Privacy Policy (GDPR)

Last updated: 14 November 2025

This Privacy Policy explains how vntravelvisa.com (“we”, “us”, “our”) collects, uses, stores, and protects personal data in accordance with the General Data Protection Regulation (GDPR). By using our website and services, you agree to the practices described in this policy.

1. Data Controller

The Data Controller responsible for your personal data is:

vntravelvisa.com
Email: support@vntravelvisa.com
Website: https://vntravelvisa.com

2. Personal Data We Collect

We collect the following categories of personal data to provide visa assistance services:

Personal Contact Information

  • Full name
  • Residential address
  • Email address
  • Phone number

Emergency Contact Information (if provided)

  • Full name of emergency contact
  • Phone number of emergency contact
  • Address of emergency contact
  • Relationship to the applicant

Identity & Travel Documents

  • Passport photo (passport page image)
  • Portrait photo (required for visa application)

Technical Data (automatically collected)

  • IP address
  • Browser type and version
  • Device information
  • Pages visited and usage patterns

3. Purposes of Data Processing

a. Visa Application Assistance

We use your data to:

  • Prepare and submit visa application forms
  • Verify identity and travel details
  • Submit required documents to embassies and visa centers
  • Provide emergency contact information when required
  • Communicate with you about application status and updates

b. Customer Support

To respond to questions and provide service-related communication.

c. Legal and Compliance

To comply with immigration requirements, fraud prevention, and legal obligations.

d. Analytics & Security

Technical data helps us maintain website security, detect abuse, and improve service stability.

4. Legal Basis for Processing

  • Contract (Art. 6(1)(b)) – processing is necessary to deliver visa assistance services.
  • Consent (Art. 6(1)(a)) – especially for passport photos, portrait photos, and emergency contact details.
  • Legal obligation (Art. 6(1)(c)) – required by immigration rules or authorities.
  • Legitimate interests (Art. 6(1)(f)) – security, fraud prevention, and service improvement.

5. Data Retention

Passport & Portrait Photos

Passport and portrait photos are stored only for visa preparation and are automatically deleted after 14 days.

Contact & Application Data

Retained only for:

  • the duration of the visa application process
  • legal or regulatory retention requirements

Technical Logs

Stored up to 30 days, unless needed longer for security or legal reasons.

6. Data Sharing

We do not sell personal data. Sharing occurs only when necessary:

a. Embassies & Visa Authorities

Required for submitting visa applications, including emergency contact details when requested.

b. Service Providers

For secure hosting, communication, IT support, and encrypted storage. Providers act under GDPR data processing agreements.

c. Legal Requirements

We may share data if required by law, court order, or immigration authorities.

7. International Data Transfers

Visa processing often requires transferring data outside the EU/EEA. Transfers occur only when necessary to submit your application and are done securely.

8. Your GDPR Rights

  • Right to access – request a copy of your personal data.
  • Right to rectification – correct inaccurate data.
  • Right to erasure – request deletion of your data.
  • Right to restrict processing.
  • Right to data portability.
  • Right to object.
  • Right to withdraw consent at any time.

To exercise your rights, contact us at: support@vntravelvisa.com.

9. Security Measures

We use encryption, access controls, secure servers, and regular audits to protect your data. However, no method of transmission is 100% secure.

10. Cookies

We use cookies only for essential functionality and analytics. See our Cookies Policy for more details.

11. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect data from minors.

12. Changes to This Policy

We may update this Privacy Policy to reflect legal or operational changes. The updated version will include a new “Last updated” date.

13. Contact Us

For privacy-related inquiries, contact us:

Email: support@vntravelvisa.com
Website: https://vntravelvisa.com