1. Who is responsible
Your consulting firm (the organization with a Dossierly workspace) decides why and how client personal information is processed for its immigration services. That firm is the organization responsible for the client file. Les Solutions Yuzu Inc. operates the software and processes client and booking-guest information on the firm’s instructions as a service provider. Les Solutions Yuzu Inc. is responsible for staff-account information it uses to run the service (name, email, authentication identifiers, and similar operational data). If you book an appointment or complete a form through a firm’s link, you are giving information to that firm. Les Solutions Yuzu Inc. hosts and processes it so the firm can use the software. Questions about immigration advice, retainers, fees, or how the firm uses your file should go to the firm — not to Les Solutions Yuzu Inc. as your representative.
2. Privacy officer
The person in charge of the protection of personal information at Les Solutions Yuzu Inc. is Adrien Yvin, Privacy Officer, privacy@dossierly.ca. That mailbox is the published Law 25 contact and is monitored for privacy requests. You may write to the same address for PIPEDA inquiries about the platform. Head office (domicile on the Québec enterprise register): Unit 508, 80 rue Prince, Montréal, Québec H3C 2M8. Québec enterprise number (NEQ): 1182303132. If you are a client of a consulting firm, contact that firm first about your immigration file.
3. Purposes
We process personal information to: • Provide the CRM, questionnaires, form preparation, document intake, client portal, calendar, and public booking features • Authenticate staff and, where a firm enables it, client portal access • Provide secure messaging between a firm and its clients inside the client portal, and send email notices that a new message is waiting (the notice never contains the message) • Let a firm send contracts for electronic signature and keep evidence of each signature • Send transactional email the product is configured to send: appointment confirmations, change/cancel links, reminders the firm configures, portal invitations, signature requests, and password-reset messages — and track whether each email was delivered, so we stop sending to addresses that bounce or report spam • Send optional trial and subscription notices to firm staff, with an unsubscribe link • Sync busy times and bookings with a consultant’s Google Calendar or Outlook calendar when that consultant connects it, and create a Google Meet, Microsoft Teams, or Zoom join link when that meeting tool is selected • Maintain security, prevent booking abuse and password guessing, keep audit records, and operate the service • Collect consultation fees through Square or Stripe when the firm connects a payment processor, and post matching tax invoices to Sage when the firm connects Sage Accounting • When the firm enables the finance module: invoices, payroll amounts, bank imports, and partner (customer/provider) records • Bill the firm for the software through Stripe when a paid plan applies • Meet legal obligations that apply to Les Solutions Yuzu Inc. as a service provider and as an enterprise We do not sell personal information. We do not use client file contents for advertising or to train artificial-intelligence models, and we do not send them to third-party OCR or AI services. We do not send marketing commercial electronic messages to clients or booking guests. Trial and product emails to firm staff include a way to unsubscribe, as Canada’s Anti-Spam Legislation (CASL) requires for those messages. We do not use personal information for new purposes without notice and, where the law requires, a new consent.
4. What we collect
Depending on how the product is used, this may include: Staff and firm: name, email, role (owner, admin, member, or accounting), representative profile fields used on IMM 5476, authentication identifiers, the firm’s default language, and — if a staff member uses Google or Microsoft to sign in, or a consultant connects Google Calendar, Outlook, Google Meet, Teams, or Zoom — that connected account’s email. Clients and booking guests: first name, last name, email, phone, address (when asked at booking), preferred language, immigration-status fields a firm records, questionnaire answers, extra questions a firm adds to a booking form, uploaded supporting documents (for example a passport), consultation notes, and generated form files. Immigration files often include sensitive information and may include information about family members, including minors. When a firm records them for IRCC forms or the file, the person record may also include a Social Insurance Number (SIN) and a passport number. Those two fields are encrypted at the application layer with the firm’s key. Secure messages (when secure messaging is available in the firm’s client portal): message text, attachments and their file names, who sent each message and when, which clients can see each conversation, whether a message was redacted and by whom, and read status. Messages are stored in the portal, not in email. Contracts and electronic signatures (when a firm sends a contract for signature): the contract document, each signer’s name and email, the typed name or drawn signature image, when the signer consented to sign electronically and which consent text they saw, the signer’s IP address and browser user-agent, and a SHA-256 fingerprint of the signed document so later changes can be detected. Typed names and signature images are encrypted with the firm’s key. Bookings: appointment time, service, consultant, when privacy notice was accepted, meeting join links when created, Zoom or Teams meeting identifiers, and hashed email and IP used only to rate-limit the public booking page. Calendar and meetings (only if a consultant connects them): encrypted OAuth tokens; the connected account email; busy intervals and event titles from Google Calendar or Outlook; and meeting join URLs. New bookings are written to the connected calendar with the guest’s name, email, and phone in the event details. If Zoom is the meeting tool, we create a Zoom meeting on that consultant’s Zoom account with the appointment title and time, then store the meeting id and join URL. We do not send the guest’s email to Zoom as a registrant, do not access Zoom cloud recordings, chat, or phone, and do not use Zoom data for advertising. Payments (only if the firm connects Square or Stripe): checkout identifiers, amount, status, and the guest or client contact details needed to create the charge. Finance (only if the firm enables that module): partner names and billing details, invoice and payment records, payroll amounts and related tax-claim figures the firm records, and bank-import data. The finance employee record does not store a SIN. Accounting (only if the firm connects Sage): client name, email, billing address, and invoice amounts posted to the firm’s Sage business. Email delivery: for each email we send, the type of message, when it was sent, and whether it was delivered, delayed, bounced, or reported as spam. The recipient address is stored only as a keyed hash. If an address bounces or reports spam, its hash is added to a suppression list so we stop emailing it. Technical: security audit events (including IP address and browser user-agent for some actions), counts of failed sign-in and password-reset attempts by IP address, hashed IP and email for booking abuse control (about 14 days), and — only if you opt in — product usage and performance metrics. Firms should collect only what they need for the engagement. Extra booking questions are stored with the appointment. We do not operate a biometric identification system. We do not receive, ingest, or file inbound client email in the product, and replies to our emails are not received. Case correspondence between a client and the firm takes place in secure portal messaging.
5. Consent and notice
Firms are responsible for obtaining valid consent from clients where required — including express consent for sensitive information and, in Québec, parental or guardian authorization before collecting information about a child under 14 — and for explaining their own retainers and privacy practices. Staff must accept this Privacy Policy and the Terms and Conditions when they create a Dossierly account. The client portal requires both checkboxes when the client first creates a password or first signs in with Google or Microsoft. Public booking requires both checkboxes before a booking can be submitted. Checking those boxes is consent to the processing described here for that account, file, or appointment, subject to the firm’s instructions and applicable law. Those checkboxes are not pre-checked. Calendar, meeting, payment, and accounting tools are off until a staff member or the firm connects them. Connecting them is an instruction to communicate related details to that provider. Optional product analytics are off until you accept them in the cookie banner. You may refuse by not creating an account, not using the link, or not booking. You may ask the firm to withdraw consent or delete information, subject to professional retention rules. Some processing (security logs and legal retention) may continue where the law allows.
6. Governance
Les Solutions Yuzu Inc. maintains policies on collection, use, access, retention, destruction, confidentiality incidents, and vendors. A plain-language summary and related templates can be downloaded from this page and from Settings → Security in a firm workspace. Consulting firms remain responsible for their own governance toward their clients, including a privacy impact assessment when Québec Law 25 requires one.
7. Safeguards
We apply safeguards proportionate to the sensitivity of immigration files, including: • Encryption in transit (TLS) • Infrastructure encryption at rest for the database, authentication, and file storage • Application-level AES-256-GCM for uploaded client documents and for many client fields (names, emails, phones, notes, questionnaire answers, SIN and passport number, booking guest details, secure-message text and attachment file names, e-signature names and images, and similar), using a separate encryption key per firm • Some operational fields are stored without that application-level encryption (for example preferred language, immigration-status labels, appointment times, and security audit metadata) • Access controls scoped to each firm: owners, admins, and members work client files; accounting users see finance but not immigration files; only owners and admins administer settings, retention, and the audit log • Database service-role privileges restricted to server-only paths • Public booking, signing, and portal links identified by unguessable tokens stored only as hashes; booking rate limits use hashed email and IP • Staff passwords handled by Supabase Auth; client portal passwords stored in a private schema and verified only on the server; a password policy and per-IP limits on failed sign-in and password-reset attempts; optional Google or Microsoft sign-in for the client portal is verified on the server and does not create a staff account • Secure messages are visible only to firm staff and to the clients the firm adds to that conversation. A file’s main conversation is visible only to the principal applicant until staff add a co-applicant. A client removed from a file immediately loses access to its conversations. Sent messages cannot be edited; staff can redact a message, and each redaction is recorded in the audit log. Once messaging is available, a client portal session signs out after 45 minutes of inactivity; every portal session ends after 30 days Yuzu personnel who hold the platform wrap key can technically decrypt firm keys in order to operate, restore, or secure the service, or to comply with law. We limit that access operationally. No method of transmission or storage is perfectly secure. You use the service understanding that residual risk.
8. Retention and destruction
Client and project records remain while the firm’s workspace is active. The College of Immigration and Citizenship Consultants Client File Management Regulation requires a closed client file to be kept in a secure, accessible location for at least six years after the file is closed. A file is closed when staff close it or when it reaches a final decision (granted, refused, or completed). When a file is closed, the product sets a retain-until date of six years after closure to match that minimum. That professional retention is a documented purpose. A client may ask the firm to delete their information (including from the client portal Security page). Until the retain-until date, the firm generally cannot destroy a closed file in the product. When purposes are fulfilled, Québec Law 25 requires destruction or anonymization. Deleting a person or a project from the workspace erases that record’s personal information in the application: identity and contact fields (including SIN and passport number when stored), notes, uploaded documents, questionnaire answers, contract documents, portal access, and linked bookings (including an attempt to delete the matching Google Calendar or Outlook event and any Zoom or Teams meeting created for it). Disconnecting Zoom from Settings deletes that staff member’s Zoom OAuth tokens from Dossierly. People who remain on another file at the firm are kept. After the retain-until date, a firm administrator can destroy a closed file. Destroying a file erases its documents, questionnaire answers, and conversations, and the records of clients who have no other file at the firm; signed retainer contracts stay on the file until the project itself is deleted. A placeholder project row and an encrypted destruction-register entry (client name and service summary) are kept for the firm’s professional record. Security audit rows for that file or person are kept as a record that the action occurred, with IP address, user agent, and event metadata removed. Secure messages follow the record they belong to. Messages in a conversation about a file are part of that client file: they are kept for the same retention period, included in the file export, and destroyed with the file. A client’s general conversation with the firm (not tied to a file) is included in that person’s access export and erased when the person is deleted. Because message notices sent by email contain no message content, no message text remains in mailboxes or at the email provider. The workspace owner can delete the whole workspace from Settings after confirming they hold a backup that meets College requirements. That cancels the subscription and immediately purges the firm’s records and stored files. We keep only the owner’s contact details (encrypted) and the identifiers of deleted records, as evidence that the deletion occurred. Hashed booking abuse events are deleted after about 14 days, and are also removed for an erased person’s email. Email delivery records and the hashed suppression list are kept while needed to avoid emailing addresses that bounced or reported spam. Emails already sent, copies of calendar events or meetings held by Google, Microsoft, or Zoom, payment records at Square or Stripe, invoices at Sage, and database backups or point-in-time recovery copies can outlive an application delete until those copies expire. Firms remain responsible for their professional retention and secure-destruction duties, and for keeping finance and tax records for the periods the Canada Revenue Agency and Revenu Québec require.
9. Sharing and service providers
We use two kinds of service providers. Subprocessors run Dossierly on our own accounts. Each is bound by a data processing addendum that limits its use of the information to providing its service and requires confidentiality, security safeguards, notice of security incidents, and deletion or return when the service ends: • Supabase (Canada) — database, authentication, file storage, and backups • Vercel — application hosting (server functions in Montréal; requests pass through Vercel’s global edge network), platform logs, and optional Web Analytics and Speed Insights • Resend — outbound transactional email when mail sending is configured (confirmations, reminders, manage links, portal invitations, signature requests, password-reset messages, content-free notices that a secure portal message is waiting, and trial notices to firm staff), and delivery-status events sent back to us. Resend does not receive secure-message text, attachments, attachment names, or file titles, and we do not use Resend to receive email • Stripe — billing for the firm’s Dossierly subscription when a paid plan applies. Stripe also acts on its own account for purposes such as fraud prevention and legal compliance Integrations are off until someone connects an account with that provider. The provider then handles the information under the account holder’s own agreement with it (for example the firm’s Google Workspace or Microsoft 365 terms): • Google — only if a staff member uses Google to sign in, a firm enables Google sign-in on the client portal, or a consultant connects Google Calendar or Google Meet • Microsoft — only if a consultant connects Outlook Calendar or Microsoft Teams, a staff member uses Microsoft to sign in, or a firm enables Microsoft sign-in on the client portal • Zoom — only if a consultant connects Zoom • Stripe Connect — only if the firm connects its own Stripe account for consultation payments • Square — only if the firm connects Square for priced bookings • Sage Business Cloud Accounting — only if the firm connects Sage to match clients by email and post tax invoices The subprocessor list available for download from this page links each subprocessor’s addendum. We do not disclose client file contents to third parties for their marketing. We may disclose information if required by law (for example a court order or a lawful demand from a public body), to protect rights and security, or on the firm’s instructions (for example sending a reminder the firm wrote). Les Solutions Yuzu Inc. does not itself submit anything to IRCC, MIFI, or other authorities; the firm does that. When a consultant connects a calendar, that provider receives the booking details the product writes there (including guest name, email, and phone), and we receive busy times and event titles from that calendar. When Zoom is connected, Zoom receives the meeting title and start/end time on that consultant’s Zoom account and returns a join URL. When Square or Stripe is connected for consultation fees, that processor receives the amount and the payer’s contact details needed to complete checkout. When Sage is connected, Sage receives the client’s name, email, billing address, and invoice amounts for the firm’s own accounting.
10. Location of processing
Primary application data (database, authentication, stored files, and backups) is hosted in Canada (AWS Canada Central — Montréal — via Supabase). Secure portal messages, their attachments, and e-signature records are stored there with other application data. The application runs on Vercel. Its server functions — the code that reads and writes your data — run in Vercel’s Montréal region. Requests pass through Vercel’s global edge network on the way, and Vercel keeps platform logs and deployment metadata in the United States. Optional analytics, if you accept them, are processed in the United States. Transactional email via Resend, Stripe billing, and Google, Microsoft, Zoom, Square, Stripe Connect, or Sage when a staff member or the firm connects those services, are processed by those providers outside Canada, including the United States (and, for Sage, typically the United Kingdom). Information held in another country may be accessible to courts, law enforcement, and national-security authorities of that country under its laws. If you are in Québec, some personal information may therefore be communicated outside Québec. Les Solutions Yuzu Inc. has assessed those communications under Law 25. Firms that enable a calendar, meeting, payment, or accounting tool instruct us to send the related information to that provider and remain responsible for their own transfer assessments where the law requires them. Firms in Alberta must also tell their clients that they use service providers outside Canada, as Alberta’s PIPA requires; the downloadable subprocessor list names the countries.
11. Cookies and usage data
Essential cookies keep the service working. They store a signed-in session (staff, or client portal), the firm workspace you are working in, your language preference, a few interface preferences (such as whether the sidebar is collapsed), and your analytics choice. Short-lived cookies (about 10 minutes) also hold your acceptance of these documents and the state of a Google or Microsoft sign-in or password reset while it completes. Those cookies are necessary to operate the service and are not used to track you across other sites. Vercel Web Analytics and Speed Insights are optional. They collect page-view and performance data to help us operate the product. They are not used to sell advertising or to build profiles. They are off until you accept them in the banner. You may refuse, and you can change your choice later by clearing the analytics cookie. Highest-confidentiality parameters are the default: analytics stay off unless you opt in.
12. Your rights
Subject to PIPEDA, Québec Law 25, Alberta’s and British Columbia’s PIPA, and other applicable law, individuals may request access to their personal information, correction of inaccurate, incomplete, or equivocal information, deletion, a portable copy of computerized personal information (in a structured, commonly used technological format, to themselves or to another organization), withdrawal of consent, or information about how their personal information is handled and to whom it was disclosed. In Québec, individuals may also ask an organization to stop disseminating their information or to de-index a hyperlink when the conditions of Law 25 are met. We respond within 30 days. Where PIPEDA allows, we may extend that period once by up to 30 days and will tell you why. Access is free; a reasonable fee may be charged only to transcribe, reproduce, or transmit information, and you will be told the amount first. If we refuse a request, we give our reasons in writing and tell you how to seek review. We may ask for information to verify your identity before acting. Clients who use the client portal can open Security in that portal. There they can download a copy of their personal information and the information of other people on immigration files they belong to, and they can send a deletion request to the firm’s legal or security contact. That request is not an immediate erase: the College and this product keep a closed client file for six years after closure, as described in section 8. Until that hold ends, the firm generally cannot destroy the file in the product. After that, a firm administrator can destroy it as described in section 8. Clients and booking guests may also contact the consulting firm directly. Guests can use the change or cancel links in their confirmation email while those links are valid. Firm administrators may use in-product export tools (person JSON export and project file ZIP) and, where professional retention allows, delete a person or destroy a closed file. You may also contact Les Solutions Yuzu Inc. using the details below. Complaints about how Les Solutions Yuzu Inc. handles personal information are reviewed by the Privacy Officer, who answers in writing within 30 days. You may also complain to the Office of the Privacy Commissioner of Canada; in Québec, to the Commission d’accès à l’information; in Alberta, to the Office of the Information and Privacy Commissioner of Alberta; and in British Columbia, to the Office of the Information and Privacy Commissioner for British Columbia.
13. Confidentiality incidents
Les Solutions Yuzu Inc. keeps a register of confidentiality incidents. If we become aware of an incident, we assess whether it creates a risk of serious injury (Québec) or a real risk of significant harm (PIPEDA). Where the law requires, we will notify the Commission d’accès à l’information and/or the Office of the Privacy Commissioner of Canada, notify affected firms, and give firms the facts they need to notify their clients. We will notify individuals directly when we are the organization responsible for that information or when a firm cannot reasonably do so. This is not a waiver of any defence. Notification is made because the law requires it when the threshold is met.
14. Children and dependents
The service may store information about minors when they are part of an immigration file. Firms must ensure collection is necessary and, in Québec, generally authorized by a parent or guardian if the child is under 14, or as otherwise permitted by law. Les Solutions Yuzu Inc. does not knowingly collect children’s information except as a service provider on a firm’s instructions.
15. Automated decisions
Dossierly does not make a decision based exclusively on automated processing of personal information that produces legal effects or similarly significant effects concerning a person. Form fill is a drafting aid. Licensed staff must review every form and filing. If that changes, we will say so in this policy and offer the information the law requires.
16. Changes to this policy
We may update this policy to reflect product, legal, or security changes. The “Last updated” date will change when we do. Material changes will be highlighted in-product or by notice to firm administrators when practical. Where the law requires a new consent, we will ask for it. In June 2026 the federal government introduced Bill C-36 (Protecting Privacy and Consumer Data Act) to replace PIPEDA’s privacy rules; it is not yet law. If it or another law comes into force, we will update this policy. Material changes to the Firm Data Processing Addendum require a new in-product acceptance by a firm administrator. All workspace users see a summary of those changes on the dashboard. If an administrator does not accept within seven days, the workspace is locked to view-only until they do. That lock does not delete data.
17. Dossierly for IRCC browser extension
Licensed firm staff may install the optional Dossierly for IRCC extension (Chrome or compatible browsers) to transfer case data from Dossierly into IRCC representative portal pages the staff member already has open. The extension is part of the same service and is governed by this policy and the Terms and Conditions. Connect: When a staff member connects the extension, they sign in to Dossierly in the browser and authorize the extension. We issue short-lived access and case tokens tied to that staff member, firm, file, client, and portal. Only extension IDs we allow can connect. What the extension accesses: With the staff member’s session, the extension calls Dossierly APIs to list files the staff member may open, load a mapping for the detected portal, and load questionnaire and person fields needed to fill the current page. It may read the open portal tab’s URL and form fields to match the mapping, show a preview, and write values the staff member approves. It does not submit applications to IRCC or any government authority on its own. What stays on the device: The extension stores API base URL, access tokens, and active case tokens in the browser’s extension storage (including session storage where used). Tokens are cleared when the staff member disconnects or they expire. Logging: We record extension health and audit events on our servers. Audit entries use field keys from the mapping, not filled values, and are linked to the file timeline where configured. Optional portal hosts: IRCC portal website access is requested only when the staff member uses fill on those sites. Government sites have their own privacy practices; the firm remains responsible for what it files. The extension is not affiliated with IRCC or MIFI. Staff must review every preview before applying and before any submission the firm makes outside the extension.
18. Contact
Privacy Officer, Les Solutions Yuzu Inc.: Adrien Yvin — privacy@dossierly.ca (monitored for privacy requests) Head office: Unit 508, 80 rue Prince, Montréal, Québec H3C 2M8 Québec enterprise number (NEQ): 1182303132 If you are a client of a consulting firm, contact that firm for requests about your immigration file or booking. Templates for firms are available for download on this page.