Effective Date: 01-08-2025
Last Updated: 22-08-2025
The Visa Coach (“we,” “our,” “us”) respects your trust and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, process, and safeguard your data when you interact with our website www.thevisacoach.in, communicate with our team, or use our consultancy services related to travel documentation, coaching, and advisory support.
By accessing our website or engaging with our services, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our services.
1. Introduction
The Visa Coach is a private, MSME-registered consultancy based in India. We provide documentation guidance, training, study abroad coaching, and tourist/travel support services. We are not affiliated with any embassy, consulate, or government authority.
This Privacy Policy is designed to:
- Explain what information we collect.
- Describe how we use and protect it.
- Share your rights and choices regarding your personal information.
- Maintain transparency in all our practices.
2. Information We Collect
We may collect and process the following categories of information:
a) Personal Identification Information
- Full name, gender, date of birth, nationality.
- Passport number or government-issued ID (only where necessary for document support).
- Contact details including email address, phone number, and residential address.
b) Educational and Professional Information
- Academic records, transcripts, certificates, and training details (when related to study abroad or professional documentation support).
- Employment details, offer letters, or business records (if required for travel documentation).
c) Travel Information
- Intended travel dates, destinations, and itinerary.
- Copies of dummy bookings, flight reservations, or hotel confirmations we prepare on your behalf.
d) Financial Information
- Limited payment details such as transaction IDs, payment method (UPI, net banking, card, etc.).
- We do not store full credit/debit card details. Payments are processed through secure third-party gateways.
e) Technical Information
- IP address, browser type, operating system.
- Cookies, session data, and analytics information for improving user experience.
3. How We Collect Information
We collect information in the following ways:
- Directly from you via online forms, emails, or phone consultations.
- Through uploaded documents you voluntarily provide for our consultancy services.
- From cookies, log files, and analytics tools when you visit our website.
- From third-party payment processors when you complete transactions.
4. Purpose of Data Collection
We collect and use your information strictly for legitimate and service-oriented purposes, including but not limited to:
- Service Delivery – Preparing documents, travel itineraries, cover letters, SOPs, and advisory services.
- Compliance – Meeting embassy or documentation checklist requirements where applicable.
- Communication – Sending service updates, reminders, and responses to your inquiries.
- Payment Processing – Recording payments and issuing invoices.
- Website Improvement – Analyzing site usage and tailoring content to user needs.
- Fraud Prevention – Verifying identity and preventing misuse of our services.
5. Legal Basis for Processing (GDPR & Indian Standards)
Our processing of personal data is based on:
- Consent: You voluntarily provide data when using our services.
- Contractual necessity: To deliver the services you have requested.
- Legal obligations: To comply with laws and government requirements.
- Legitimate interests: To improve services and prevent misuse.
6. How We Use and Share Information
We do not sell, rent, or trade your personal information. We may share data in the following circumstances:
- With service providers – e.g., travel insurance partners, translation or apostille services.
- With payment processors – For secure completion of payments.
- With authorities – If required by law, subpoena, or legal process.
- With your explicit consent – When you authorize us to share with a third party.
7. Cookies and Tracking Technologies
Our website uses cookies and analytics tools to:
- Enhance browsing experience.
- Track session activity and traffic.
- Personalize content and marketing (where permitted).
You may disable cookies in your browser, though this may affect website functionality.
8. Data Retention
- We retain your personal data only for as long as necessary to provide services or comply with legal obligations.
- Financial and invoice records may be stored for up to 7 years, as required by tax laws.
- Non-essential documents (dummy bookings, drafts) are deleted after service completion unless you request otherwise.
9. Data Security
We implement strict security measures to protect your data:
- SSL encryption for website and data transfer.
- Restricted access to sensitive files.
- Secure cloud storage with authentication protocols.
- Regular monitoring for unauthorized access attempts.
However, no online transmission is 100% secure. While we strive to safeguard your data, we cannot guarantee absolute security.
10. International Data Transfers
If your documents or applications are related to foreign destinations, your data may be transmitted to service providers or partners outside India. We ensure such transfers comply with international data protection standards.
11. Your Rights
Depending on applicable law, you may have the right to:
- Access the personal data we hold about you.
- Request corrections or updates.
- Request deletion of your data (subject to legal obligations).
- Withdraw consent for certain processing activities.
- Object to direct marketing or automated decision-making.
Requests can be made by contacting us at info@thevisacoach.in.
12. Third-Party Links
Our website may contain links to external sites. We are not responsible for the privacy practices of those websites. Please review their policies before sharing personal data.
13. Children’s Privacy
Our services are not intended for children under 18 years of age. We do not knowingly collect data from minors. If discovered, such data will be deleted immediately.
14. Updates to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on our website with the revised date. Continued use of our services after updates indicates your acceptance of the revised policy.
15. Grievance Redressal & Contact Information
If you have concerns regarding privacy or data handling, you may contact our Data Protection Officer (DPO):
The Visa Coach – Privacy Team
208, Studio Apartment, Sector 16B, Dwarka, New Delhi – 110078
Email: info@thevisacoach.in
Phone: +91-9717293001
We aim to acknowledge and respond to complaints within 30 business days.
16. Acknowledgment
By using our services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.
