Privacy Policy

1. Introduction

CheckVisaDocs ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our visa document verification service. Given the sensitive nature of immigration documents, we take extraordinary measures to protect your data.

2. Information We Collect

2.1 Personal Information

We collect information you provide directly to us:

• Account information: name, email address, phone number
• Billing information: payment card details (processed securely via third-party providers)
• Profile information: nationality, visa type, application details

2.2 Document Information

When you use our verification services, we process:

• Uploaded visa application documents
• Supporting documents (passports, financial statements, letters, etc.)
• Document metadata (file type, size, upload date)

2.3 Automatically Collected Information

• Device information: browser type, operating system, device identifiers
• Usage data: pages visited, features used, timestamps
• IP address and approximate location
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To verify your documents using AI and human experts
• Account Management: To create and maintain your account
• Payment Processing: To process transactions and send billing notifications
• Communication: To send verification results, updates, and support messages
• Service Improvement: To analyze usage patterns and improve our AI models
• Legal Compliance: To comply with legal obligations and protect our rights
• Security: To detect and prevent fraud or unauthorized access

4. Document Storage & Retention

We implement stringent security measures for your sensitive documents:

• Private Cloud Storage: All documents are stored in a private Amazon S3 bucket with restricted access
• Encryption: All documents are encrypted at rest (AES-256) and in transit (TLS 1.3)
• Limited Access: Only authorized personnel and AI systems can access documents
• Automatic Deletion: Documents are automatically deleted 3 months (90 days) after upload
• Secure Infrastructure: Data is stored in SOC 2 compliant AWS data centers

5. Information Sharing

We may share your information with:

• OpenAI: Your uploaded documents are sent to OpenAI for AI-powered analysis when using the AI Document Check feature
• Immigration Consultants: For Expert Review services (with your consent)
• Immigration Lawyers: For Immigration Case matching (with your explicit consent)
• Service Providers: Payment processors (Stripe), cloud hosting, and analytics providers
• Legal Authorities: When required by law or to protect our rights

We never sell your personal information to third parties. Your documents are only shared with OpenAI for AI analysis purposes as part of the service you have consented to use.

6. AI Processing & OpenAI Data Sharing

When you use our AI Document Check feature, your uploaded documents are transmitted to OpenAI (a third-party AI service provider) for analysis. This includes:

• Documents Shared: Passport images, photos, bank statements, employment letters, and any other documents you upload for verification
• Processing Purpose: Document validity analysis, text extraction, quality assessment, and compliance checking
• OpenAI's Data Handling: OpenAI processes your documents according to their privacy policy and API data usage policies
• Data Retention by OpenAI: According to OpenAI's enterprise API policy, data is not used for training and is retained for up to 30 days for abuse monitoring only

By using our AI Document Check service, you explicitly consent to:

• Transmission of your documents to OpenAI's servers
• Processing of your documents by OpenAI's AI models
• Storage of your documents on OpenAI's servers for up to 30 days
• Transfer of your data to countries where OpenAI operates (including the United States)

If you do not consent to sharing your documents with OpenAI, please do not use the AI Document Check feature. Alternative options include our Expert Review service (human-only review).

7. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences
• Analyze service usage and performance
• Provide personalized experiences

You can control cookie settings through your browser. Disabling cookies may affect service functionality.

8. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Portability: Request transfer of your data to another service
• Objection: Object to certain types of processing
• Restriction: Request restriction of processing
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at privacy@checkvisadocs.com. We will respond within 30 days of your request.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission, to protect your data during international transfers.

10. GDPR Compliance

For users in the European Economic Area (EEA), we process your data under the following legal bases:

• Contract Performance: To provide our verification services
• Consent: For optional features and marketing communications
• Legitimate Interests: For service improvement and security
• Legal Obligations: To comply with applicable laws

11. CCPA Rights (California Residents)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information
• Right to non-discrimination for exercising privacy rights

We do not sell personal information. To exercise your CCPA rights, contact us at privacy@checkvisadocs.com.

12. Children's Privacy

Our Service is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a minor, please contact us immediately.

13. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by law, typically within 72 hours of becoming aware of the breach.

14. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

16. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal data: