Privacy Policy

This Privacy Policy explains how WizardX Solutions Inc. (and its subsidiaries), also known as Immigration Wizard (“WizardX”), collects, uses, shares, and protects personal information when you use our website, application, and integrations (the “Service”). It should be read together with our Terms of Service. By using the Service, you acknowledge the practices described here.

Our customers are immigration practitioners and firms (“Customers”). Information a Customer stores about its own clients and leads is controlled by that Customer; we process it on the Customer’s behalf.

• Account Information: Name, email address, role, workspace membership, and credentials (passwords are stored hashed by our authentication provider).
• Customer Content: Leads, cases, client profiles, documents, notes, comments, follow-ups, invoices, and messages that Customers and their staff enter or upload.
• Gmail Integration Data: If a workspace connects Gmail, we receive the connected mailbox address and the content of new inbox messages needed to identify new client inquiries.
• WhatsApp Integration Data: If a workspace connects WhatsApp, we receive the sender’s phone number, WhatsApp profile name, message text, and message identifiers for messages sent to the Customer’s WhatsApp Business number.
• Technical Data: IP address, browser and device type, log data, and cookies or similar technologies used to keep you signed in and to understand how the Service is used.

- To provide and operate the Service, including creating leads from inbound emails and WhatsApp messages, scheduling follow-ups and reminders, and sending notifications and digest emails.

- To secure the Service, prevent abuse, troubleshoot problems, and improve features.

- To power AI-assisted features, such as classifying whether an email is a genuine new-client inquiry or helping summarize and draft case content. Content is sent to our AI providers only to perform the requested feature, and we do not permit them to use it to train their models.

- To communicate with you about your account, security, and changes to the Service.

- We do not sell personal information, and we do not use Gmail or WhatsApp data for advertising.

The Gmail connector uses Google OAuth. A workspace administrator grants access, and the resulting tokens are stored encrypted. We use this access only to read new inbox messages, to identify new client inquiries, and, when a user chooses to send a templated email, to send that email from the connected mailbox.

WizardX’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Administrators can disconnect Gmail at any time from Settings → Integrations, and can also revoke access from their Google Account security settings.

The WhatsApp connector uses the WhatsApp Business Platform (Cloud API) provided by Meta. When a person sends a message to a connected business number, Meta delivers it to us and we create or update a lead and store the message in the Customer’s workspace so the Customer’s team can follow up.

• Customer Responsibility: Customers are responsible for having a lawful basis to contact and process the information of people who message them, and for honouring requests to stop contact.
• Control: Administrators can pause or remove a connected number at any time from Settings → Integrations. Removing a number deletes the stored message history for that number.
• Meta: WhatsApp messages are also processed by Meta under Meta’s own terms and privacy policy.

• Within a Workspace: Information is visible to members of that workspace according to their role.
• Service Providers: Providers that help us run the Service, such as cloud hosting and database, email delivery, error monitoring and analytics, AI processing, and Google and Meta for the integrations a Customer enables. They may process information only to provide their services to us.
• Legal and Safety: Where required by law or legal process, or to protect the rights, property, or safety of users or the public.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, subject to this Privacy Policy.

At WizardX Solutions, we prioritize the security and privacy of your data. We implement industry-standard safeguards to protect information against unauthorized access, disclosure, alteration, or destruction.

• Data Encryption: Data transmitted between users and our services is encrypted in transit, and integration tokens are encrypted at rest.
• Access Controls: Access is restricted using role-based permissions, and workspaces are separated using row-level security in our database.
• Data Minimization: We only collect and retain the data necessary to provide and improve our services, and only for as long as needed or as required by law.
• Incident Response: In the event of a security incident or data breach, we will take prompt action to investigate, mitigate risks, and notify affected users in accordance with applicable law.

We keep information for as long as the Customer’s account is active and as needed to provide the Service. Customers can delete leads, cases, documents, and integrations from within the product. When an account is closed, we delete or anonymize its data within a reasonable period, except where we must keep it to meet legal obligations. Backups are overwritten on a rolling schedule.

- Depending on where you live, including under Canada’s PIPEDA and applicable provincial laws, you may have the right to access, correct, or delete your personal information, to withdraw consent, and to complain to a privacy regulator.

- If you are a client or lead of one of our Customers, please contact that Customer first, since they control your information. You may also contact us and we will help direct or fulfil your request.

- To request deletion of data we received through WhatsApp or Gmail, contact us and tell us the phone number or email address concerned.

- Our providers may store or process information in countries other than your own, including the United States. Where we do so, we take steps to ensure the information receives appropriate protection.

- The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from children for our own purposes.

We reserve the right to modify or replace this Privacy Policy at any time. We will post the updated version here and change the effective date above. Your continued use of the Service following the posting of any changes constitutes acceptance of those changes.

If you have questions or requests about this policy, contact us at:

Email: support@wizardx.com