Privacy Policy

Visumservice provides services for both professional and personal clients. To provide our services to our customers, we need to process personal information. We value the privacy of all our customers, and process personal information in accordance with all relevant legislation and with respect of our customers. This privacy policy explains how we collect, process, retain and dispose personal information.

Visumservice, represented by the CEO, is the controller of the personal information processed by Visumservice. This is the case both when our customer is the traveler him- or herself and when the service order originates from a corporate customer.

Visumservice’s processing of personal information

The Visumservice services

The purpose of the processing of personal information in Visumservice is to handle the customer’s visa applications, the invoicing of our service and bookkeeping. Visumservice also processes some personal information with the purpose of direct marketing.

In Visumservice’ case handling, we process personal information electronically and by handling physical documents.

Visumservice’ primary case handling system is Visumservice Online. Our customers make their own personal profile online on the Visumservice Online platform. Customers can maintain their own personal information on the profile. Customers can also delete information from the profile, or remove the profile entirely.

In Visumservice online Visumservice processes information about:

  • Traveler’s name
  • Traveler’s address
  • Traveler’s phone number
  • Traveler’s e-mail address
  • Travel dates
  • Destination
  • Visa type
  • Passport details: passport number, issue date, expiry date, place of issue
  • Passport photo (picture of the applicant for use in the application process)

Information about our corporate customers are also stored in Visumservice Online.

Visumservice use an ERP system to handle invoicing. In the ERP system Visumservice processes customer’s contact information, customer’ invoices and which services they have received from Visumservice, including which country the travelers have traveled to and the reason for the travel (business, working permits, tourism). Visumservices retains the invoice information to comply with bookkeeping regulations and for statistical usage.

In the visa application process, Visumservice will often require additional information about the traveler after the initial customer order. Such additional can be completed application forms, guarantee letters or invitations. The additional information is sent to Visumservice through e-mail. Visumservice utilize a third-party e-mail service.

Sales information, such as contracts, customer addresses, communications log, meeting minutes and other relevant customer details, are stored in a CRM system.

All personal information in our information systems is only accessible for Visumservice caseworkers. To ensure case handling in a timely manner, we can always give a back-up caseworker access to your case information, if your primary caseworker is prevented from finishing your case.

Visumservice also processes personal information through the handling of physical passports. To safeguard the personal information in passports, we recommend that customers always send passports with a traceable form of shipment, or book collection of your documents through Visumservice.

Visumservice has put in place several controls in our workflow to ensure a secure processing of passport information, such as scanning a case bar code at critical intervals in the workflow to provide reliable track and trace functionality on all orders. All passports are kept in security lockers in our premises. Our premises has video surveillance and alarm systems with online communications with a security company.

Newsletters and advertising

Visumservice maintains a customer database in Visumservice Online. All customer will receive e-mail newsletters. Every newsletter from Visumservice contains information on how to unsubscribe from the newsletter.

Cookies

Our websites (such as www.visum.com) use cookies to enhance the user experience. A cookie is a small text file that is stored on your computer. The cookie saves your activity on Visumservice’s web sites (e.g. www.visum.com) and enables the sites to remember your preferences. Visumservice use cookies to store the ID of client sites, such as a travel company. We also use cookies for general usability enhancement.

If you do not accept cookies, you can switch off cookies in your web browser.

Visumservice use Google Analytics to analyze how the users navigate and use the site. Google Analytics provides Visumservice with information on which pages are most frequently visited, which site the users come from and at what times people use our site.

Sharing of personal information to third parties

Visumservice receives personal information directly from our private customers. We also receive personal information from third parties, such as travel agencies. If our agreement with third parties demands it, personal information is shared in accordance with the agreement.

When processing visa applications, Visumservice needs to transfer personal information to the relevant embassy.

Visumservice will otherwise not share personal information to third parties unless national enforcement or oversight authorities require this.

Your rights – transparency, deletion and correction

Visumservice processes personal information in accordance with EU Data Protection Directive (Directive 95/46/EC) and local privacy legislation.

Our customers provide us Visumservice with their personal information through Visumservice Online. The customer generates a personal profile, and decides what information is to be stored here and for how long.  Information is stored here until the customer deletes the information or removes their profile.

You have the right to transparency into personal information about yourself. Queries regarding transparency can be addressed to info@visumservice.com . In order to maintain confidentiality, we request that everyone asking for transparency into personal information to supply us with a valid ID.