Canada’s immigration department often requires applicants to provide comprehensive information to facilitate their application processing. However, many newcomers struggle to grasp how IRCC collects and utilizes their information. Understanding IRCC’s Use of PR & Student Applicant Information is crucial for navigating the immigration process effectively.

According to IRCC resources, Canada’s immigration department outlines the collection, use, retention, and disposal of newcomers’ information through two primary service categories:

  • International student (study permit) applications
  • Economic permanent residence (PR) applications

Common applications of newcomer information

IRCC primarily utilizes the information provided by newcomers for two main purposes: immediate application decision-making and comprehensive analysis aimed at enhancing its broader programs and policies.

Ways Newcomer Information is Used

  • Program Eligibility: The information helps assess whether an individual qualifies for specific immigration or settlement programs tailored to their circumstances.
  • Admissibility: It is used to determine if a candidate meets Canada’s legal, health, and security standards required for entry or residency in the country.
  • Application Decisions: The gathered information plays a crucial role in making decisions regarding immigration applications, including those for visas, permanent residence, or citizenship.

Ways Newcomer Information is Analyzed

  • Policy Development: By analyzing newcomer data, IRCC identifies trends and challenges that inform the creation of policies aligned with Canada’s immigration objectives.
  • Program Delivery: The analysis evaluates the performance of existing programs, aiming to enhance their effectiveness and ensure they are accessible to newcomers.
  • Client Satisfaction: Insights gathered from newcomers are used to understand their experiences, allowing IRCC to improve service delivery and support.
  • Building Public Trust: IRCC is committed to ensuring transparency, accountability, and fairness in its immigration processes, which helps maintain public confidence in the system.

Applications for Economic Permanent Residence 

Economic PR applicants consist of skilled individuals identified by IRCC to support Canada’s economy via various permanent residence immigration pathways.

Who is classified as an economic PR applicant?

Economic PR applicants are included in multiple programs, such as:

  • Federal Programs: Federal Skilled Workers Program (FSWP), Federal Skilled Trades Program (FSTP), and Canadian Experience Class (CEC)
  • Provincial Programs: Economic immigrant streams within the Provincial Nominee Program (PNP)
  • Quebec Programs: Quebec Skilled Workers Program (QSWP) and classes for business immigrants in Quebec
  • Business and Start-up Programs: Categories for Self-Employed Persons, Start-up Visa, and prior investor programs
  • Special Programs: Pilot (or former pilot) initiatives, including those in the Atlantic Immigration Program (AIP) and Rural and Northern Immigration Pilot (RNIP)

What information is gathered from these applicants?

The personal details gathered from applicants can vary depending on the program and the individual’s responses throughout the application process.

The information collected from applicants is categorized into several key areas:

Personal Details

  • Name
  • Date of birth
  • Place of birth
  • Contact information
  • Marital status

Biographical Information

  • Educational background
  • Employment history
  • Family details
  • Citizenship
  • Residency history

Official Documentation

  • Passport or travel document numbers
  • Criminal record checks
  • Records of military or police service

Medical and Biometric Data

  • Health records
  • Biometric information (fingerprints and photographs)
  • Immigration History
  • Records of previous entries and exits
  • Removal orders
  • Past immigration applications to Canada

Employment-Related Information

  • Job offers
  • Intended occupations
  • Labor Market Impact Assessments (LMIAs)

In what ways is the information utilized?

For certain economic permanent residency applications, Immigration, Refugees and Citizenship Canada (IRCC) collects and shares information with various third parties in Canada to assist with application processing and support related activities of other organizations. Examples of these third parties include:

  • Employment and Social Development Canada (ESDC) for verifying job offers and ensuring compliance with the Labor Market Impact Assessment (LMIA)
  • The Royal Canadian Mounted Police (RCMP)
  • Global Affairs Canada (GAC) and Health Canada as required for immigration-related processes
  • The Canada Border Services Agency (CBSA)
  • Provincial and territorial immigration authorities to assist with Provincial Nominee Program (PNP) streams

Additionally, de-identified and aggregate data of immigration applicants may be provided to research institutions, private sector companies, and other government bodies for purposes including statistical analysis, program assessment, and policy formulation.

How is the information stored and disposed of?

The retention time for applicants’ information differs based on the application status and its outcome:

  • Express Entry Profiles: Retained for a period of up to five years following the last administrative action.
  • Approved Permanent Residency Applications: Kept for as long as 65 years after the last administrative action.
  • Admissibility Concerns (including issues related to criminality, security, or medical disqualification): Held for five years post the last administrative action.
  • Biometric Information (fingerprints and photographs): Preserved for a minimum of 15 years unless the individual becomes a permanent resident or submits a refugee claim, in which case it is kept until their 100th birthday.

If a deportation or exclusion order is enacted, or if the individual is deemed inadmissible under sections 34-37 of the IRPA, their biometric data will also be retained for this longer duration.

When a person becomes a Canadian citizen, their biometric data is eliminated within two weeks after they take the Oath of Citizenship. Under this condition, any data that falls under retention requirements is securely disposed of according to IRCC’s privacy protocols.

Applications for International Students

International students are individuals from other countries seeking to come to Canada on a study permit to pursue their education. They aim to enhance their academic qualifications and gain experience by studying at Canadian educational institutions.

What details are gathered from these applicants?

The personal data obtained from applicants varies according to their specific responses throughout the application process. This information includes, though is not restricted to:

  • Personal Details: Name, date of birth, place of birth, contact info, sex, marital and family status
  • Biographical Information: Education history, work history, citizenship status, last permanent residence
  • Official Documentation: Passport/travel document numbers, criminal history, military/police service records
  • Medical and Biometric Data: Health records, biometric data (fingerprints, photographs)
  • Immigration History: Records of previous entries/exits to/from Canada, removal activity, current status in Canada
  • Financial Information: Availability of funds and related financial details
  • Study-Related Information: Intended study program, educational institution, program terms and conditions
  • Accompanying Family Members: Information on accompanying family members and custodians (for minors)
  • Third-Party Information: Name and address of bond depositor and custodian, bond details, educational institution info
  • Other Information: Supporting documents for the application, signature or electronic signature

How is this information utilized?

IRCC utilizes information from international student applicants in various ways, including data about family members listed in the application.

Beyond the general purposes related to application decisions, inadmissibility criteria, and quality control, IRCC employs this information for:

  • Fraud Detection and Immigration Compliance: The data helps identify, prevent, and mitigate immigration offenses.
  • Research, Policy Development, and Auditing: Aggregated or de-identified information aids in policy evaluation, audits, program assessments, and statistical analysis.
  • Development and Training of Computer Analytics: Analytical tools may improve application processing and compliance monitoring by evaluating risks and generating reports for decision-making.

Moreover, IRCC shares certain information with relevant government bodies to ensure adherence to immigration laws and facilitate related processes, including:

  • CBSA: For conducting security screenings and identifying serious inadmissibility cases.
  • CSIS and RCMP: For performing security evaluations and taking enforcement actions.
  • ESDC: To confirm eligibility for work and study programs.
  • GAC, Health Canada, and Veterans Affairs Canada (VAC): For handling specific immigration-related issues.
    Immigration and Refugee Board (IRB): To support hearings and immigration appeals.
  • Department of Justice Canada: For legal proceedings concerning immigration matters, as mandated by law.

The department also provides information about these applicants to several relevant third parties, including:

  • Designated Learning Institutions (DLIs): Information may be shared to verify adherence to study permit conditions.
    Elections Canada: Personal details such as name, date of birth, and address may be disclosed to maintain the National Register of Electors.
  • Provincial, Territorial, and/or Municipal Governments: Information may be shared through agreements related to program delivery and immigration services.
  • Foreign Governments and Authorities: Certain data may be exchanged under various international agreements to assist lawful investigations or enforce immigration laws.
  • Private Sector and Research Organizations: Aggregate, non-identifiable data might be shared with Statistics Canada, academic institutions, and other entities for purposes of research, evaluation, and program planning.

How is information stored and eventually disposed of?  

The retention of applicants’ personal data depends on the outcome of their application and compliance with relevant requirements. If an application is approved, data is kept for 2 to 5 years after the last administrative action. In cases where applications are denied based on IRPA sections 34 to 41—covering issues like security, criminality, medical or financial concerns, misrepresentation, or non-compliance—data is held for 5 years. Once the required retention period expires, all related data is securely destroyed.

Biometric data, such as fingerprints and photographs, is stored for at least 15 years from the most recent collection date, unless a longer retention period applies. In certain cases, biometric data may be retained until the applicant’s 100th birthday.

This extended retention applies if the individual becomes a permanent resident, makes a refugee protection claim, is inadmissible under IRPA sections 34 to 37 (for reasons like security or criminality). It has an exclusion or deportation order that remains unenforced, or is barred from re-entry under an exclusion or deportation order without receiving Authorization to Return to Canada. When an individual no longer meets any of these conditions, their biometric data will be retained for either 15 years from the last collection date or 5 years beyond the date they stopped meeting these conditions, whichever is longer.

If an individual becomes a Canadian citizen, their biometric information is promptly deleted within two weeks after IRCC receives their signed Oath of Citizenship.

How can I request the latest information regarding my application status?

Newcomers can obtain updates on their immigration applications by requesting Global Case Management System (GCMS) notes through the Access to Information Act (ATI). These notes, from IRCC’s internal system, provide detailed insights into the status of an application, reflecting data the agency has collected.

What GCMS Notes Include:

Application Details: Information on when the application was received, opened, its current status, any status changes, and the officer assigned to the case.

Data Collection: All relevant data submitted by the applicant or collected by IRCC.

Third-Party Submissions: Notes on any information submitted by representatives for the applicant.

Applicants whose cases have completed the R10 check (which confirms all required documents are present) can access GCMS notes. However, passing this check does not imply an assessment of the application.

Who Can Request GCMS Notes?

Canadian citizens and permanent residents.

People currently residing in Canada.

Applicants outside Canada must appoint a Canadian representative to file the request. The representative will need to submit a signed consent form.

How to Request GCMS Notes: Submit an Access to Information and Privacy (ATIP) request online or by mail, including the application number and, ideally, the UCI for faster processing. The cost is $5 CAD, payable online.

Response Time: IRCC aims to respond within 30 days, though extensions may apply if the request involves numerous files or if workloads are high. In such cases, IRCC will notify the applicant of any delays.