Privacy Policy

Scope of this Policy

This Privacy Policy applies to all personal information collected by Gateway Visa Consultants (Pvt) Ltd ("Gateway Visa Consultants", "we", "us", or "our") through our website, social media channels, in-person consultations, email correspondence, telephone calls, and any other communication channels through which you interact with us.

By using our services or providing us with your personal information, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your personal information as described herein.

Information We Collect

We may collect the following types of personal information:

• Identity Information: Full name, date of birth, nationality, passport number, national identity card number, and other identification details.
• Contact Information: Email address, phone number, WhatsApp number, mailing address, and emergency contact details.
• Visa and Immigration Information: Passport details, travel history, visa application history, refusal notices, immigration documents, and any other information relevant to your visa application.
• Education and Employment Information: Academic qualifications, transcripts, employment history, professional certifications, and other background information.
• Financial Information: Bank statements, income details, proof of funds, tax information, and other financial documents required for visa applications.
• Health Information: Medical reports, health insurance details, and any other health-related information required for visa purposes.
• Family and Relationship Information: Marital status, spouse details, dependent information, family relationships, and other family-related information.
• Technical Information: IP address, browser type, device information, operating system, and usage data collected through cookies and similar technologies when you visit our website.
• Communication Information: Records of your communications with us, including emails, messages, call recordings, and consultation notes.

How We Collect Information

We collect personal information through the following channels:

• Directly from you: When you submit enquiry forms, book consultations, provide documents, communicate with us via email, phone, or in-person meetings.
• Through our website: When you use our contact forms, consultation booking forms, or interact with our website features.
• Through third parties: When you provide consent for us to receive information from educational institutions, employers, or other relevant third parties.
• From public sources: Where permitted by law, we may collect information from publicly available sources to verify or supplement the information you provide.
• Through cookies and tracking technologies: When you visit our website, we may automatically collect technical information to improve your user experience.

Why We Collect and Use Your Information

We collect and use your personal information for the following purposes:

• To provide visa consultancy services: Processing visa applications, assessing eligibility, reviewing documents, and providing professional advice.
• To communicate with you: Responding to enquiries, providing updates on your application, scheduling consultations, and sending important service-related communications.
• To improve our services: Analysing how you use our services, gathering feedback, and enhancing our service delivery.
• To comply with legal obligations: Fulfilling our legal and regulatory obligations, including record-keeping and reporting requirements.
• To protect our legitimate interests: Preventing fraud, ensuring security, and protecting our rights and property.
• To send marketing communications: With your consent, we may send you promotional offers, newsletters, and updates about our services. You can opt out at any time.

Legal Basis for Processing

We process your personal information based on one or more of the following legal grounds:

• Contractual Necessity: Processing is necessary for the performance of a contract with you, such as providing visa consultancy services.
• Consent: You have given us explicit consent to process your personal information for specific purposes.
• Legal Obligation: Processing is required to comply with applicable laws and regulations.
• Legitimate Interests: Processing is necessary for our legitimate business interests, provided that such interests are not overridden by your data protection rights.

Sharing and Disclosure

We may share your personal information with the following parties, only to the extent necessary:

• Visa Authorities and Embassies: Immigration departments, embassies, and consulates for the purpose of processing your visa application.
• Service Providers: Third-party service providers who assist us in delivering our services, such as document translation services, courier services, and IT service providers.
• Legal and Regulatory Authorities: Where required by law, we may disclose information to government agencies, courts, and law enforcement bodies.
• Professional Advisors: Legal advisors, auditors, and other professional advisors who assist us in managing our business.
• Business Partners: With your explicit consent, we may share information with educational institutions and other business partners relevant to your visa application.

We ensure that all third parties with whom we share your information are bound by appropriate data protection obligations and use your information only for the purposes specified by us.

International Data Transfers

As a visa consultancy, we may need to transfer your personal information to countries outside Sri Lanka, including the countries to which you are applying for a visa. These countries may have different data protection laws than Sri Lanka.

When transferring your data internationally, we take appropriate measures to ensure that your personal information receives an adequate level of protection. This includes relying on standard contractual clauses, obtaining your explicit consent, or ensuring that the recipient country provides adequate data protection safeguards.

Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

Generally, we retain your personal information for the following periods:

• Visa Application Records: We retain your visa application records for up to 7 years after the completion of your application to comply with legal and regulatory requirements.
• Client Records: We retain general client records for up to 5 years after our last interaction with you, unless a longer retention period is required by law.
• Enquiry Records: Enquiry records are retained for up to 2 years for administrative and analytical purposes.

After the retention period expires, we will securely delete or anonymise your personal information.

Data Security

We are committed to protecting your personal information from unauthorised access, use, disclosure, alteration, or destruction. We implement and maintain appropriate technical, administrative, and physical security measures to safeguard your information, including:

• Encryption: We use encryption protocols to protect data transmitted over the internet.
• Access Controls: Access to your personal information is restricted to authorised personnel who need it to perform their duties.
• Secure Storage: Your data is stored on secure servers with appropriate firewalls and security systems.
• Staff Training: Our employees are trained on data protection and privacy best practices.
• Regular Audits: We conduct regular security audits and vulnerability assessments.

Your Rights

You have the following rights regarding your personal information:

• Right of Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You have the right to request corrections to any inaccurate or incomplete personal information.
• Right to Erasure: You have the right to request deletion of your personal information in certain circumstances.
• Right to Restriction of Processing: You have the right to request restriction of processing of your personal information in certain circumstances.
• Right to Data Portability: You have the right to request transfer of your personal information to another service provider.
• Right to Object: You have the right to object to processing of your personal information for direct marketing purposes or based on legitimate interests.
• Right to Withdraw Consent: Where we rely on your consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details provided in Section 14. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

Cookies

Our website uses cookies and similar tracking technologies to enhance your user experience, analyse website traffic, and personalise content. Cookies are small text files that are stored on your device when you visit our website.

We use the following types of cookies:

• Essential Cookies: These cookies are necessary for the proper functioning of our website and cannot be disabled.
• Analytics Cookies: These cookies help us understand how visitors interact with our website, which helps us improve our services.
• Preference Cookies: These cookies remember your preferences and settings for future visits.

You can control or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality of our website.

Children's Privacy

Our services are designed for individuals who are 18 years of age or older. We do not knowingly collect or process personal information from children under the age of 18 without verifiable parental or guardian consent.

If we become aware that we have collected personal information from a child under 18 without appropriate consent, we will take steps to delete that information as soon as possible.

Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make significant changes, we will notify you through our website or via email.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. The effective date at the top of this policy indicates when it was last updated.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us using the following details: