How Immigration, Refugees and Citizenship Canada (IRCC) Handles Newcomers' Information

Canada’s immigration department, IRCC, often requests detailed information from applicants to process their immigration applications. However, many newcomers find it challenging to understand how IRCC collects and utilizes their information. This overview, based on IRCC resources, provides insights into how the department manages newcomers' data across two main services:

1. International Student (Study Permit) Applications
2. Economic Permanent Residence (PR) Applications

General Uses of Newcomer Information

IRCC primarily employs the information provided by newcomers for two main purposes:

• Immediate Application Processing: This involves making decisions on immigration applications.
• Broader Analysis: This data is analyzed to enhance immigration programs and policies.

Specific Uses of Newcomer Information

• Program Eligibility: Evaluating if candidates qualify for specific immigration or settlement programs.
• Admissibility Checks: Determining whether applicants meet Canada’s legal, health, and security requirements for entry or residence.
• Application Decisions: Making informed choices regarding visas, permanent residence, and citizenship applications.

Analytical Uses of Newcomer Information

• Policy Development: Identifying trends to shape effective immigration policies.
• Program Evaluation: Assessing the performance of programs to improve their effectiveness and accessibility.
• Client Satisfaction Insights: Collecting feedback on the newcomer experience to enhance service delivery.
• Public Trust Building: Ensuring transparency and fairness in immigration processes to maintain public confidence in the system.

Economic Permanent Residence (PR) Applications

Economic PR applicants are skilled individuals selected by IRCC to contribute to Canada’s economy through various immigration programs.

Who Qualifies as an Economic PR Applicant?

Economic PR applicants can apply under several programs, including:

• Federal Programs: Federal Skilled Workers Program (FSWP), Federal Skilled Trades Program (FSTP), Canadian Experience Class (CEC).
• Provincial Programs: Provincial Nominee Program (PNP) streams for economic immigrants.
• Quebec Programs: Quebec Skilled Workers Program (QSWP) and Quebec Business Immigrant classes.
• Business and Start-Up Programs: Self-Employed Persons, Start-up Visa, and former investor categories.
• Special Programs: Pilot programs like those in the Atlantic Immigration Program (AIP) and Rural and Northern Immigration Pilot (RNIP).

Information Collected from Economic PR Applicants

The personal data collected varies based on the specific program and individual application responses.

How Is This Information Used?

IRCC utilizes this information to:

• Assess Eligibility and Admissibility: Confirm compliance with economic program criteria and legal standards under the Immigration and Refugee Protection Act (IRPA).
• Facilitate Application Decisions: Assist in approving, refusing, or further investigating applications.
• Ensure Program Quality Control: Conduct audits and evaluations to consistently enforce immigration policies.

IRCC may also share information with various third parties to aid in application processing, including:

• Canada Border Services Agency (CBSA)
• Royal Canadian Mounted Police (RCMP)
• Provincial Immigration Authorities
• Employment and Social Development Canada (ESDC)
• Global Affairs Canada (GAC)
• Health Canada

Aggregate and de-identified data may be shared with research institutions and other government bodies for statistical analysis and policy planning.

Data Retention and Disposal

The retention period for applicants' information varies based on the application status:

• Express Entry Profiles: Retained for up to 5 years after the last action.
• Approved PR Applications: Kept for up to 65 years after the last action.
• Admissibility Issues: Retained for 5 years after the last action.
• Biometric Data: Stored for a minimum of 15 years, or longer under specific conditions related to residency status or legal orders.

If an individual becomes a Canadian citizen, their biometric data is deleted within two weeks of the Oath of Citizenship.

International Student (Study Permit) Applications

International students are foreign nationals wishing to enter Canada on a study permit to further their education.

Information Collected from International Student Applicants

The information gathered varies based on individual application responses, including data about family members included in the application.

How Is This Information Used?

IRCC uses information from international student applications in several ways, including:

• Fraud Detection and Immigration Compliance: Utilizing data to prevent immigration offenses.
• Research and Policy Development: Supporting policy evaluations and program assessments with aggregate data.
• Analytics Development: Enhancing application processing and compliance monitoring through risk assessments.

IRCC also shares relevant information with government agencies and third parties for compliance and program facilitation, including:

• Designated Learning Institutions (DLIs)
• Elections Canada
• Provincial, Territorial, and Municipal Governments
• Foreign Governments and Authorities

Data Retention and Disposal

The retention of personal data for international students depends on application outcomes:

• Approved Applications: Retained for 2 to 5 years after the last action.
• Denied Applications: Kept for 5 years if based on security, criminality, medical, financial, or compliance reasons.

Once the retention period expires, all related data is securely destroyed. Biometric data follows similar retention rules as mentioned previously.

Requesting Information on Your Application

Newcomers can request detailed updates on their immigration applications by obtaining Global Case Management System (GCMS) Notes through the Access to Information Act (ATI). The GCMS is IRCC’s internal system for managing applications and provides insights into the application’s status.

What Information is Included in GCMS Notes?

GCMS notes include:

• Application Information: Submission date, status, and assigned officer's code.
• Collected Data: Information submitted by the applicant and gathered by IRCC.
• Third-Party Submissions: Data from representatives acting on behalf of the applicant.

GCMS notes are available once the application has passed the R10 completeness check, confirming all necessary documents are included.

Who Can Request GCMS Notes?

• Canadian citizens or permanent residents.
• Individuals residing in Canada.
• Applicants outside Canada must use a Canadian representative to file a request.

How to Request GCMS Notes

To obtain GCMS notes, applicants should submit an Access to Information and Privacy (ATIP) request online or by mail, providing:

• Application Number
• Unique Client Identifier (UCI) (optional but recommended)
• Processing Fee: $5 CAD, payable online.

Response Time and Processing

IRCC must respond to ATIP requests within 30 days, although this timeframe may extend in cases involving numerous files or significant processing workloads. In such instances, IRCC will notify the requester about the extension.