Privacy Policy

Last updated: March 2026

1. Who We Are

Immigrant Aid Manitoba is a private document-assistance service operating in Winnipeg, Manitoba, Canada. We help clients prepare and submit applications to the Manitoba Vital Statistics Branch.

2. What Information We Collect

We collect only the personal information necessary to process your vital statistics application. This includes:

Contact information: your name, email address, phone number (optional), and mailing address.

Application-specific information: the details required by the official Vital Statistics Branch application form, which may include names, dates of birth/marriage/death, places of events, and parental information depending on the certificate type requested.

Authorization document: a photograph or scan of your signed authorization letter.

Preferred language: so we can communicate with you in your preferred language.

3. What We Do NOT Collect

We do not collect or store payment card numbers, banking passwords, Social Insurance Numbers, or government-issued identification documents. All payment processing is handled by Stripe, a PCI-compliant payment processor.

4. How We Use Your Information

Your personal information is used solely for:

Completing and submitting your vital statistics application to the Vital Statistics Branch on your behalf; communicating with you about the status of your application; sending you a confirmation email; and responding to your questions or concerns.

5. How We Store Your Information

Your application data is stored in a secure, encrypted database (Supabase) hosted in Canada/US. Access is restricted to the operator of Immigrant Aid Manitoba. Your signed authorization letter is stored securely and used only for the purpose of submitting your application.

6. Who We Share Your Information With

We share your information only with:

Manitoba Vital Statistics Branch: as required to submit your application on your behalf.

Stripe: for payment processing only. Stripe's privacy policy applies to payment data.

Resend: for sending transactional emails (confirmation and status updates).

We do not sell, rent, or share your personal information with any other third party for marketing or any other purpose.

7. Data Retention

We retain your application data for as long as reasonably necessary to provide our services and to comply with any legal obligations. You may request deletion of your data at any time by emailing us.

8. Your Rights

You have the right to: access the personal information we hold about you; request correction of inaccurate information; request deletion of your data; and withdraw your consent at any time (noting that this may prevent us from completing your application).

9. Cookies

This website uses minimal cookies: a session storage item to remember your language preference. We do not use tracking cookies, analytics, or advertising cookies.

10. Changes to This Policy

We may update this policy from time to time. The most current version will always be posted on this page.

11. Contact

For privacy-related questions or to exercise your data rights, contact us at contact@immigrantaidmanitoba.ca.