The Refugee Sponsorship Information System (ReFSIS) - Terms and Conditions

The RefSIS is a web-based client information management system, which is developed by the Refugee Sponsorship Training Program (RSTP) at Catholic Crosscultural Services, in order to assist Sponsorship Agreement Holders (SAHs) record and retrieve client information as well as generate reports on their refugee sponsorship activities. By using RefSIS, each SAH user agrees to the terms and conditions as outlined below. The RSTP reserves the right to alter, as needed, these terms and conditions from time to time at its sole discretion.

RefSIS – Functions

The RefSIS provides SAHs with a reliable and secure system to centralize, track and access the data input into the system. This will allow SAHs to manage their sponsorship cases by:

  • Tracking all sponsorship undertakings;
  • Tracking changes and updates to active sponsorship cases;
  • Identifying cases that require follow up;
  • Accessing detailed information about refugee applicants;
  • Keeping a record of constituent groups and co-sponsors;
  • Tracking implementation of settlement plans;
  • Assisting with monitoring of CGs and co-sponsors;
  • Setting up automated email follow-up notifications; and
  • Generating different types of reports with advanced options based on refugee sponsorship parameters (country, age, gender, location, etc.).

User’s Profile

To use RefSIS, a SAH must have an account created by RSTP. Each SAH user should provide the following information to RSTP to be enrolled in RefSIS:

  • Full name of the SAH rep or contact person authorized to use the system
  • SAH ’s name
  • Email address
  • Location of the SAH ( city and province )

Login Information

The email address of a SAH and a secured password created by the SAH will be used as part of the credentials for logging into the system. The email address can also be used by a SAH user to send notifications to constituent Groups or co-sponsors registered in RefSIS, as well as to receive reminders of important milestones and required follow-ups.

Protecting SAH’s Privacy

The RSTP is governed by its privacy policy and will implement appropriate privacy and security measures to protect information input on RefSIS against destruction, loss, alteration, unauthorized disclosure and access by third parties. This includes technical, physical and procedural controls to protect RefSIS and information contained therein in compliance with all applicable laws.

SAH users own their information

SAH users own all of the client information they enter in the database. Client information collected by RefSIS is transferred over an encrypted secure channel (SSL) and by default will not be shared with other SAHs, constituent groups, co-sponsors or any other party, including Immigration, Refugees and Citizenship Canada (IRCC). The client information is accessible only by authorized users of each SAH. The RSTP program or any other third party does not have access to the client information inputted by SAHs.

Conditions of Use

Each SAH user agrees to abide by the following conditions:

  • comply with all applicable laws, including requirements relating to the collection, use and disclosure of personal Information, and use reasonable efforts to ensure that other authorized users comply with same;
  • maintain the confidentiality of any computer passwords or access codes for RefSIS; and
  • provide all assistance to the RSTP reasonably requests in regard to any relevant privacy concerns, including complaints of individuals, and complaints and reviews conducted by the federal or provincial Privacy Commissioners;

Disclosure to a Third Party

The RSTP will not access nor disclose, give, or transmit (in any manner or form or for any purpose) client information recorded by SAHs in RefSIS to any person, party, firm, organization or corporation unless authorized by a SAH user or required by law. RSTP will immediately notify a SAH user in the event of any disclosure which is required by law.

The RSTP will ensure that all its employees or agents to whom SAHs information is disclosed in the course of supporting, upgrading or maintaining RefSIS are legally bound to keep SAH information confidential and only use it as outlined in the terms and conditions document.


The RSTP makes no warranties about the information input by SAHs, including but not limited to its accuracy and currency, and disclaims all liability for any losses or damages which may be incurred, directly or indirectly, as a result of omissions or errors on a part of a SAH user.