How do I delete client data from ImmiPractice?

Deleting client data sounds simple until you remember that an immigration file is also evidence: of advice given, fees agreed and money received. ImmiPractice is built so that everyday clean-up is reversible and permanent deletion is a deliberate request from the person who runs your account.

What can my team remove inside the app?

Leads can be deactivated and reactivated without deleting their history. Deactivation takes a lead out of your working lists — useful for duplicates, junk enquiries or people who asked not to be contacted — while keeping the activity timeline in case you need it later. Statuses such as Not Interested and Junk also help you separate dead enquiries from live ones.

Team members who leave should be deactivated. That ends their access on their next request; it does not delete the records they worked on.

What cannot be deleted, and why?

• Payments on an issued invoice. Once an invoice has been issued, its payments cannot be deleted and the invoice is locked. Financial records usually have to be kept for tax and regulatory purposes, and an editable payment history would undermine your books.
• The agreement audit trail. Every agreement event is recorded so you can show what a client was sent and when they signed. Treat it as part of the client file.

How do I request permanent deletion or an export?

1. Confirm who is asking. Requests must come from your firm’s Business Admin.
2. Export first if you need a copy. You can download a case’s documents as a ZIP and invoices as PDFs yourself; for a full export of the business’s data, include that in your request.
3. Email sales@immipractice.com from the Business Admin’s address, with “Data request” in the subject. Say which business account it concerns and what you need: an export, deletion of the business’s data, or both. If you are asking about particular records, describe them and we will confirm what can be done.
4. Keep a record. Note the date of your request and our confirmation in your own compliance file. If the request came from a client, record that too.

What happens to backups after deletion?

ImmiPractice takes daily encrypted backups, stored in Canada and kept for 30 days. Data deleted from the live system remains only in those backups until they expire. Backups exist for disaster recovery, not as an archive you can browse. When you confirm a deletion to a client, it is accurate to say their information has been removed from the live system and will age out of encrypted backups within 30 days.

What if a client asks us to delete their data?

Your firm decides how to respond, because you are the organization responsible for that client’s information. A typical approach:

• Stop any marketing at once. Email campaigns include unsubscribe handling, and WhatsApp broadcasts go only to contacts marked as opted in.
• Check what you are required to keep — for example the signed agreement, invoices and records of advice your regulator expects you to retain.
• Remove or deactivate what you can, and ask your Business Admin to request deletion of the rest.
• Reply to the client explaining what was deleted, what you must keep and why, and how long backups take to expire.

The full process is in handling client privacy requests.

What happens if we cancel our subscription?

Ask for your export before you cancel, then request deletion. Planning this as a two-step process means you keep the archive your regulator expects while nothing remains in ImmiPractice longer than you intend. See your ImmiPractice subscription for billing questions.

This is general information, not legal advice.

General information about running an immigration practice — not legal advice. Rules change; confirm current requirements with official sources and your regulator.