VisaWire Privacy Policy

Effective Date: April 3, 2025
Last Updated: April 3, 2025

1. Introduction

VisaWire ("we", "us", or "our") is committed to protecting your personal information and ensuring transparency about our data processing activities. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data — including the limited use of Artificial Intelligence (AI) services.

Important Note: VisaWire provides administrative and procedural support for visa-related services. We do not provide legal or immigration advice. Users should consult licensed immigration professionals or official authorities for guidance specific to their situation.

2. Scope

This policy applies to all personal data processed in connection with:

• Our direct-to-consumer services
• Employer-sponsored visa applications
• Partnerships with intermediaries (e.g., HR platforms, airlines)

It is compliant with the Personal Data Protection Law (PDPL) of the Kingdom of Saudi Arabia and applicable data protection laws in the Kingdom of Bahrain.

3. Data We Collect

We collect only the minimum data necessary for each service:

1. Personal Information: Full name, address, email, phone number, date of birth.
2. Sensitive Information: Passport and ID details, financial documents (if required).
3. Technical Data: IP address, browser type, access logs.

4. How We Collect Data

• Directly from You: Via our platform, web forms, or customer support channels.
• From Employers/Partners: If your employer or an intermediary provides your data (they must confirm your consent was obtained).
• Automated Tools: Cookies or tracking technologies to enhance website functionality.

5. Purpose of Processing

We process your personal data to:

1. Support Visa Applications: Populate forms, validate documents, liaise with visa authorities.
2. Provide Customer Support: Answer inquiries and improve service efficiency.
3. Use AI Tools Responsibly: Automate document population or data extraction — always with human review.

6. AI Transparency

1. Where AI is Used: Tasks like OCR (optical character recognition), data extraction from document scans, and automated form-filling.
2. Human Oversight: All AI-processed results are reviewed by trained staff before submission.
3. AI Limitations: While AI assists us, it may occasionally make errors. We monitor and correct issues promptly.

7. Legal Basis for Processing

Our processing is based on:

• Your Consent: For collecting sensitive data or storing information for reuse.
• Contractual Necessity: To fulfill visa-related services you (or your employer) request.
• Legitimate Interests: For service improvement — only where this does not override your rights.

8. Data Retention

We retain your data only as long as necessary:

• Visa Applications: While your application is active.
• After Completion: For a maximum of 6 months, unless you opt in to reuse your data for faster future applications (retention of up to 2 years).
• By Default: We do not retain your data for reuse unless you actively opt in on our platform.

After these periods, data is either deleted or anonymised unless further retention is required by law.

9. Data Sharing and International Transfers

1. Third Parties: We work with vetted service providers (e.g., OCR or document verification tools).
2. Visa Authorities: Data is submitted to embassies or immigration bodies as required.
3. International Transfers: If data is transferred outside Bahrain or Saudi Arabia, we ensure an adequate level of protection, including contracts where required by law.

10. Security Measures

We implement safeguards to protect your data:

• Encryption: Data is encrypted at rest (AES-256) and in transit (TLS 1.2+).
• Access Controls: Only authorized staff access your data.
• Incident Response: We monitor systems and conduct regular tests to prevent and respond to breaches.

11. Your Rights

You have the right to:

1. Access your data (get a copy)
2. Correct inaccuracies
3. Request Deletion (unless legally required to retain)
4. Withdraw Consent at any time
5. Object to certain types of processing
6. Lodge a Complaint with the relevant data protection authority

We respond to rights requests within 30 days. Contact us at [email protected].

12. Updates to This Policy

We may update this Privacy Policy to reflect changes in law, technology, or our practices. If material changes occur, we will notify users via our website or other appropriate channels.

13. Contact Us

For questions, concerns, or to exercise your data rights:

• Email: [email protected]

By using VisaWire, you acknowledge and agree to the processing of your data as described in this Privacy Policy.