Visa Companion Privacy Policy

1. Introduction

Welcome to Visa Companion. We take your privacy and the security of your information very seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services. By accessing or using Visa Companion, you agree to the terms of this Privacy Policy.

2. Definitions

For clarity:

• Personal Information means information that identifies you as an individual, such as your name, date of birth, identification number, or contact details.
• Sensitive Personal Information refers to special categories of data, including immigration, health, or financial records, where required to process your case.
• Services means the Visa Companion platform, including our website, software, and enterprise solutions.

3. Audience

This policy applies to:

• Visitors to our website or platform;
• Individual customers using Visa Companion services;
• Enterprise, law firm, and government contractor clients using Visa Companion's enterprise solutions.

4. Personal Information We Collect

We may collect:

• Identifying information – your name, date of birth, or ID number;
• Contact information – phone number, email, and address;
• Usage information – IP address, browser type, device type, and system information;
• Sensitive visa-related information – including immigration, health, or financial records where necessary to process your case.

We do not collect anonymous or de-identified information in ways that identify you personally.

5. How We Collect Information

• On registration or submission of forms or visa-related documents;
• When you communicate with us by email, chat, or phone;
• Automatically, via your browser or device when you access the website;
• Through cookies and tracking technologies that personalize your experience and improve functionality (see our Cookie Policy for more information).

6. How We Use Your Information

We use your information to:

• Provide and improve Visa Companion services;
• Process visa-related requests and support workflows;
• Communicate with you about updates, case progress, or promotional offers (with consent);
• Ensure security, compliance, and fraud prevention.

We will only process your personal information where we have a lawful basis to do so, including:

• Your consent;
• The performance of a contract with you;
• Compliance with legal obligations; or
• Our legitimate interests, provided these do not override your rights.

We will only process sensitive personal information where strictly necessary and with your consent or where required by law.

7. Data Privacy & Security Enhancements

• Compliance: We align with international standards, including GDPR and HIPAA-like safeguards for health-related visa documents.
• Zero-Data Retention Mode: Optional mode for sensitive users (law firms, enterprises, contractors) including, files and logs are deleted after the session.
• Client-Controlled Storage: Enterprise users may store files exclusively in their own environments (e.g., S3, OneDrive, Google Drive).
• Security Audits: We conduct regular independent security reviews and penetration testing.

8. Sharing Your Information

We may share your personal information with:

• Third-party service providers who support Visa Companion (cloud storage, payment processing, analytics), under strict confidentiality agreements;
• Regulators or authorities, where legally required;
• Affiliates or successors in the event of merger, acquisition, or restructuring.

We do not sell personal information.

9. Data Retention

We only keep your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless longer retention is required by law or consented by you. In zero-data retention mode, your information is permanently deleted immediately after session termination.

10. International Transfers

Your information may be stored or processed outside your country. By using Visa Companion, you consent to such transfers, provided appropriate safeguards are in place.

11. Your Rights

You may:

• Access, update, or delete your personal information;
• Opt out of promotional communications;
• Withdraw consent where processing is based on consent;
• Request restrictions on certain processing activities;
• Lodge a complaint with a relevant data protection authority.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted here with a revised date. Continued use of Visa Companion means you accept the updated terms.

13. Contact Us

If you have questions or concerns about this policy, please contact us:

Email: admin@visacompanion.ai