29 May 2018
• The information that we collect
• How the information we collect is used
• GDPR compliance
• How we collect information
• How we protect your information
• Deleting your information
• How to opt out of Further Communication
The Information we collect
In order to provide immigration advice and/or manage your visa application we may collect and request information from you via our website, by e-mail, telephone, letter or through our JotForm link to our CRM.
This information may include your name, title, company, address, telephone number, date of birth, e-mail address, personal and family information, cv, educational background, employment history, salary details, travel history, business plans and financial records.
How information is used
UK Visas may share the personal information with third parties for the following purposes:
• To complete your sponsor licence application and/or comply with/respond to Home Office requests for information as part of their decision-making process or compliance.
• To prepare and complete your visa application, either in the UK or overseas, as necessary to provide visa and immigration services to you and your family, including disclosure to government agencies in the form of applications, passport details, photographs, and other supporting documentation required by the UKVI or its overseas affiliates, such as invitations, education qualifications, marriage documentation, relatives’ birth and marriage certificates, and translations.
• Share data with companies that provide services to assist us with our business activities in visa and immigration request fulfilment. Any sharing of data is subject to EU GDPR requirements outlined below.
• As required by law in response to requests by public authorities including meeting national security or law enforcement requirements.
UK Visas may also use your email address to send you reminders of expiring visas, passports, or immigration status, and to update you about changes to immigration rules. If you would like to discontinue receiving this information see the How to opt-out of further communications section below.
General Data Protection Regulation (GDPR) Compliance
UK Visas collects and processes personal information in order to prepare and submit your visa application. This information is collected and processed on the basis of the contract between us but the additional sensitive personal information is collected and processed under the lawful basis of consent. By placing the order and giving your consent, you are giving UK Visas the following rights:
• The right to collect your personal information
• The right to process your personal information
• The right to share your personal information with third party providers and government entities as needed, such as Government authorities, visa application centres, invitation providers and/or translators/solicitors relevant to your request for services.
At any time, you have the right to request that UK Visas erases the personal information you have provided to us. UK Visas will acknowledge your request and determine if we are legally allowed to oblige the request. We will then either inform you that your data has been removed from our systems or let you know the date that we are legally allowed to remove said data from our systems.
You also have the right to access your personal information held by UK Visas. To make a request for access to your data, a personal appearance is required at our office at Alphacom House, 8A Oakhill Road, Horsham RH13 5SB. After validating the identity of the requestor, UK Visas will provide your personal information in accordance with our policies.
How we collect information
We may collect personal information from you by asking that you provide it to us. We will only collect information that is needed to help us provide the service you request.
In addition, our website uses a number of cookies to gain access to, and store data on, our visitor’s computers. Our current assessment of the cookies used by our website is as follows:
• First-party cookies are used to monitor how our clients and visitors find and use our website. We report on this activity in aggregate, and use this information solely for the purposes of improving the functionality of, and monitoring our website.
• Session ID (PHPSESSID) – We use these to keep track of your movement from page to page, so you don’t get asked for the same information that you have already given to our site.
• Consent cookie –These are used to keep track of whether or not the user has granted consent for cookies to be stored on their computer.
• We believe there is no reason for our website visitors to be concerned about the privacy implications of any of the cookies we use, but we do understand that you may need to be made aware of the intention and scope of data stored in the cookies, which are created or updated on your computer when you visit our website. You always have the option to delete these cookies from your computer between visits to our website if desired.
How we protect your information
Protecting personal information we receive from you is of crucial importance to UK Visas. While there is always some risk involved with transmitting information over the internet, we strive to protect against the misuse of any personal information that we receive from you via our website. Our data is protected by Industry endorsed Transport Layer Security (TLS) technology which is the most widely deployed security protocol used today.
Deleting your information
UK Visas retain your information for at least six years to comply with our legal obligations, Home Office auditing requirements, resolve disputes, and enforce our agreements. At the end of such period, we may, at our discretion, destroy such personal data without notice to you.
How to opt out of further communication
UK Visas send out e-mails on an irregular basis to the Authorising Officers of our sponsor clients who have agreed to receive such e-mails. Recipients may unsubscribe from our list at any time by clicking the “unsubscribe” button at the bottom of each newsletter.
In addition we e-mail clients directly at such times as they may require additional support – such as extending their right to remain in the UK. Any clients not wishing to be contacted by UK Visas may advise us at the completion of our current work for them, and this will be noted on our CRM to prevent any future communications from us to you.