QVisa - Privacy Policy

Last updated: 15 April 2026

This Privacy Policy explains how QVisa ("QVisa", "we", "us", or "our") collects, uses, stores, and shares personal data when you use our visa appointment search and booking assistance services, website, forms, spreadsheets, and communication channels.

1. Data controller

The data controller responsible for your personal data is QVisa. See the site footer for contact details.

2. Personal data we collect

Depending on the service requested, we may collect:

full name, date of birth, nationality, gender, and passport details,
email address, phone number, WhatsApp, Telegram, and other contact details,
home address and residence information,
visa-related preferences and appointment requirements,
account credentials or access details provided for third-party booking systems where necessary,
booking confirmations, appointment history, and communication records,
payment-related information and invoicing details,
technical data such as IP address, browser information, device type, and website usage data.

3. How we collect personal data

We may collect personal data:

directly from you,
from your authorised representative, agent, or family member,
from forms, spreadsheets, emails, chat messages, and calls,
from third-party service providers and booking platforms where necessary,
automatically through website cookies and analytics tools.

4. Purposes of processing

We process personal data for the following purposes:

to review your booking request,
to search for and book visa appointments on your behalf,
to communicate with you about appointment availability and booking status,
to issue invoices and maintain accounting records,
to provide customer support,
to prevent fraud, misuse, and unauthorised activity,
to improve our website, services, and internal operations, and
to comply with legal and regulatory obligations.

5. Legal bases for processing

Depending on the circumstances, we process personal data on one or more of the following legal bases:

performance of a contract - where processing is necessary to provide the requested service,
legitimate interests - where necessary for service administration, fraud prevention, security, and business operations,
consent - where required for specific communications or optional processing,
legal obligation - where we must comply with applicable law, tax, or regulatory requirements.

6. Sharing of personal data

We do not sell your personal data.

We may share your personal data only where necessary with:

third-party booking platforms, including VFS Global where applicable,
embassies, consulates, and government authorities where necessary for the requested service,
payment processors, accountants, and invoicing providers,
email, SMS, hosting, cloud storage, and technical service providers,
legal, compliance, or law enforcement bodies where required by law or necessary to protect our rights.

7. International transfers

Some service providers or third-party booking systems may process personal data outside the European Economic Area. Where this happens, we take reasonable steps to ensure appropriate safeguards are in place as required by applicable law.

8. Data retention

We keep personal data only for as long as necessary for the purposes described in this Policy, including service delivery, recordkeeping, dispute handling, fraud prevention, and compliance with legal, tax, and regulatory obligations.

Retention periods may vary depending on the type of data and the nature of the service request. When data is no longer needed, we will delete it or anonymise it where reasonably possible.

9. Data security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your rights

Subject to applicable law, you may have the right to:

request access to your personal data,
request correction of inaccurate or incomplete data,
request deletion of your personal data,
request restriction of processing,
object to certain processing,
request data portability where applicable,
withdraw consent where processing is based on consent, without affecting prior lawful processing,
lodge a complaint with a competent data protection authority.

11. Cookies and analytics

Our website may use cookies and similar technologies to operate properly, analyse traffic, improve performance, and enhance the user experience.

You can control cookies through your browser settings. If you use analytics or advertising cookies, you should also implement a cookie notice or cookie banner where legally required.

12. Third-party websites

Our website or communications may contain links to third-party websites or services. We are not responsible for the privacy practices, content, or security of those third parties.

13. Data provided for other applicants

If you provide us with personal data relating to another person, including a spouse, child, dependent, or client, you confirm that you are authorised to do so and that you have informed them, where required, about this Privacy Policy.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version published on our website will apply from the stated update date.

15. Contact

If you have questions about this Privacy Policy or want to exercise your rights, please use the contact details in the site footer.