Privacy Policy

VDash Privacy Notice

VDASH PRIVACY NOTICE
LAST UPDATED:  26 June 2019

1. What this VDash’s Privacy notice applies to
This “Privacy Notice” explains how VDash Limited (collectively “VDash “, or “we“, or “us“, or “our“) collects, uses and process your personal information in connection with the use of our services. It also explains your choices for how we handle your personal information. We may change this Notice from time to time so please check this page occasionally to ensure that you are happy with any changes.

2. Who are we?
VDash are suppliers of visa management services. VDash is a digital application providing smart, secure and simplified options for travellers to obtain visas, supplemented with travel management reporting.

3. Who is responsible for your personal data?
a. When uploading the information in the VDash platform system then VDash is the Data Controller.
b. When you select a visa and the information is collected and sent to the Diplomatic Mission, then the Government and its designated authorities of the country you are applying for a visa is responsible for processing the personal data you provide in the visa application form and for the data received about you in connection with processing your case (Data Controller for visa applications).   Please ensure to see the Privacy Notice of the Mission you are applying for in order to know more about how they process your data.

Contact information of the data controllers.
The contact information of VDash is:21-23 Dorset Square, London, United Kingdom, NW1 6QE

The contact information of the Data Controller for visa applications can be found at the relevant Diplomatic Mission website.

4. How do we collect information about you?
We collect information about you when you use our website, or request our services. This information is collected when you contact us via e-mail, telephone or by Web-Chat, or when you provide these details in a web form on our websites.

5. What personal data do we collect?  

a. We collect the following types of personal data from you:  
The data we collected when you apply for a visa:
Biometric
-
Photograph
- Previous visa details
Contact Information
-
Email Address
- Home Address
- Phone Numbers
- Place of Staying
Education & Skills
-
Address of University
- Name of University
- Scholarship Holder
- Name of body sponsoring scholarship holder
- Start date of course
Employment Information
-
Job Sector
- Occupation/Profession
- Company Name & Address
Family Information
-
Family reestablishment-Family link
Financial
-
Bank account information
Government Identifiers
-
National Identification Number
- Passport Number
- Passport Expiry
- Passport Issue place
Personal Identification
-
Age
- Date of Birth
- First Name
- Last Name
- Gender
- Marital Status
- Nationality
- Nationality at Birth
- Place Of Birth
- Height
- Weight
- Racial or Ethnic Origin
- Religion/ Religious beliefs
- Signature
Social
-
Social Media account
- Social Media contact
Travel & Expense
-
Address of Host
- Name of Host
- Name of Person inviting or responsible
- Relationship between Applicant & Host
- EU Contact name & Address
- Sponsor Details

It is important to note that the information needed for applying for a visa is always determined by the country you are applying for and never by VDash; hence the list provided above is not an exhaustive list and may depend on: The country you intend to apply for a visa.The type of visa you apply for.

b. Data we collect when you are visiting our website (Browsing Information):
- Date and time of website visit
- Name and URL of the retrieved file
- Website from which access is made (referrer URL), used browser
- The operating system of your computer or device as well as the name of your access provider( if applicable)
- IP Address

6. How do we collect your personal data?
 

We collect your personal data in the following ways:  

a. When you sign-up to know more about our services, we collect certain personal data such as email address.
b. When you provide data to enable us to apply for a visa on your behalf.
c. When you visit our website, we collect personal data about your use of it such as frequency of use and time of access.

7. What do we use your personal data for?  

We may use your personal data for the following purposes (“Processing Purposes”):  

a. Enrolling you in the VDash service. For this, we collect your contact details. The lawful basis for this processing is consent.
b. To collate information to assist you in the visa application process. For this we collect the data listed above (which may depend on the visa you are applying for). The lawful basis for this processing is consent.

8. Who do we share your information with?
We will not disclose your personal information to third parties without your consent. We may share your contact information with other partners where it is necessary for the processing of your requests or to deliver an additional service that you have requested for. As an example, if you have asked us to deliver your travel document to your home or office.

We only use partners that have sufficient data protection measures in place. We will only disclose personal information when requested by authorities and only if that request is supported by a court order.

9. Third Party Product Providers we work in association with:
We work closely with a small number of third-party product providers to bring you a range of quality and reliable services designed to provide you the best application process experience. For example, when you pay for your visa application we will use a trusted payment service provider. This third-party provider will use your details to process your payments and carry out their obligations arising from any applicable laws. In some cases, they will be acting as a Data Controller of your information and therefore we advise you to read their Privacy Notice.  These third-party service providers may share your information with us which we will use in accordance with this Privacy Notice.

10. Transferring your information off-shore:
We will transfer your personal information, internally within VDash, to one of our data centres located in Ireland.  If you would like to know more about our data transfer practices, please contact our Data Protection Officer .

11. Personal data retention
We store your personal data only for as long as it is required for the purposes for which you give the data to us for. After your data is no longer required to fulfil our contract with you, your data will be deleted.

12. Your rights

You have certain rights under the GDPR with regards to the personal information you provided when requesting our services. These rights are:

Information and correction
You can receive information from us at any time free of charge if personal data about you are processed by us and also concretely know which data about you is stored. You will also have the right to know the details of the exact data that is stored. The accuracy of your information is important to us.  You may correct or amend your personal information if it is inaccurate or requires updating.

Deletion, restriction and the right to be forgotten
You can request that we that we temporarily or permanently stop processing all or some of your personal data or in accordance with Art. 17 GDPR, demand the deletion of your personal data stored by us.

Data portability
You have the right to request a copy of your personal data in electronic format and the right to transmit that personal data for use in another party’s service.

Right to object
Our “Lawful basis” is the basis of your consent and you can withdraw your consent at any time. You can submit such request  to us by email or to  our postal address provided above. We may request specific information from you to help us confirm your identity and process your request. Applicable law may require or permit us to decline your request. Mandatory and legal provisions, as applicable in certain jurisdictions may require or permit us to decline your request and declining such request shall be supported with appropriate reasoning, subject to legal restrictions.

Right to complain to supervisory authority
You also have the right of appeal to the competent supervisory authority as well as the possibility of seeking legal remedies.  

You can exercise your above explained by contacting us at privacy@visadash.com or submitting a data subject request.

It is important to note that after you have submitted your visa application if you want to exercise your data protection rights, you must direct your query to the corresponding country/ authority you are applying a visa for.

13. How you can access and update your information?
You have the right to ask for a copy of the information VDash holds about you. This does not apply to personal information you have provided in support of your visa application, for this you must contact the diplomatic mission whose visa you have applied for.
If you request access to your personal information, we will gladly comply, subject to any relevant legal requirements and exemptions. Before providing data to you, we will ask for proof of identity and sufficient information about your interaction with us so that we can locate any relevant data. We may also charge you a fee for providing you with a copy of your data (except where this is not permissible under local law).

14. Complaints. If you feel that your personal information has been handled incorrectly or you have a complaint about how your personal information is processed, you have the right to complain. You can complain to our Data Protection Officer, or the Data Protection Authority in your country, outlining how you think your rights may have been impacted by the data processing performed by VDash.

15. Security
The security of your personal information is important to us. We take a number of organizational, technical and physical measures designed to protect the personal information we collect, both during transmission and once we receive it. Our security is subject to constant improvement and our security policies are constantly being revised.

16. Security precautions in place to protect against the loss, misuse or alteration of your information.When you give us personal information, we take steps to ensure that it is treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected. On our websites when you are on a secure page, a lock icon  will appear in the address bar of most web browsers. This means the transfer of information from your browser to our webservers is encrypted to keep it safe.Please bear in mind that emails are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, do not include personal information in an email when you communicate with us, if you do, you do so at your own risk.

17. Cookies and similar technologies
Please, see our Cookie Policy.

18. Analytics tools  
Typeform
On this website or in e-mails you receive from us, there might be links included to Typeform. Typeform is a product to provide answers to your questions. The operator of Typeform is the company Typeform, with registered address Carrer de Bac de Roda, 163, 08018 Barcelona, Spain. We only save the information you enter in the provided form and only for the given purpose mentioned in the Typeform survey description. Wherever possible, we commit to anonymising data to further ensure the protection of our users. Any personal data collected that is not necessary for the execution of the task shall not be used and will be deleted. The data we collect will be routinely pseudonymised and later deleted, as long as they are no longer required to fulfil the legitimate interest. Typeform is further explained under the following link: https://admin.typeform.com/to/dwk6gt

Google Analytics  
We use Google Analytics, a web analytics service provided by Google Inc., for the purpose of designing and continuously optimizing our pages www.google.com/intl/en/about (1600 Amphitheater Parkway, Mountain View, CA 94043, USA, hereafter "Google"). In this context, pseudonymized usage profiles are created and cookies are used. The information generated by the cookie about your use of this website such as:
- Browser type / version,
- Used operating system,
- Referrer URL (the previously visited page),
- Time of server request,  

All information is transmitted and stored on Google servers in the US. For the US, there is a European Commission adequacy decision (EU / US Privacy Shield) under which Google is certified. The information is used to evaluate the use of the website, to compile reports on website activity and to provide other services related to website activity and internet usage for the purposes of market research and tailor-made website design. This information may also be transferred to third parties if required by law or if third parties process this data in the order. Under no circumstances will your IP address be merged with any other data provided by Google. The IP addresses are anonymized, so that an assignment is not possible (IP masking).You can prevent the installation of cookies by setting the browser software accordingly; however, we point out that in this case not all features of this website may be fully exploited. In addition, you may prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) and the processing of this data by Google by downloading and installing a browser add-on https://tools.google.com/dlpage/gaoptout

For further information about privacy related to Google Analytics, see the Google Analytics Help Center.  

Hotjar  
We use HotJar (Level2, St Julian’s Business Centre, 3, Elia Zammit Street, St Julian’s STJ 1000, Malta) to record anonymous user session and for the purpose of site analysis and optimization. No personally identified user data is captured or stored by this service.

Intercom  
We use third-party analytics services to help understand your usage of our services. In particular, we provide a limited amount of your information (such as sign-up date and some personal information like your email address) to Intercom, Inc. (“Intercom”) and utilize Intercom to collect data for analytics purposes when you visit our website or use our product. As a data processor acting on our behalf, Intercom analyzes your use of our website and/or product and tracks our relationship by way of cookies and similar technologies so that we can improve our service to you. For more information on Intercom's use of cookies, please visit https://www.intercom.com/terms-and-policies#cookie-policy. We may also use Intercom as a medium for communications, either through email, or through messages within our product(s). As part of our service agreements, Intercom collects publicly available contact and social information related to you, such as your email address, gender, company, job title, photos, website URLs, social network handles and physical addresses, to enhance your user experience. For more information on the privacy practices of Intercom, please visit https://www.intercom.com/terms-and-policies#privacy. Intercom’s services are governed by Intercom’s terms of use which can be found at https://www.intercom.com/terms-and-policies#terms. If you would like to opt out of having this information collected by or submitted to Intercom, please contact us.

Zendesk
In order to process submitted requests, especially those directed to our customer service team (“Customer Support”), we use the helpdesk system Zendesk. The according functions are supplied by Zendesk, Inc., 989 Market Street #300, San Francisco, CA 94102, USA.
As part of customer support, the following data are saved in Zendesk to enable order processing: Name, email address, telephone number, country, VDash application reference number.

You can find more information in the Zendesk privacy policy.

19. Profiling.
Profiling is any form of automated processing of personal information in order to analyse or predict behaviour. VDash  may use trusted website analytics partners for helping us to develop a better user experience and to improve our website. For example, how long a user spends on a particular webpage will indicate to us how user-friendly the page is. None of your personal information is collected or passed to our analytics partners or third parties. This analysis is provided via analytics cookies. We provide the choice for you to accept or refuse the use of cookies when you visit our websites and we also provide a facility for you to disable the analytics cookies.

20. Links to other websites.
Our websites may contain links to other websites run by other organisations. This Privacy Notice applies only to this website‚ so we encourage you to read the privacy statements on the other websites you visit. Please, note that, if you link from our website to another website, or if you follow a link to arrive at our website, we cannot be responsible for the privacy policies and practices of those third-party website and we recommend that you check the Privacy Notice of that third-party website.

21. Update to this Privacy Notice  
This Privacy Notice is subject to modifications and amendments as may be required or deemed necessary. As a result of the further development of our website and offers thereof or due to changed legal or official requirements, it may be necessary to change this Privacy Notice. The current Privacy Notice can be viewed and printed by you at any time on the website at https://www.visadash.com/privacy-policy
This policy is to be read with and subject to laws, rules and regulations as effective from time to time.    

22. Contact us:
We understand that you may have questions about this Statement or our privacy practices. Please feel free to contact us in one of the following ways:

VDash Data Protection Officer:
Email: privacy@visadash.com

Postal Address: 21-23 Dorset Square, London, United Kingdom, NW1 6QE

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