Terms & Conditions

DEFINITIONS:

CICC: College of Immigration & Citizenship Consultants

ICCRC: ‘Immigration Consultants of Canada Regulatory Council’ (former name for CICC)

RCIC: ‘Regulated Canadian Immigration Consultant’. RCIC is a member of Immigration Consultants of Canada Regulatory Council (the “Council”), the regulator in Canada for immigration consultants.

Initial consultation Agreement: Is a Client assessment and/or advice service agreement between a Member and his/her Client, or the Client’s Designate, which provides a written record of the purpose, fee, and date of said advice, and which is signed by both the parties.

Retainer Agreement: A contract between the Member and the Client that sets out the terms of the business arrangement between them.

 

TERMS & CONDITIONS:

 

Practice areas:

Exult Immigration Solutions specializes in areas of Canadian immigration like Permanent Resident, Work Permit, Study Permit, Citizenship, Family Sponsorship and Business Investment.

 

Responsibilities and Commitments:

Exult Immigration Solutions follows all the Codes of Professional ethics and shall deliver timely and diligent services as mutually discussed and stated in the agreement with the Client.

Payment Terms and Conditions:

Fees: Exult Immigration Solutions shall charge the Client a flat professional fee as per required, discussed and agreed services and as per a written Initial Consultation Agreement or Retainer Agreement.

 

Exclusions: Exclusions of the professional fees are the following:

  • Provincial and Federal Government fees imposed by the immigration authorities or the Government.

  • Payments to be made directly by the client to the respective institution or association like ECA, IELTS, Bio-metrics, Police Verification and medicals.

  • Payment for Net-worth evaluation and monetary report by third party.

  • Payment for creating a business establishment plan required to apply.

  • Travel expenses like flight tickets, transportation, accommodation, lodging, food, etc.

  • Expenses related to appearing for an interview by the province.

  • Any bank related charges or currency conversion fees involved in transfer of fees

  • Any fees related to transfer of funds to Canada.

  • Any settlement services on arriving in Canada.

 

Bills/Invoice: Invoices will be as per the terms and conditions mentioned in client’s Retainer Agreement. All bills/invoice shall be sent to the Client on email. Hard copies can be provided if requested on email by the Client. All invoices shall comprise of:

  1. Client’s name &address,

  2. A list of services provided to the client,

  3. The date(s) the services were rendered and

  4. The total fees and applicable taxes payable to the member for the services rendered.

 

Frequency of Invoice:  Exult Immigration Solutions shall email the invoice to the Client when it is due.

 

Mode of Payment: Payment can be made through Bank/wire transfer in CAD$ according to the invoice and account details mentioned therein. Master card and visa can also be accepted with prior intimation.

Payment due date: All payments shall be due within 2 weeks from the date of invoice. Additional 2 weeks may be provided under special circumstances and upon request sent by email.

 

Changes in fees: Any changes made in the immigration department/government fees will be informed in advance.

 

Refund Policy: The client understands and accepts that Visa/status is granted by the government of Canada. Time needed for processing the application is at the sole discretion of the Canada government. No fees will be refunded in case the application gets rejected by the immigration Department. Any fee paid for unused services as per the retainer agreement shall be refunded in CAD within 30 days from the due date.

 

Confidentiality:

Exult Immigration Solutions maintain a high degree of security for electronic communication and information storage. It shall not divulge any information or documents to any third party without client’s prior consent or if demanded by the Council or required under law.

 

Client File Management Policy:

  • Exult Immigration Solutions’ Client file management policy is as per the Client File Management Regulations and shall adhere to the following:

  1. Build and preserve an easy, brief and simple process to create, track, store, recover files, maintain security of the content and follow guidelines to close, retain and dispose files. 

  2. Storing the main and back-up documents in hard copies and soft copies: hard copies stored safely in lockers and soft copies in office hard drive and on an encrypted cloud server. 

  3. Preserve latest and right records of the Client and all shared Client file to an authorized representative.

 

  • Exult Immigration Solutions shall ensure that: 

  1. The client’s initial process will commence with signing agreement and creation of a file, labelled with a UID number.

  2. Exult Immigration Solutions maintains photocopies of all agreements including initial consultation agreement, retainer agreement, supporting documents client property, billing documents, copies of the correspondences with or in relation to the client, his/her appointed representative, copies of the written authorization from the client about his/her appointed representative, copies of documents that have been drafted by or on behalf of the client and copies of all applications submitted by or on behalf of the client for immigration or citizenship.

  3. Exult Immigration Solutions abides by Article 6 of the Client File Management Regulations and store all the physical property of the client in a secured manner and location, to ensure client confidentiality and to prevent damage or misplacing it. 

 

  • As per Article 7 of the Client File Management Regulations, Exult Immigration Solutions shall ensure at the time of closing a client file that there are no pending or outstanding payments between the client/appointed representative and Exult Immigration Solutions. All documents will be returned to the client and written acknowledgement will be received from them for the same. The retention period of a client file shall be 6 years post closure from the time the file is declared closed.

 

  • As per Article 8 of the Client File Management Regulations, Exult Immigration Solutions shall ensure that the following adherence are complied with for storing and returning client property: 

  1. Client files are stored separately and are easily distinguishable from office records/files. 

  2. Account for the client property within 14 calendar days from the time it was demanded by the client and handed over within 30 calendar days. In an event where it is not possible to adhere to the timelines, Exult shall negotiate an achievable timeline. 

  3. Securely hand over the client file to the client after the termination of the retainer agreement. 

 

  • As per Article 9 of the Client File Management Regulations, when transferring a Client file, Exult Immigration Solutions shall ensure: 

  1. to abide by the Code of Professional Ethics pursuant to Article 11.5, in an event of withdrawal of service, while returning the Client property to the Client or his/her appointed representative.

  2. Co-operate with the successor to ensure a smooth transition, for the benefit of the client. 

 

  • Exult Immigration Solutions shall be sensitive while destroying the client files as per Article 10 and ensure:

  1. To Maintain a log of all destroyed files containing Client’s name and address, summary of service provided, file closing date and time and File destruction date and time.

  2. Client’s details are kept confidential while destroying the file, as per the Article 7.2.

 

  • As per the Article 11 of the Client File Management Regulations, Exult Immigration Solutions shall lay absolute emphasis on:

  1. Maintaining client confidentiality at all time as per Articles 8.1 to 8.4.

  2. Protecting client’s personal identifiable information along with all the documents.

 

Force Majeure:

Exult Immigration Solutions’ failure to perform any term of this Retainer Agreement; due to circumstances which are beyond its control like restrictions from government, strikes, war or acts of God, it shall not be considered a breach of the Retainer Agreement.

Termination of Agreement:

The retainer agreement will be considered terminated:

  • Upon completion of tasks identified in the agreement.

  • Material changes occur to the client’s application or eligibility making it impossible to proceed with services detailed in the retainer agreement.

 

Discharge or Withdrawal of Representation:

  • If the client discharge representation and terminate this agreement in writing, then:

  1. Any unearned fees or disbursements received from Client will be refunded by Exult Immigration Solutions.

  2. Any outstanding fees or disbursements will be paid to Exult Immigration Solutions by the Client.

 

  • If Exult Immigration Solutions withdraw representation and terminate this agreement in writing, then:

  1. Any unearned fees or disbursements received will be refunded to the Client.

  2. Any outstanding fees or disbursements will be paid by the client to Exult Immigration Solutions.

 

  • At the time of withdrawal or discharge, Exult Immigration Solutions shall provide an invoice to the Client, detailing all services that have been provided or for the time spent on the Client’s file.

 

Dispute Resolution Related to the Code of Professional Ethics:

Every effort is to be made by both, the client and Exult Immigration Solutions to resolve any dispute. If not resolved, then the client must present the complaint to Exult Immigration Solutions in writing and Exult Immigration Solutions will respond in 7 days. If remain unresolved, then discipline procedure outlined by the College will be followed. ICCRC Contact Information is as follows:

College of Immigration & Citizenship Consultants

5500 North Service Rd., Suite1002

Burlington, ON, L7L6W6

Toll-free:1-877-836-7543

 

Governing Law:

The agreement shall be governed by the laws in effect in Canada, except for any dispute in terms of the agreement. All disputes shall be decided by a court of competent jurisdiction within the Province of British Columbia, Canada.