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Legal

Privacy policy

How VISADOX works, what we do with your data and what happens with fees.

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.