How does the IRCC utilize the information provided by permanent residence (PR) and international student applicants?

Canada’s immigration department, IRCC, frequently requests detailed information from applicants to process their applications.

However, for many newcomers, there is limited guidance on how Immigration, Refugees, and Citizenship Canada (IRCC) gathers and uses this information.

According to IRCC resources, CIC News has outlined the processes through which Canada’s immigration department collects, uses, retains, and disposes of applicants’ information in two main areas:

1. International student (study permit) applications
2. Economic permanent residence (PR) applications

General Use of Newcomer Information

IRCC primarily uses the information provided by newcomers for two main purposes: immediate application decision-making and broader analysis to enhance immigration programs and policies.

How Information is Used:

• Program Eligibility: Determining whether applicants qualify for specific immigration or settlement programs.
• Admissibility: Assessing whether applicants meet Canada’s legal, health, and security standards to enter or remain in the country.
• Application Decisions: Making decisions regarding visas, permanent residence, or citizenship.

How Information is Analyzed:

• Policy Development: Identifying trends and challenges to inform policy decisions aligned with Canada’s immigration objectives.
• Program Delivery: Evaluating how well immigration programs work to improve their effectiveness and accessibility.
• Client Satisfaction: Gaining insights into the newcomer experience to enhance service delivery.
• Building Public Trust: Ensuring transparency, accountability, and fairness in immigration processes to maintain public confidence.

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Economic Permanent Residence (PR) Applications

Who is Considered an Economic PR Applicant? Economic PR applicants are skilled individuals selected to contribute to Canada’s economy under various PR immigration programs. These include:

• Federal Programs: Federal Skilled Workers Program (FSWP), Federal Skilled Trades Program (FSTP), Canadian Experience Class (CEC).
• Provincial Programs: Provincial Nominee Program (PNP) 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, Investor categories.
• Special Programs: Pilot programs like the Atlantic Immigration Program (AIP) and Rural and Northern Immigration Pilot (RNIP).

Information Collected from Economic PR Applicants:

• Personal Details: Name, date of birth, contact information, marital status.
• Biographical Information: Education, work history, family details, citizenship, residency history.
• Official Documents: Passport or travel document numbers, criminal records, military/police service records.
• Medical and Biometric Data: Health records, fingerprints, photographs.
• Immigration History: Previous entry/exit records, previous immigration applications to Canada.
• Employment Information: Job offers, intended occupation, Labour Market Impact Assessments (LMIAs).

How Information is Used:

• Eligibility & Admissibility: Verifying if applicants meet program criteria and legal requirements under the Immigration and Refugee Protection Act (IRPA).
• Application Decisions: Facilitating decisions regarding approval, refusal, or further investigation.
• Program Administration: Auditing, evaluating, and ensuring consistent enforcement of immigration policies.

Information Sharing: IRCC may share information with third parties in Canada to assist with processing, including the Canada Border Services Agency (CBSA), the Royal Canadian Mounted Police (RCMP), Employment and Social Development Canada (ESDC), and other relevant entities.

Retention and Disposal:

• Express Entry Profiles: Retained up to 5 years.
• Approved PR Applications: Retained up to 65 years.
• Admissibility Issues: Retained for 5 years.
• Biometric Data: Retained for 15 years, or until specific conditions (e.g., permanent residency) are met.

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International Student (Study Permit) Applications

Information Collected from International Students:

• Personal Details: Name, date of birth, marital status, etc.
• Biographical Information: Education and work history, citizenship status.
• Official Documents: Passport numbers, criminal record history.
• Medical and Biometric Data: Health records, biometric data (fingerprints, photographs).
• Financial Information: Proof of available funds.
• Study-Related Information: Intended program, educational institution.

How Information is Used:

• Fraud Detection & Immigration Compliance: Used to detect and prevent immigration offenses.
• Policy Development & Research: Aggregate data supports audits, evaluations, and program assessments.
• Computer Analytics: Tools are used to enhance processing and monitoring of applications.

Information Sharing: Information is shared with other government agencies and third parties, including the CBSA, CSIS, RCMP, provincial authorities, and educational institutions, to ensure compliance with immigration laws.

Retention and Disposal:

• Approved Applications: Retained for 2 to 5 years.
• Denied Applications: Retained for 5 years, depending on the reason for denial.
• Biometric Data: Retained for a minimum of 15 years or until specific conditions are met.

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Requesting GCMS Notes

Applicants can obtain detailed updates on their immigration status by requesting Global Case Management System (GCMS) Notes through the Access to Information Act (ATI). These notes provide insights into application status and relevant information.

GCMS Notes Include:

• Application Information: Status, reason for status, assigned immigration officer.
• Collected Data: Information submitted by the applicant or gathered by IRCC.
• Third-Party Submissions: Data provided by representatives.

Requesting GCMS Notes: Applicants must provide their application number and, optionally, their Unique Client Identifier (UCI). A processing fee of $5 CAD applies, and responses are provided within 30 days, though delays may occur if the request involves numerous files.

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