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Case Note

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Case Notes: Unveil the Secrets of Your Immigration File

Case notes offer invaluable insights into your immigration application. Whether you're looking to understand past submissions, verify information submitted by unauthorized agents, or even appeal a refusal, case notes provide the details you need.
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Use Cases

Why Case Notes Matter

Untitled design (40) Historical Accuracy

Ensure consistency in new applications by referring to past submissions.

ghost agent Unauthorized Submissions

Verify what has been submitted on your behalf by unauthorized agents.

Processing delays Processing Delays

Understand why your application might be taking longer than usual.

Untitled design (19) Appeals and Reapplications

Gain insights into refusal reasons to build a stronger case for appeal or reapplication.

status update Status Updates

Learn your application's current stage and next steps, especially for multi-stage processes like Express Entry.

Untitled design (43) Stalled Applications

Case notes can sometimes kickstart applications that are stuck after assessments are complete.

How It Works

The Step-By-Step Process

Initial Information

Fill Out the Form

Provide basic applicant and application information. This is the starting point that helps us understand your needs and eligibility.

Fill the application
document upload

Document Upload

Upload Recent Letter

Attach the most recent letter from IRCC with your UCI and application number. This helps to verify your identity and the status of your application.

Financial Commitment

Pay Service Fee

Choose your plan and make the payment. Our transparent pricing ensures you know exactly what services you're paying for.

secure pay
sign

Legal Formalities

Sign Consent Form

You'll receive a consent form to print and sign in blue ink. This is a legally required step to authorize us to act on your behalf.

Submission and Patience

Submit and Wait

Send the signed consent form back to us, and we'll handle the rest. The processing time is typically 30 calendar days. Rest assured, we'll track the progress diligently.

Submit
expert review

The Outcome

Receive Results

We will either send you the case notes or schedule a consultation, depending on your chosen plan. This final step is designed to equip you with the insights or guidance you need.

Detailed Insights on ATIP and Your Rights

What is an ATIP Request?
The Access to Information and Privacy (ATIP) system in Canada empowers individuals by providing legal rights to access information held by federal government institutions, including Immigration, Refugees and Citizenship Canada (IRCC). ATIP upholds two key principles: transparency and personal privacy, through the Access to Information Act and the Privacy Act. Each Act serves a distinct role in making government information accessible and protecting individual privacy.
  • Privacy Act: This Act is dedicated to protecting the privacy of individuals by regulating the collection, use, and disclosure of personal information by government institutions. Under the Privacy Act, Canadian citizens, permanent residents, and foreign nationals, no matter where they are located, have the right to access their personal information held by federal institutions like IRCC. This includes records such as Global Case Management System (GCMS) notes and application details. Importantly, Privacy Act requests are free of charge and allow individuals to request corrections to their data if inaccuracies are found. The Privacy Act also restricts the disclosure of personal information, which can only be shared with the individual’s consent or as permitted under specific exceptions in the Act.
  • Access to Information Act: Rooted in transparency, the Access to Information Act enables Canadian citizens, permanent residents, and individuals or entities present in Canada to request access to general records held by government institutions, such as IRCC. Unlike the Privacy Act, this Act allows eligible individuals to access broader institutional records that are not specific to personal data. This includes procedural documents, policy information, and general statistical data, promoting openness and accountability within government operations. For instance, an individual may request data on processing times for immigration applications. Each request under the Access to Information Act requires a $5 fee, and the Act emphasizes that only limited and necessary exceptions should apply to restrict access.
Types of Information You Can Request

Canada’s ATIP system allows you to access various types of information, depending on your eligibility and needs. Here’s a breakdown of the key categories:

Personal Information

Under the Privacy Act, you have the right to request access to your personal information held by federal government institutions. This includes:

  • Global Case Management System (GCMS) Notes: Detailed notes by IRCC officers tracking the progress, assessments, and observations related to your immigration or citizenship application.
  • Application Records and Copies: Records associated with your applications, including submitted forms and any correspondence related to your case.

If you notice any errors in your personal information, you can also request corrections to ensure accuracy.

 

General Government Records

Through the Access to Information Act, individuals and corporations in Canada (or their Canadian representatives) can request access to general government records. This includes information that helps you understand broader government operations, such as:

  • Policies and Procedures: Documents explaining how immigration processes are handled.
  • Statistical Data: Insights on processing times, approval rates, and other data relevant to immigration services.
What is the Global Case Management System (GCMS)?

The Global Case Management System (GCMS) is the central electronic database used by Immigration, Refugees and Citizenship Canada (IRCC) to manage and process immigration and citizenship applications. GCMS holds comprehensive information on each application, including personal details, application history, status updates, officer assessments, and notes. These GCMS notes provide insight into IRCC officers’ observations and decision-making processes, detailing each step of an application’s review and progress. Through a request under the Privacy Act, individuals can access their GCMS notes, offering a transparent view of their application’s status, eligibility assessments, and any additional comments made by officers. Access to these notes can help applicants understand how their file is being processed and provides a deeper level of detail beyond what is available on the general Application Status page.

 
Sample GCMS or Case Note

Screenshot 2024-10-28 at 4.31.19 PM

 

Case Note Pricing

Choose a plan that's right for you.

QuickView Plan

Perfect for individuals who simply need a clear snapshot of their current application status and related documents.

$ 150

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What's Included

  • Status Update
  • Refusal Notes
  • Supporting Documents
  • Electronic File
Most Popular

ExpertAssist Plan

Ideal for those seeking in-depth analysis, personalized consultations, and priority support for more complex immigration issues.

$ 300

Get Started

All Starter features, plus

  • Analysis by Expert
  • Complementary Consultation
  • Advocacy at Commissioner's office
  • Priority Support

Frequently Asked Questions

Who can make a request under the Access to Information Act?
Canadian citizens, permanent residents, and anyone physically present in Canada can make a request under the Access to Information Act. Those outside Canada may use a Canadian citizen or permanent resident representative, with written consent, to submit a request on their behalf.
Who can make a request under the Privacy Act?
Under the Privacy Act, Canadian citizens, permanent residents, and foreign nationals, regardless of location, have the right to request access to their personal information held by Canadian federal institutions.
Are there fees for requesting information?
  • Access to Information Act: A $5 application fee is required for each request, payable online or by mail (cheque or money order to the Receiver General for Canada). Additional fees may apply if extensive search, processing, or copying is needed. The first five hours of search and preparation are free.
  • Privacy Act: Requests under the Privacy Act are free of charge.
How can I submit a request?
  • Online: Use the ATIP Online Request tool for electronic submissions. For Access to Information Act requests, online payment by credit card is accepted.
  • By Mail: Complete the appropriate form, such as IRCC’s Access to Information and Personal Information Request Form (IMM 5563) or the Treasury Board’s Access to Information (TBC/CTC 350-57) or Personal Information (TBC/CTC 350-58) forms. You may also write a letter indicating which Act your request falls under, including necessary details to identify the records. Mail your completed request to:
    Access to Information and Privacy Division
    Immigration, Refugees and Citizenship Canada
    Ottawa, Ontario
    K1A 1L1

Note: Only online requests accept credit card payments. Mailed requests require payment by cheque or money order.

How long does it take to receive a response?
Federal institutions have 30 calendar days to respond to requests under both Acts. However, extensions may apply:
Access to Information Act: An extension may be granted if the request covers a large volume of records, requires extensive searching, or needs external consultations. If the extension exceeds 30 days, IRCC will notify you and inform the Information Commissioner.
Privacy Act: A 30-day extension may be added if processing the request within the original period would interfere with operations or if consultations are required. Additional time may be given if translation or format conversion is needed. You will be notified of any extension and have the right to file a complaint with the Privacy Commissioner.
Can I request personal information about someone else?

To access someone else’s personal information, you must have their written consent. This consent can be provided using IRCC’s IMM 5744 form or a signed statement specifying the individual granting consent, the recipient, and the date. Consent is not needed to access information for dependants under 16.

How can I access information for a deceased person?
You may access a deceased person’s personal information if they passed away at least 20 years ago, with proof of death (such as an obituary, death certificate, or grave photo). If the person passed away less than 20 years ago, only the executor or administrator of the estate can request information necessary to settle the estate. This access is limited to information pertinent to estate responsibilities.