Privacy Policy

This Privacy Policy explains how Pentagon Immigration Services (“we”, “us”) collects, uses and protects personal information when you use this website. It is written to align with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

Information we collect

• Contact and enquiry information — for example when you contact us, request a consultation, or use one of our online eligibility assessments: name, email, phone/WhatsApp number, and country of residence.
• Assessment information — the answers you provide to an online eligibility assessment (for example, study, work, family sponsorship, business immigration, or Express Entry/CRS), and the preliminary result generated from them.
• Consultation booking information — the date/time you request, your contact details, and, if you use a discount voucher code, the code and the resulting price. If you complete a paid consultation, payment is processed by a payment provider once that functionality is enabled; this policy will be updated to name that provider when it is.
• Initial Consultation Agreement execution record — if your consultation requires an Initial Consultation Agreement, we record your typed signature, the exact agreement text and version you signed, the time you signed it, the IP address and browser/device information (user agent) your device sent when you signed, and a checksum of the final signed document. This is collected specifically as evidence that you reviewed and agreed to the agreement, and to protect the integrity of the executed document — it is not used for advertising or general tracking, is visible only to authorized staff for audit purposes, and is never shown back to the public.
• Client and case information — if you engage us as a client, we keep the case/service record we build with you, internal notes, and follow-up reminders relevant to your matter.
• Identity and travel-document information you choose to provide — for example date of birth, residential address, passport number, and passport expiry date, where you voluntarily provide them to support your case. We do not intentionally collect actual biometric data (such as fingerprints, facial templates, or iris scans) through this website.
• Family/dependant information — where relevant to your matter (for example a family sponsorship or accompanying dependants), basic identity, contact, and travel-document information for family members you tell us about.
• Refusal Review documents — if you use the Refusal Review tool, the refusal letter you upload and, if you choose to add them, GCMS notes. See “Refusal Review tool” below for exactly how these are processed, what is sent to our AI provider, and what happens to the files afterward.
• Technical information — basic, aggregated analytics about how the site is used, and information used to protect our public tools from automated abuse (see Cookie Policy).

How we use information

To respond to enquiries, provide immigration consulting services you request, generate your automated assessment or Refusal Review result, schedule and manage consultations, create and manage client/case records, send transactional emails related to the above, meet regulatory and legal obligations, and improve the website. We do not sell personal information.

Google Calendar and Google user data

We use Google Calendar to manage availability for consultation bookings made through this website. When you book a consultation, our application connects to our business Google Calendar only to:

• check existing calendar availability/busy times;
• create a calendar event for a confirmed consultation; and
• update or remove that event if the consultation is rescheduled or cancelled.

This connection is limited to the one business calendar used for consultation scheduling. We do not access Gmail, Google Drive, Google Contacts, or any other Google service through this integration. Google user data obtained this way is used only for consultation scheduling and calendar synchronization as described above — it is not sold, not used for advertising, and not used to build advertising profiles. Our use of Google user data is subject to the Google API Services User Data Policy, including its Limited Use requirements, where applicable.

Refusal Review tool

The Refusal Review tool is an automated informational tool, not legal advice. Here is what actually happens when you use it:

• Upload and temporary storage. Your uploaded refusal letter and any GCMS notes are stored temporarily and privately in our document storage while your review is generated. This storage is not public and is not browsable.
• Deletion. Once processing of your submission finishes — whether it completes successfully or fails — we attempt to delete the uploaded document(s) from storage as part of that same processing run. We do not currently operate a separate, time-delayed deletion job; deletion is immediate, attempted-on-every-outcome cleanup rather than a scheduled batch process. In the rare case a deletion attempt itself fails or the server process is interrupted before cleanup runs, a file could remain in temporary storage longer than intended; we do not currently promise a guaranteed maximum retention window for that narrow failure case.
• Text extraction and redaction happen locally, before any AI call. We extract text from your document(s) on our own servers (including local optical character recognition for scanned pages) and automatically redact identifying details we can recognize — such as applicant name, UCI, address, email, phone number, application number, and passport number — before anything is sent to our AI provider. This redaction targets specific, recognizable identifiers; it is not full anonymization, and non-identifying case details relevant to the analysis (such as dates, relationship type, nationality, immigration status, or general financial or employment information) are deliberately kept so the review can be meaningful.
• What is sent to our AI provider. We send only the minimized, redacted, and relevance-selected portions of your document text — never the original file — to Google’s Gemini API for the AI-assisted portion of the analysis. If the AI component is unavailable, your review still completes using our own deterministic legal-rules engine.
• What we keep afterward. We retain a structured, de-identified summary of your review’s results (the same content shown to you and used to regenerate your PDF) associated with your submission record. We do not store your original document text, the raw AI response, your name, or your UCI in that record.

Sharing

Personal information may be shared with service providers who help us operate this website and its tools — currently Google (Gemini API, for the AI-assisted portion of a Refusal Review, and Google Calendar, for consultation scheduling, both described above), Supabase (database and document storage hosting), Vercel (website hosting, and Vercel Analytics — cookieless, aggregated visit statistics; see Cookie Policy), Resend (delivery of transactional emails, such as a consultation confirmation or an assessment receipt), and Upstash (rate-limiting infrastructure that helps prevent automated abuse of our public tools) — and with government authorities where required for an immigration matter you have engaged us for. Providers are bound by confidentiality and data-protection terms. We do not currently process payments through Stripe or any other payment processor; if paid consultations are enabled, this policy will be updated before that happens.

Retention

We keep personal information only as long as reasonably necessary for the purposes above and to meet regulatory, legal, security and operational requirements, after which it is securely deleted. Uploaded Refusal Review documents are handled as described in “Refusal Review tool” above. We do not currently apply a fixed, automatic expiry period to client/case records or consultation booking records; formal retention controls and specific retention periods will be documented here as they are finalized.

Security

We use reasonable administrative and technical safeguards to protect personal information, including role-based access controls, database row-level security, and encrypted connections. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

Your choices

You may request access to, correction of, or deletion of your personal information, and may withdraw consent where applicable, subject to legal and regulatory limits. Contact us at info@pentagonimmigration.com.

Children

This website is not directed at children, and we do not knowingly collect personal information directly from children without appropriate parent or guardian involvement.

Contact

Pentagon Immigration Services, 51 Flurry Circle, Brampton, Ontario L6X 0S7.

Updates

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last revised.