Privacy Policy
Last updated: September 30, 2026
Tabula Rasa Immigration Services Inc. (“Tabula Rasa,” “we,” “us,” or “our”) respects the privacy and confidentiality of our clients, prospective clients and website visitors.
This Privacy Policy explains how we may collect, use, store and disclose personal information when you visit our website, communicate with us, use Ask Tabi, complete an immigration profile or intake questionnaire, book a consultation, become a client, or otherwise interact with Tabula Rasa.
1. Information We May Collect
The information we collect depends on how you interact with us.
Website and Contact Information
When you contact us, request information, book an appointment or complete a form, we may collect information such as:
- your name;
- email address;
- telephone number;
- country or location;
- preferred method of contact;
- immigration interests or objectives; and
- information you voluntarily provide in your message or inquiry.
Our website may also collect limited technical information such as browser type, device information, IP address, pages visited and other website usage information where necessary for website operation, security and analytics.
Immigration and Client Information
If you complete an immigration questionnaire, become a prospective client or retain Tabula Rasa, we may collect additional information necessary to understand or work on your immigration matter.
Depending on your circumstances, this may include information concerning your immigration history, citizenship, family, education, employment, language ability, finances, travel history, previous applications and other information relevant to your immigration objectives.
Clients may also provide documents and other records necessary for professional immigration services.
We ask that you provide sensitive information only when requested through an appropriate secure channel.
2. Ask Tabi — AI Immigration Information Assistant
Ask Tabi is Tabula Rasa’s AI immigration information assistant. It provides general Canadian immigration information and helps visitors navigate our services. Tabi is not a Regulated Canadian Immigration Consultant, lawyer or human representative. Its responses may be incomplete or incorrect and are not individualized immigration or legal advice. Immigration requirements change; verify current requirements with official Government of Canada sources. Using Tabi does not establish a consultant-client relationship.
Please do not enter passport numbers, Social Insurance Numbers, banking information, passwords, immigration portal credentials or other highly sensitive personal information. Automated sensitive-information checks provide an additional safeguard but cannot detect everything.
When you send a message, your message and a limited amount of recent conversation history pass through our WordPress website hosted by Hostinger, our Tabi application hosted on Heroku, and OpenAI’s API to generate a response. The Tabi application is hosted in Heroku’s US region. This does not mean that all provider processing or support takes place exclusively in that region. Information may be processed outside Canada.
We configure OpenAI requests with response storage disabled (store:false). This does not mean zero retention: OpenAI and hosting providers may retain information for security, abuse prevention and other purposes under their applicable terms. OpenAI states that API data is not used to train its models by default. Provider retention is separate from the browser conversation controls described below.
Using Tabi is voluntary. You can contact us or book a consultation instead. Selecting Book a Consultation opens Calendly; Tabi does not automatically submit your conversation to Calendly.
TRICC — Tabula Rasa Immigration Community Chat
TRICC is a public community discussion space for adults aged 18 and over. It provides general conversation, not private immigration or legal advice. Participating does not establish a professional-client relationship. Do not post names, contact details, passport or immigration file numbers, documents, or other confidential information. Other visitors can read, copy or take screenshots of public posts.
You may read an open conversation without joining. To post, reply or report a message, you confirm that you are 18 or older, agree to the Community Chat Rules and receive a temporary generated nickname. We store messages and replies, their timestamps, a temporary session reference, and the time and version of your rules acknowledgement. Reports include a reason and a copy of the reported message for authorized moderators. Nicknames are pseudonyms, not a guarantee of anonymity.
Messages and moderator announcements expire from public view after 24 hours. Reported-message evidence is retained for 48 hours from reporting, including when the public message is removed earlier. Minimal moderation action records, without message text, are retained for 48 hours. Leaving ends your participation session but does not immediately delete existing posts. Expired application records are removed by a scheduled cleanup process; outages or processing backlogs can delay physical cleanup. Provider logs and backups may have separate retention and are not erased by the chat controls.
TRICC uses necessary, secure first-party cookies for temporary participation, request protection and moderator authentication. Application data includes hashed session identifiers and temporary abuse-prevention counters derived from network information. TRICC does not intentionally write message bodies, report text, passwords or authentication tokens to application logs. Hosting providers may separately process network addresses and technical request information.
TRICC runs on Heroku in the United States and uses a Supabase database configured in Canada Central. Supabase also authenticates authorized moderators using passwords and authenticator codes. Provider support, security processing, logs and backups are not guaranteed to remain exclusively in those locations. Information may be processed outside Canada. TRICC shares hosting with Ask Tabi, but its messages are not sent to OpenAI, Officio, a CRM or a marketing list by the TRICC application.
Use the Report control for a message that concerns you. For privacy or deletion requests, email info@tabrasaimmigration.ca with the approximate posting time and generated nickname. Please do not email passwords or sensitive case details. We may need sufficient information to locate the post and assess the request; a nickname alone does not prove authorship. Our general privacy contact and rights provisions also apply.
3. Prospective Clients and Immigration Profiles
Areas of our website may invite you to complete an Immigration Profile if you would like Tabula Rasa to better understand your circumstances or contact you about professional services.
Our immigration profile and client-management functions may be provided through Officio, a third-party practice-management platform operated by Uniques Software Corp.
Information submitted through an Officio questionnaire is transmitted to and stored within Officio’s systems and may be used by Tabula Rasa to create or maintain a prospect or client record.
Officio describes its own privacy and security practices in its published Privacy Policy. Information submitted through Officio is handled within its systems, not solely on Tabula Rasa’s local computers.
Completing an Immigration Profile does not establish a consultant-client relationship and does not constitute an immigration assessment or legal opinion.
Some website inquiry and assessment forms are provided through WordPress, including Elementor and WPForms. Depending on the form, submitted information may be stored in the website’s systems and transmitted by email. Our public website forms do not collect résumés or supporting immigration documents. Requested documents should be provided through the Officio intake/client process. These website forms are separate from the Officio questionnaire.
Ask Tabi Phase 1 does not automatically create Officio or CRM records or transfer conversations into an Immigration Profile.
4. How We Use Personal Information
We may use personal information to:
- respond to inquiries;
- communicate with prospective and existing clients;
- schedule consultations and appointments;
- understand your immigration interests and objectives;
- create and manage prospect and client records;
- provide professional immigration services where we have been retained;
- process payments and administer our business relationship;
- operate and improve our website and Ask Tabi;
- maintain the security and integrity of our systems;
- understand general trends in the questions and services visitors are interested in;
- improve our educational information, services and client experience;
- comply with professional, regulatory and legal obligations; and
- send marketing communications where we have the appropriate consent or are otherwise permitted by law.
5. Tabi Conversation and Operational Data
Tabi keeps conversation continuity in your browser’s sessionStorage. The application expires that conversation after 30 minutes of inactivity when it is running or next resumes and checks the stored session. Browser suspension or restoration can affect when this check runs. We do not promise physical deletion while the browser is suspended.
Clear Conversation removes Tabi’s saved conversation from the current browser session and clears the visible conversation and pending input. It attempts to cancel a pending request and prevents a late reply from restoring the cleared conversation. It does not delete information already transmitted to providers or infrastructure. Another tab may have its own conversation copy.
The Phase 1 Tabi application does not create a permanent conversation database. It does not create leads, contacts, CRM records, marketing subscriptions or automatic Officio handoffs. We do not intentionally write message bodies or AI answers to Tabi application logs. Hostinger and Heroku process requests as part of hosting and operating the service. Their security/access logging is separate and may contain technical request information. Provider-controlled retention follows their applicable terms and controls; the conversation controls in this interface do not erase those records.
We use a first-party operational cookie and pseudonymous server-side identifiers to protect the service from abuse. They are separate from the conversation transcript and are not used by Tabi for advertising or profiling. Clearing a conversation does not remove these abuse-protection controls. Clearing browser/site data can remove the browser identifier. Server counters are held temporarily in memory and reset when the application restarts. Our WordPress bridge processes your network address for abuse protection and sends an HMAC-derived identifier to the Tabi service. Tabi’s limiter does not intentionally persist raw network addresses or conversation text. This does not exclude network-address processing in hosting infrastructure.
6. Marketing Communications
Completing a contact form, Officio Immigration Profile, consultation booking, Tabi conversation or prospective-client inquiry does not automatically mean that you have agreed to receive ongoing promotional or newsletter communications from us.
Where required, we will ask separately for your consent to receive immigration updates, newsletters, webinars, event information, promotions or other marketing communications.
You may withdraw your consent or unsubscribe from marketing communications at any time using the unsubscribe mechanism provided or by contacting us.
Our electronic marketing practices are intended to comply with applicable Canadian requirements, including Canada’s Anti-Spam Legislation (CASL).
7. Service Providers
We may use trusted third-party providers to operate our business and deliver services.
These may include providers involved in:
- practice and client management;
- artificial intelligence processing;
- website hosting and website form processing;
- appointment scheduling;
- email and communications;
- payment processing;
- website analytics; and
- other technology and administrative services.
These providers may process information on our behalf or according to their own applicable privacy policies.
We do not sell personal information.
8. Professional Collaborators and Referrals
In some circumstances, Tabula Rasa may collaborate with or refer individuals to other immigration consultants, lawyers or other professionals.
We will not disclose confidential client or prospective-client information to an external professional for the purpose of obtaining individualized assistance without appropriate authority, consent or another lawful basis for doing so.
Where you choose to contact an external professional through a referral link, the external professional’s own privacy practices will apply to information you provide directly to them.
9. Storage and Security
Tabula Rasa takes reasonable administrative, technical and physical measures to protect personal information under our control.
Business records maintained directly by Tabula Rasa may be stored on password-protected computers and other authorized systems with access limited to persons who require the information for legitimate business or professional purposes.
Information submitted through third-party systems, including Officio, may be stored and protected within those providers’ systems.
No method of electronic transmission or storage can be guaranteed to be completely secure. We therefore encourage clients and prospective clients to use the secure channels provided when submitting sensitive documents or information.
10. International Processing and Third-Party Technology
Some of the technology providers used by Tabula Rasa may process or store information outside Canada.
As a result, personal information processed through those services may be subject to the laws of another jurisdiction and may be accessible to courts, law-enforcement agencies or other authorities in accordance with applicable law.
Where appropriate, we select providers and configure services with consideration for privacy and security.
11. Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable professional, regulatory, contractual and legal obligations.
Retention periods may differ depending on whether you are:
- a website visitor;
- a Tabi user;
- a prospective client;
- a current or former client; or
- a person who has consented to receive marketing communications.
Retention considerations apply to website form entries, historical document uploads and related emails as well as records in third-party systems. Historical website submissions and uploads may remain until they have been reviewed and appropriately addressed under applicable retention and deletion practices. Where information is no longer required, we may securely delete, destroy or anonymize it, subject to applicable retention requirements.
12. Your Choices and Privacy Rights
Subject to applicable law and professional obligations, you may contact us to:
- request access to personal information we hold about you;
- request correction of inaccurate information;
- ask questions about how your information is being used;
- withdraw consent where processing depends on consent;
- unsubscribe from marketing communications; or
- request deletion of information where applicable.
Certain information may need to be retained where required by law, professional regulation, contractual obligations or legitimate record-keeping requirements.
13. Cookies and Website Technologies
Our website uses cookies and similar technologies for functions that may include website operation, security and preferences. Third-party services may also process technical information when their resources or embedded features load. The information processed and the purposes for which it is used depend on the technology and its configuration.
Your browser settings may let you block or delete certain cookies. These settings may affect website functionality and do not necessarily prevent all information from being sent to third-party services. The website does not currently provide a verified accept/reject preference centre for non-essential tracking. An “OK” notice or continued browsing should not be understood as a separate email-marketing opt-in.
When you use Ask Tabi, the first-party __Host-tabi-visitor cookie supports operational abuse protection. It contains a random signed identifier, not your conversation. It is Secure, HttpOnly and SameSite Strict and expires 24 hours after its most recent refresh by the service. Your browser sends it to our website; the Node service receives an HMAC-derived identifier instead of the raw cookie. Conversation continuity separately uses sessionStorage as described above.
14. Children’s Privacy
Our website and Ask Tabi are intended primarily for adults seeking immigration information or professional services.
We do not knowingly use Ask Tabi to solicit personal information directly from children.
Parents, guardians or authorized representatives should communicate with us where immigration services concern a minor.
15. External Websites
Our website may contain links to third-party websites, booking platforms, government resources, collaborating professionals and other external services.
Once you leave our website, the privacy practices of the external organization apply.
We encourage visitors to review the privacy policy of any external service before providing personal information.
16. Changes to This Privacy Policy
We may update this Privacy Policy as our services, technologies and legal obligations evolve.
The current version will be posted on our website with the date of the most recent update.
17. Contact Us
Questions, requests or concerns about privacy and the handling of personal information may be directed to Tabula Rasa using the contact information below.
Tabula Rasa Immigration Services Inc.1956 Robertson Road, Unit 202
Ottawa, Ontario K2H 5B9
Canada
Privacy inquiries: info@tabrasaimmigration.ca
Telephone: 343-254-1181