سياسة الخصوصية

PRIVACY POLICY (PRIVACY RULES)

Last updated: 3 January 2026

This Privacy Policy explains how VISADOX Technologies SRL (“VISADOX”, “we”, “us”, “our”) collects, uses, stores, shares and protects personal data in connection with its website and websites, online services, communication channels and visa support services (collectively, the “Services”).

VISADOX Technologies SRL is established in Romania (European Union) and processes personal data primarily under European Union data protection legislation, in particular the General Data Protection Regulation (GDPR).

Where the Services are provided through or in cooperation with our affiliate in Turkey, personal data may additionally be processed in accordance with the provisions of the Turkish Personal Data Protection Law No. 6698 (KVKK).

1. Definitions

Personal Data: Any information relating to an identified or identifiable natural person.
Processing: Any operation performed on personal data (e.g. collection, recording, storage, use, transfer, erasure).
Data Subject: The natural person whose personal data is processed.
Data Controller: The person or organisation that determines the purposes and means of processing personal data.
Data Processor: The party that processes personal data on behalf of the data controller.

2. Data Controller and Contact

The data controller responsible for processing your personal data:

Trade Name: VISADOX Technologies S.R.L.
Address: Bulevardul Paul Teodorescu 4e, 061344 Bucharest, Romania
Email: privacy@VISADOX.com

3. Scope

This Privacy Policy applies to:

Visitors to our website
Persons who contact us or request information
Customers who use our services
Business partners and suppliers (to the extent personal data is processed)

This policy does not apply to third-party websites, platforms or services to which you are directed through our website. You are advised to review the privacy policies of the relevant third parties.

4. Categories of Personal Data Processed

4.1 Identity and Contact Data

First name, last name
Email address, telephone number
Address and basic contact details
Language preferences

4.2 Identity and Travel / Application Data (provided by you)

Date of birth, nationality, place of birth (where necessary)
Passport or identity document details
Travel plan and itinerary details
Appointment and scheduling data
Supporting documents provided by you

4.3 Service and Communication Data

Email and messaging records
Support records and service notes
Records of consultation interactions

4.4 Payment and Billing Data

Invoice details and billing address
Payment status and transaction references

Important: Payments are processed by licensed third-party providers. VISADOX does not store full card numbers, CVV codes or sensitive authentication data.

4.5 Technical and Usage Data

IP address, device and browser information
Log records and timestamps
Cookie identifiers

4.6 Audio / Video Data (if any)

Call recordings (subject to prior notice)
CCTV recordings (for workplace security purposes)

5. Sources of Personal Data

Personal data may be collected:

Directly from you
Automatically during use of the website
From our service providers
From lawful publicly available sources.

6. Purposes of Processing

6.1 Provision of Services

Management of consultation requests
Administrative support for application preparation processes
Appointment coordination
Customer communication

VISADOX provides administrative support only and does not provide legal advice.

6.2 Operational Purposes

Account and billing management
Improvement of service quality
Business analytics

6.3 Security

System and user security
Fraud prevention
Dispute management

6.4 Legal Compliance

Fulfilment of legal obligations
Responding to requests from competent authorities

6.5 Marketing (with consent)

Promotional and informational communications
Option to unsubscribe on request

7. Legal Bases (GDPR)

Personal data is processed on the following legal bases:

Performance of a contract
Fulfilment of legal obligations
Legitimate interests
Explicit consent

For processing connected with Turkey, Articles 5 and 6 of the KVKK apply.

8. Cookies

Cookies may be used on our website for the following purposes:

Strictly necessary functionality
Preferences
Analytics and performance
Marketing (with consent)

Please refer to the Cookie Policy for details.

9. Email Delivery Tracking

The delivery status of transactional emails may be technically monitored.

This process is limited to support services, billing and security purposes.

10. Sharing of Personal Data

Personal data is not sold and may be shared with the following parties:

Service providers
Payment institutions
Professional advisers
Competent authorities
Corporate merger/acquisition processes

Official Applications: Where data must be transmitted to official institutions, the policies of the relevant institution apply and are outside the control of VISADOX.

11. International Data Transfers

Data may be transferred to the countries in which we operate.

Safeguards:

Standard Contractual Clauses
Adequacy decisions
Other legal safeguards

For transfers between the EU and Turkey, Article 46 of the GDPR applies.

12. Marketing Preferences

You can unsubscribe from marketing communications using the link in the email or via privacy@VISADOX.com. Transactional emails may continue to be sent.

13. Retention Periods

Data is retained only for as long as necessary:

Customer records
Accounting data
Support requests
Technical logs
Call/CCTV recordings

14. Security Measures

Reasonable technical and administrative security measures are applied.

The absolute security of data transmission over the internet cannot be guaranteed.

15. Your Rights

Under applicable legislation:

Access
Rectification
Erasure
Restriction
Objection
Data portability
Withdrawal of consent

Requests: privacy@VISADOX.com
Complaints: Romanian Data Protection Authority (ANSPDCP).

16. Children

The Services are not intended for persons under 18 years of age.

17. Automated Decision-Making

Fully automated decision-making is not used.

18. Policy Changes

Updates are published on the website.

19. Contact

For privacy requests: privacy@VISADOX.com.