Privacy Policy

1. Introduction

Welcome to SolsticeSoft (“we,” “us,” or “our”). We operate a platform that connects immigration lawyers with clients seeking immigration services to Canada. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website at solsticesoft.ca and our immiPlus lawyer platform.

We are committed to protecting your privacy and complying with applicable privacy laws, including:

• Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA)
• General Data Protection Regulation (GDPR) for European visitors
• California Consumer Privacy Act (CCPA) for California residents

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when using our services:

• Account Information (for Lawyers): Name, email address, password, professional credentials, business information
• Client Application Data: Personal details, contact information, immigration goals, education history, language proficiency, work experience, family information, financial information, and other data submitted through our immigration assessment forms
• Payment Information: Billing details processed securely through Stripe (we do not store complete credit card information)
• Communications: Messages, inquiries, and support requests sent to us

2.2 Automatically Collected Information

When you visit our website, we automatically collect:

• Usage Data: Pages visited, time spent, clicks, and navigation patterns
• Device Information: IP address, browser type, operating system, device type
• Cookies and Similar Technologies: See Section 8 for details

2.3 Information from Third Parties

We may receive information from:

• Stripe: Payment processing and transaction data
• Analytics Providers: Website usage statistics

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Provision

• Connecting clients with immigration lawyers through our platform
• Processing and managing client immigration assessment submissions
• Managing lawyer accounts and subscriptions
• Providing AI-powered analysis of immigration applications (using OpenAI)
• Facilitating communication between lawyers and clients

3.2 Business Operations

• Processing payments and managing billing
• Sending transactional emails and notifications
• Providing customer support
• Detecting and preventing fraud or abuse
• Analyzing and improving our services

3.3 Legal and Compliance

• Complying with legal obligations and regulations
• Enforcing our Terms of Service
• Protecting our rights and those of our users
• Responding to legal requests and preventing harm

3.4 Marketing (with Consent)

• Sending promotional emails about new features or services (you can opt out anytime)
• Conducting surveys and research

4. Data Sharing and Third Parties

We share your information only in the following circumstances:

4.1 Service Providers

We work with trusted third-party service providers who help us operate our platform:

All service providers are contractually obligated to protect your data and use it only for specified purposes.

4.2 Immigration Lawyers

When you submit a client application through a lawyer’s referral link, that lawyer receives access to your submission data to provide immigration services.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights and safety.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

We do not sell your personal information to third parties.

5. Data Security

We implement industry-standard security measures to protect your personal information:

• Encryption: Data transmitted to and from our website is encrypted using SSL/TLS
• Secure Storage: Data is stored on secure servers with access controls
• Access Controls: Limited employee access on a need-to-know basis
• Data Isolation: Lawyers can only access their own clients’ submissions
• Regular Security Audits: We regularly review and update our security practices
• Payment Security: Payment card data is processed by PCI-DSS compliant Stripe

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Client Submissions: Retained for 5 years from the date of submission, or as required by law
• Lawyer Account Data: Retained while the account is active, plus 5 years after account closure
• Payment Records: Retained as required by Stripe and applicable financial regulations (typically 7 years)
• Usage Logs: Retained for up to 2 years for security and analytics purposes
• Marketing Communications: Until you unsubscribe or request deletion

After the retention period, we securely delete or anonymize your information.

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

7.1 General Rights (All Users)

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Opt-Out: Unsubscribe from marketing communications at any time
• Data Portability: Receive your data in a structured, machine-readable format

7.2 GDPR Rights (EU Residents)

• Right to object to processing
• Right to restrict processing
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

7.3 CCPA Rights (California Residents)

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of sale (we do not sell your data)
• Right to deletion
• Right to non-discrimination for exercising your rights

7.4 Exercising Your Rights

To exercise any of these rights, please contact us at Hello@immiguide.info. We will respond to your request within 30 days (or as required by applicable law).

We may need to verify your identity before processing certain requests. Lawyers can access and manage their account data through the immiPlus dashboard.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website.

8.1 What Are Cookies?

Cookies are small text files stored on your device that help us remember your preferences and improve functionality.

8.2 Types of Cookies We Use

8.3 Managing Cookies

You can control cookies through your browser settings. However, disabling cookies may affect website functionality. Most browsers allow you to:

• View and delete cookies
• Block third-party cookies
• Block all cookies
• Delete cookies when you close your browser

Learn more about cookies at: allaboutcookies.org

9. International Data Transfers

SolsticeSoft is based in Canada. If you access our services from outside Canada, your information may be transferred to, stored, and processed in Canada or other countries where our service providers operate.

We ensure that international data transfers comply with applicable data protection laws through:

• Standard Contractual Clauses (SCCs) with service providers
• Adequacy decisions (Canada has adequacy status with the EU under GDPR)
• Other appropriate safeguards as required by law

By using our services, you consent to the transfer of your information to Canada and other countries.

10. Children’s Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

Immigration applications submitted on behalf of children must be submitted by a parent, legal guardian, or authorized representative. If we discover that we have inadvertently collected information from a child under 18, we will delete it promptly.

If you believe we have collected information from a child, please contact us immediately at Hello@immiguide.info.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make changes:

• We will update the “Last Updated” date at the top of this policy
• For material changes, we will notify you by email or through a prominent notice on our website
• Your continued use of our services after changes take effect constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

We will respond to your inquiry as soon as possible, typically within 30 days.