Privacy Policy

Leaf Viza ("Leaf Viza", "we", "our", or "us") is committed to protecting the privacy of regulated Canadian immigration consultants, lawyers, and their clients. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use the Leaf Viza website, client portal, and related services (collectively, the "Services").

We comply with applicable privacy legislation including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), provincial privacy laws, and, where relevant, the EU General Data Protection Regulation (GDPR). By using our Services, you agree to the practices described in this policy.

Information you provide

• Create an account or complete a profile — name, job title, firm name, professional licence details, contact information (email, phone, address) and documents you upload (e.g., immigration forms, retainers, supporting files).
• Add contacts or invite clients — client or third-party names, email addresses, and any data or files uploaded for those contacts.
• Communicate with us — messages, meeting notes, scheduled events, survey responses, or other correspondence.
• Make payments — billing address and limited payment details, processed securely by our third-party payment processor (e.g., Stripe). Leaf Viza never stores full credit card numbers or CVV codes.

Information collected automatically

• Device and usage information — IP address, browser type, device type, operating system, referring pages, time spent on pages, and other diagnostic data.
• Cookies and similar technologies — cookies, pixels, and web beacons that remember your login state, preferences, and session security, and help us analyse site usage. You can manage non-essential cookies via your browser settings, though disabling them may affect functionality.

Client data

Our platform allows you to store sensitive client information (e.g., personal identifiers, immigration documents). By uploading such data, you confirm that you have obtained all necessary consents and that you will comply with your professional and legal obligations.

We use personal information to:

1. Provide and maintain the Services — authenticate users, populate immigration forms, enable document sharing, and facilitate collaboration.
2. Process transactions — receive payments, issue invoices, and provide receipts.
3. Communicate with you — send transactional emails, security alerts, and notices of changes to our terms or policies.
4. Deliver customer support — respond to enquiries, resolve issues, and gather feedback.
5. Improve and personalise the Services — analyse usage patterns, develop new features, and tailor content.
6. Send marketing communications (with your consent) — newsletters, product updates, and promotional offers. You may opt out at any time.

We never use client data to make automated legal or eligibility decisions, nor do we provide legal advice.

We employ industry-standard administrative, technical, and physical safeguards to protect your data, including:

• Encryption — TLS for data in transit; AES-256 or equivalent for data at rest on Canadian servers.
• Password protection — passwords hashed with a strong algorithm; optional two-factor authentication.
• Access controls — role-based permissions and audit logs.
• Monitoring — 24/7 server monitoring, intrusion detection, and regular vulnerability assessments.

Despite these measures, no system is completely secure. We will notify you without undue delay of any data breach that poses a real risk of significant harm.

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as required by law or as necessary to provide our Services (for example, to payment processors, cloud hosting providers, and email delivery vendors operating under strict confidentiality and data-protection obligations).

We retain personal information only as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, it is securely deleted or anonymised.

Depending on your jurisdiction, you may have the right to access, correct, delete, or port your personal information, withdraw consent, or object to certain processing. To exercise these rights, contact us at privacy@leafviza.com.

Essential cookies enable core functionality such as authentication and session management. Analytical cookies help us understand how users interact with our Services so we can improve performance and user experience. You can adjust cookie settings in your browser; however, disabling essential cookies may limit functionality.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated via email or in-app notification. Your continued use of the Services after any update constitutes acceptance of the revised Policy.

If you have any questions or concerns about our Privacy Policy or the handling of your personal information, please contact us at privacy@leafviza.com or visit our Contact page.