

We collect, use, and disclose personal information with your consent, except where collection, use, or disclosure is permitted or required by law.

Consent may be express, such as when you submit a form, sign an agreement, upload documents, book a consultation, make a payment, send a message, or authorize disclosure. Consent may also be implied where the purpose is clear and directly related to your inquiry or requested service.

If you communicate with Guidemark by WhatsApp Business, SMS, telephone, voicemail, email, Google Meet, or another platform, you consent to Guidemark using that method to respond to your inquiry or provide service-related communications, unless you ask us to use a different method.

You may withdraw consent or ask us to stop using a particular communication method by contacting privacy@guidemarkimmigration.ca. Withdrawal of consent is subject to legal, contractual, professional, regulatory, and record-keeping obligations. If you withdraw consent, Guidemark may be unable to continue responding to your inquiry or providing services.

7. Confidentiality and Professional Obligations

Guidemark handles client and prospective client information in accordance with applicable privacy laws and professional confidentiality obligations.

As a CICC licensee, Mahrukh Shah is required to protect confidential information obtained in the course of a professional relationship. Confidentiality obligations continue after a file is closed or services have ended.

Guidemark maintains client files and records in accordance with CICC professional and client file management obligations, including obligations to maintain accurate and up-to-date records, safeguard client property, and protect client confidentiality.

Guidemark discloses personal information only where reasonably necessary for the purposes identified in this Privacy Policy, where you authorize disclosure, or where permitted or required by law.

We may disclose personal information to:

IRCC, IRB, CBSA, ESDC/Service Canada, provincial or territorial immigration authorities, or other government bodies involved in your matter;
a court, tribunal, regulatory body, law enforcement authority, or government authority where required or authorized by law;
the College of Immigration and Citizenship Consultants, where required under the College’s authority, audit, investigation, complaint, or regulatory processes;
individuals assisting with your file, such as interpreters, translators, administrative assistants, co-counsel, lawyers, other authorized representatives, experts, couriers, or document service providers;
your authorized designate, spouse, family member, employer, school, accountant, lawyer, or other third party, where you authorize or where disclosure is necessary for the matter;
professional liability insurers, accountants, bookkeepers, payment processors, scheduling platforms, secure file storage providers, cloud service providers, email providers, website hosts, form providers, analytics providers, cybersecurity providers, and other service providers that support Guidemark’s operations;
collection services or legal counsel where reasonably necessary to collect unpaid accounts or defend legal or regulatory claims.

When disclosure is required, Guidemark limits disclosure to the information reasonably necessary for the specific purpose.

9. Third-Party Tools and Service Providers

Guidemark may use third-party tools and service providers to operate the website, communicate with individuals, schedule consultations, process payments, store records, and deliver services. These providers process information according to their own terms, policies, security practices, and legal obligations.

The following examples are included because they are relevant to Guidemark’s current or anticipated website and communication practices:

Google services: Guidemark may use Google Workspace and related Google tools for business email, calendar scheduling, Google Meet video consultations, document administration, and internal business communications.
Stripe: If online card payments are available, Guidemark may use Stripe or related payment tools to process payments, calculate applicable taxes where enabled, issue payment confirmations, support refunds or disputes, maintain transaction records, and assist with fraud prevention. Stripe may receive information such as your name, email address, billing details, payment method information, transaction amount, transaction date, tax information, refund or chargeback information, and related support details. Guidemark does not store full payment card numbers.
WhatsApp Business and cellular services: If you contact Guidemark by WhatsApp Business, telephone, SMS, or voicemail, we may use your phone number, profile or account information visible to us, message content you choose to send, call records, and related communication details to respond to your inquiry or provide service-related communications. WhatsApp, Meta, and your mobile carrier may process certain information according to their own terms and privacy policies, including account, device, usage, delivery, diagnostic, report, backup, or metadata information.
Website and form tools: Guidemark may use website hosting, form, secure upload, analytics, security, and anti-spam tools to operate the website and receive inquiries.
Administrative and professional service tools: Guidemark may use e-signature tools, client file systems, practice management tools, accounting or bookkeeping tools, and document management systems to administer client matters and maintain business records.

These providers may store or process personal information in Canada or in other jurisdictions. Information processed outside Canada may be subject to the laws of that jurisdiction, including lawful access by courts, law enforcement, or government authorities.

Guidemark takes reasonable steps to use reputable service providers and to limit disclosure to information reasonably necessary for the service being provided. However, Guidemark does not control the independent privacy practices of third-party platforms.

10. Cookies and Website Analytics

The Guidemark website may use cookies, log files, analytics, or similar technologies to improve website performance, understand visitor use, maintain security, and improve the user experience.

You may adjust your browser settings to disable cookies. Some website functions may not work properly if cookies are disabled.

11. Security Safeguards

Guidemark uses reasonable physical, administrative, and technical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, modification, or destruction.

Safeguards may include:

restricted access to client records;
password protection and multi-factor authentication where available;
secure document upload processes;
encrypted transmission or storage where available;
private, non-public document storage;
secure backups;
confidentiality obligations for persons assisting with services;
reasonable verification before disclosing information;
secure disposal or deletion practices.

No method of electronic communication, internet transmission, mobile communication, messaging application, or data storage is completely secure. Ordinary email, SMS, voicemail, and WhatsApp may not be appropriate for highly sensitive information or large document submissions. Use the secure document upload process when instructed.

12. Retention of Personal Information

Guidemark retains personal information only as long as reasonably necessary for the purposes for which it was collected, for professional and regulatory obligations, or as permitted or required by law.

Where a consultation agreement or service agreement has been signed, related client records are retained in accordance with CICC client file management obligations. Closed client files are retained in a secure and accessible location for at least six years after the file is closed.

Preliminary inquiries, contact forms, assessment forms, WhatsApp messages, emails, booking records, payment records, and related communications that do not result in a consultation agreement or service agreement are retained only as long as reasonably necessary for screening, follow-up, risk management, conflict checks, accounting, quality control, or compliance purposes, unless a longer period is required or permitted by law.

When personal information is no longer required, Guidemark will securely destroy, delete, anonymize, or de-identify it, subject to legal, professional, and regulatory obligations. Guidemark may retain a limited record of destroyed files where required.

13. Access to and Correction of Personal Information

You may request access to personal information Guidemark holds about you. You may also request correction of information that is inaccurate, incomplete, or out of date.

Requests must be made in writing to:

Privacy Contact

Guidemark Immigration Consulting Inc.

Email: privacy@guidemarkimmigration.ca

Guidemark may require information to confirm your identity before responding. We will respond within the time required by applicable privacy law, generally within 30 calendar days after receiving a complete written request, unless an extension or exception applies.

Guidemark may refuse or limit access where permitted or required by law, including where disclosure would reveal another person’s personal information, breach confidentiality obligations, interfere with legal or regulatory processes, or disclose information that cannot lawfully be provided.

14. Accuracy of Information

You are responsible for providing accurate, complete, and current information. Immigration and citizenship matters may be negatively affected by inaccurate, incomplete, misleading, or outdated information.

Please notify Guidemark promptly if your contact information, immigration status, deadline, family circumstances, employment, or other relevant information changes.

15. Information About Children, Dependants, and Other Persons

Immigration and citizenship matters may involve minors, dependants, spouses, partners, relatives, employees, or other persons.

If you submit information about another person, you confirm that you have authority to provide that information or that the disclosure is otherwise lawful. Guidemark may request additional authorization before using or disclosing information about another person.

16. Privacy Incidents

If Guidemark becomes aware of a privacy incident involving personal information under its control, we will take reasonable steps to contain, investigate, and respond to the incident in accordance with applicable law and professional obligations.

17. External Websites

The Guidemark website may link to external websites, including government websites, regulatory bodies, public registers, language testing organizations, credential assessment bodies, payment processors, messaging platforms, and other resources.

Guidemark does not control external websites and is not responsible for their privacy practices, content, accuracy, security, or updates. You should review the privacy policy of any external website or third-party platform you use.

18. Changes to this Privacy Policy

Guidemark may update this Privacy Policy from time to time. The updated version will be posted on guidemarkimmigration.ca with the revised “Last updated” date.

Your continued use of the website or services after changes are posted means you accept the updated Privacy Policy, subject to any additional consent required by law.