VFS Global Spain SL referred to hereafter as VFS recommends that you do not purchase tickets or make bookings which cannot be cancelled without cost prior to the issuance of a visa, OCI or passport except where it is a specific requirement stated as part of your application.
These terms contain a disclaimer which limits our liability to our refund policy stated below. Except where covered by our refund policy below, fees are not refundable and are payable whether or not a visa, OCI or passport is ultimately granted.
You are responsible for the accuracy of your application form and in checking your application form we do not guarantee that we will find any errors, and we do not verify information you have provided.
VFS recommends that you keep copies of all documents submitted with your application and of your receipts.
The India Consular and Visa Application Centre is a service provided through VFS Global Spain SL (referred to below as “VFS”), registered at Calle José Abascal 55, Madrid, Spain.
We are authorized by the Embassy of India in Spain to operate the India Consular and Visa Application Centre, both through our web-site and through our visa application centres in Madrid, Barcelona and Las Palmas.
Application of these terms
These terms and conditions govern your use of the services of the India Consular and Visa Application Centre, all applications you make, and all enquiries you make for advice or information concerning our services. Each applicant hereby accepts and confirms that, prior to submitting an application; they have read, understood and agreed to be bound by, without limitation or qualification, all of these terms and conditions. No employee of VFS has any authority whatsoever to change, amend, amplify or withdraw any or all of these terms and conditions without prior written approval from VFS.
No cancellation rights
Once you have submitted your application you will be taken to have agreed that we may immediately commence processing your application and providing any services. As a result you will not have any right to cancel your application.
THE APPLICATION SERVICE
Scope of the service
VFS, in its capacity of manager of the India Consular and Visa Application Centre, is the outsourced partner of the Embassy of India in Spain. In this capacity, the India Consular and Visa Application Centre is responsible for receipt of applications for Indian visas, OCI, Indian passports and Indian consular services. Responsibility also includes acceptance of application fees, submission of applications to the Embassy of India, Madrid and collection of processed passports and documents to return to the applicants.
Acceptance and rejection of applications
The assessment of applications is carried out by the Embassy of India, Madrid and the decision to grant or refuse a visa, passport, OCI or passport related consular document is at their sole discretion. The Embassy of India reserves the right to ask for further documentation and information from the applicant, and to refuse any application. The applicant must supply such further documents and information if they wish their application to continue to be considered.
Fees stated are only valid on the day that they are quoted or provided by us. If you decide to make your application on a later date, the fees may change.
All costs of returning passports, visas and documents to you are included in the final total fee based on information provided by you and the delivery methods selected by you.
All fees must be received in full under the available payment options as cleared funds for the application to be processed. If fees are paid by cheque (or other negotiable instrument) then the payment will not be considered to have been received until such cheque or negotiable instrument has cleared.
Except where otherwise covered in our refund policy below, fees are not refundable, and are due in any case, whether or not a visa, passport, OCI or passport related consular document is ultimately granted.
VFS will process all applications with reasonable care and skill and in accordance with all procedures prescribed by the Embassy of India. However, whilst we use reasonable care to check your application form for obvious errors on the face of the form, we do not guarantee to detect errors with your form, and we do not undertake to verify any information you provide, which you are responsible for ensuring is accurate.
It is the responsibility of all applicants to read carefully and understand the requirements set out in all Indian Government application forms, to complete all application forms truthfully, to provide correct and accurate information and documentation as required by the Indian Government/Embassy. The applicant is responsible for adapting his travel plans to the visa/OCI/passport/document granted by the Embassy of India, Madrid.
It is the responsibility of the applicant to immediately inform VFS if they feel there is a mistake on their visa, OCI, passport or passport related consular document and want to request a rectification of the same. Rectification requests must be submitted immediately on receipt of the visa, OCI, or passport related consular document; within 15 days, such requests may be accepted or refused by the Embassy of India in its full right.
Applicants are requested to submit / send the photocopies of the supporting documents (not the originals) unless originals are requested. VFS shall not be responsible and liable for any kind of damages, claim, losses, etc. if the applicant submits the original documents when it is not required and same is not traceable.
The processing times for applications are estimates only. These are based on information communicated to us by the Embassy of India, Madrid. The processing of your application is subject to the procedures and timescales of the Embassy of India, over which we have no control.
Advertising material may be included along with passports or other documents when they are returned to the applicant. If you do not wish to receive any such advertising material, you should notify VFS in advance at the time of submission of your application. Please note that all advertising material accompanying the relevant documents is provided by VFS, and does not have the endorsement of the Indian Government.
Changes to procedures and fees
The procedures and fees of the Embassy of India for the processing of all services are beyond the control of VFS and subject to change without prior notice; in some cases, these changes may apply retroactively to applications under processing. VFS does not accept responsibility for any changes in procedures or fees and reserves the right to cascade any increase in fees.
Refund of visa application fee
If VFS is in breach of contract or negligent in relation to any application submitted, resulting in the visa, OCI, passport or passport related consular document not being granted or in the loss of an applicant’s passport with valid visas, in each case, wherein the applicant has to apply for a new passport or cannot travel to India at the times stated by the applicant in his/her visa application, then VFS will refund to the applicant the amount of the visa application fee only.
Loss or damage to passports
VFS takes every reasonable precaution while handling an applicant's passport. If due to any breach of contract or negligence on the part of VFS, the applicant's submitted passport is lost or damaged beyond a useable condition, then VFS will pay to the applicant the amount of the fees charged by the government of the applicant's home country for the replacement of the lost or damaged passport and visa processing fees through their normal replacement procedure. Such payments will be made by VFS to the applicant on the presentation of the payment receipt issued by the government of their respective home country for the replacement of such lost or damaged passport.
DISCLAIMER – PLEASE READ CAREFULLY
Except for the refund or reimbursements of fees as stated in the section above, VFS excludes its liability, in connection with any applications, including liability in or under contract, negligence, tort, statute or otherwise howsoever, and including liability for any delay or failure of VFS in handling or processing applications, loss of or delay to passports, delays involving the Embassy of India, and rejections of applications for any reason.
And for the avoidance of doubt:
No liability for incorrect information
VFS shall have no liability for loss, delays or non-issuance of any application arising from or in connection with (to include but not restricted to) incomplete application forms, incorrectly or falsely completed application forms, and inaccurate or incomplete supporting documentation.
No liability for events not in our control
VFS shall not be considered to be in breach of contract or negligent or otherwise liable in any way for any delay or failure of any application or loss, damage or delay to any passport or other documents due to accident, theft, natural calamities (act of god) or any other reason whatsoever outside the control of, and not arising out of a wilful default of, VFS, or for the loss or damage to any passport or other document after it has been handed over to the applicant nor VFS shall be liable for any consequential expenses, damages, loss, claim etc. relating thereto.
No liability for postal and courier service
The applicant agrees and accepts that the courier acceptance and delivery service through which the passports and / or documents are returned to the applicants by VFS is operated by a third-party and the applicant shall be solely responsible for either accepting such services or collecting the concerned documents in person or through its authorized representative from the VAC. VFS shall not be liable and responsible for any loss, damage, claim etc. to the concerned documents of the applicants, by the courier company as VFS does not control or operate any courier company, neither does it control or operate any facility or service provided by the courier company.
VFS shall have no liability and responsibility for any delays, or for loss of or damage etc. to any visa application, passport or other consular documents, caused by, or occurring whilst any application, passport or document is in the possession of, any third party postal or courier service, including transportation of visa applications, passport or other documents between VFS and the Embassy of India and when being returned by VFS to the applicant.
No liability for the premium call centre service
Whilst every effort has been made to ensure that the information provided on the premium call centre services is accurate and up-to-date. In relation to this service VFS assumes no responsibility for and gives no guarantees, undertakings or warranties concerning the accuracy, completeness or up-to-date nature of the information provided and limits its liability to refund of the call charges. VFS excludes all other liability it may have in relation to any advice or information given through the premium call centre facilities, including but not limited to for breach of contract or negligence.
No liability for assessment of visa applications
VFS is not involved in the process of assessment of applications, or the decision to grant or refuse the same, and shall not be liable or responsible for any delay by the Embassy of India in assessing, granting or refusing any visa, OCI, passport or passport related consular service application or for the acceptance or rejection of any application.
No liability during the processing by the Embassy of India
The applicant agrees and accepts that VFS neither controls the Embassy of India nor does it control or operate the services provided by them. Hence, VFS will not be liable or responsible in any manner whatsoever for the loss or damage of applicant's passport or documents due to any default on the part of the Indian Embassy.
In certain cases, the Embassy of India may hand over the relevant passports and documents to the applicants directly. In such cases, VFS shall not be responsible for any loss or damage to the passports or documents, in any manner whatsoever.
No liability in case of submission by a third party
The applicant hereby accepts and confirms that the applicant and / or their representative, prior to submitting the application, has read, understood and agreed to be bound by, without limitation or qualification, all the terms, conditions and details provided herein.
No liability for wasted costs and expenses
VFS shall have no liability (including but not limited to for breach of contract or negligence) to any visa applicant, or any other person relying on or benefiting from any application, for any commitment, cost or expenditure incurred in reliance on or anticipation of receiving an Indian visa, OCI, passport or passport related consular document whether within a particular timescale or at all, including but not limited to air travel, hotel, and other travel and accommodation arrangements, and any other arrangements made
VFS recommends that you do not purchase tickets or make bookings which cannot be cancelled prior to the issuance of a visa, OCI, passport or passport relate consular document except where it is a specific requirement stated as part of the application. The presentation of a plane ticket or travel bookings, even when it is a specific requirement as part of the application, in no way guarantees the issuance of a visa, OCI, passport or passport related consular document before the expected departure. The decision to grant a visa, OCI, passport or passport related consular document or not, remains solely at the discretion of the Embassy of India, Madrid.
General exclusion of loss and damage
VFS shall have no liability to any applicant, or any other person relying on or benefiting from any application, for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever due to delay, misplacement, loss or damage of applications, passports and other documents or due to negligence or breach of contract in connection with any application or any advice or information given in relation to any application.
VFS shall have no liability to any applicant or any other person relying on or benefiting from any application for any loss of profit, revenue, contract, opportunity or business, wasted expenditure, additional expenditure, or any other business or occupation related loss or damage, suffered or incurred as a result of delay, misplacement, loss or damage of applications, passports or other documents, or due to negligence or breach of contract in connection with any application or any advice or information given in relation to any application.
Third party rights
Nothing in these Terms and Conditions shall benefit or be enforceable by any person other than the applicant.
Changes to these terms
VFS, in its sole discretion, may change, amend, cancel or withdraw any or all of these terms and conditions at any time without any prior notice.
These terms and conditions and any applications shall be governed and construed in accordance with the laws of Spain. Any claims or disputes arising in relation to the services provided by VFS to the applicant shall be subject to the exclusive jurisdiction of the courts of Spain.
Please address any complaints by post to our customer service team: Calle de Cardenal Marcelo Spínola, 2, 28016 Madrid by post.
Purpose of collection, use, disclosure etc. of Personal Information
Applicants may be required to provide certain information pertaining to them such as name, photograph, address, date of birth, telephone number, passport information, birth certificate, income, citizenship status, marital status, employment details, criminal and educational background information etc. This information is collected as per the requirement mandated by the concerned Diplomatic Missions / Governments and/ or relevant Visa Offices.
Such personal information may be collected, used or disclosed in order to facilitate the processing of application(s) and/or request(s) including but not limited to for the following purposes:
Provision of personal information is voluntary. Please note, however, that a refusal to provide personal information may limit or affect ability of VFS to provide the requested services.
As mandated by the Diplomatic Mission, VFS may (by itself of through third party service providers/ vendors) provide various facilities for inquiries related visa application process in general and/ or status of applications submitted through VFS such as call centre, online tracking, e-mail etc.
For the quality control purposes the interaction/s with user/s may be recorded. In such cases the user/s will be informed of this practice and purpose at the start of any such interaction. Unless a different requirement is mandated by the respective Diplomatic Mission/s, such recordings will be purged after a period of 30 days from the date of such interaction/s.
Certain Diplomatic Missions may require the Applicant’s to attend for personal interview. Applicants will be required to provide their application reference number and/or certain personal information such as family name, given name, date of birth, phone number, street address, email address, application date, and passport number for purpose of scheduling interviews.
All such information, posted, furnished and submitted by the Applicants while scheduling an interview appointment is converted into such formats as may be required and communicated to the respective Diplomatic Mission having jurisdiction to receive such application/s.
Certain data and information related to applications received by VFS is presently stored/ hosted at data centre/s in UK (London) and India (Mumbai). The data captured by VFS in its systems for processing of visa applications of applicants from European Union is stored within the European Union (EU) boundary. The data of applicants other than that from EU may be stored in VFS systems either within the EU boundary at data centre in UK (London) or at data centre in India (Mumbai).
This information may be used, disclosed by VFS for performing its various obligations towards respective Diplomatic Missions and will be purged within 30 (thirty) days from the date of receipt by VFS. However no information/ data containing Personal Information of the Applicant/s is stored at the data centre/s mentioned above.
Disclosures of Personal Information:
VFS will not trade, rent or sell personal information of the Applicants. VFS does disclose or otherwise transfer Personal Information of the Applicants, except as otherwise set out herein. Personal Information will be used only for the purposes of providing services and performing its various obligations.
However, VFS may need to disclose and share Personal Information when it is necessary to comply with a court order, any on-going judicial proceeding, or other legal, statutory or regulatory process served on VFS or to exercise the legal rights or defend against legal claims, criminal investigations, judicial matters or in prevention, investigation, detection, prosecution of criminal activities or matters related to national security.
Service Provider Arrangements: VFS may disclose (or otherwise make available) personal information to third party service providers providing services like courier delivery, SMS, call centre services. These third party service providers are provided with such information they need to perform their designated functions and are not authorized to use or disclose personal information for their own purposes. For example, where the applicant has opted for courier service, VFS will disclose certain Personal data such as name, address, phone number to the third party courier service providers. However personal information will not be shared with service provider/s for SMS service/s. Such third party service providers are also required to adhere to security & privacy requirements as outlined by VFS.
VFS has implemented measures designed to help protect personal information in its custody and control. VFS maintains reasonable administrative, technical, physical and organizational safeguards to protect personal information in its custody and control. However, VFS shall not be liable for unlawful access, use, modification, destruction, destruction or interceptions by unauthorized persons.
Retention and Destruction of Personal Information:
Application packages collected from Applicants will not be copied or retained by VFS. Unless otherwise mandated by the concerned Diplomatic Mission, any other paper, hard copies, forms or other records containing personal information will be destroyed by a secure shredding process within thirty (30) days of a passport’s return to an applicant.
For the purposes of assisting the Applicants should they contact VFS with follow-up queries, Applicant personal information may be retained in electronic form, after passport and/or documents have been returned to the Applicants, for a maximum of thirty (30) days or for such period as specified by the respective Governments/ Diplomatic Missions.
VFS performs secure disposal or destruction of personal information on the equipment or devices used for storing personal information. When disposing of equipment or devices used for storing personal information (such as filing cabinets, computers, diskettes, and audio tapes), VFS takes appropriate measures such as to removal or deletion of any stored information to prevent access by unauthorized parties.
VFS and its third party service providers/vendors may provide personal information in response to a search warrant or other legally valid inquiry pursuant to contravention of law / order or to an investigative body or as otherwise required or permitted by applicable law VFS may also disclose personal information where necessary for the establishment, exercise or a defence of legal claims, or as otherwise permitted by law.
Third Party Links
VFS website may contain links to other/ third party sites promoting various products and/or services that VFS does not own or operate. These links to websites are in nature of paid advertising are not verified by VFS. These links are provided for convenience, access to these links is voluntary and does not indicate that VFS endorses or is associated with any of these other third party websites. Users are requested to use their own discretion which dealing with these websites and neither VFS nor its officers, employees, agents shall have any responsibility or liability of any nature whatsoever for these other third party websites or any information contained in them.
To Personal Information
Applicant/s have right to their personal information provided by them. Users may request access to their personal information by writing an email to the Info email ID mentioned on the “Contact Us” page with subject line as “Subject Access Request”. This request will be forwarded to the respective Governments/ Diplomatic Missions since they are the data controllers and further action will be taken by VFS based on the directions received by the respective Governments/ Diplomatic Missions.
VFS shall not be responsible to ascertain authenticity or accuracy of the information provided by the Applicant. It shall be the duty of the Applicant to ensure that the information provided to VFS is accurate, complete and up to date.
Fraudulent Recruitment / Employment Offers
It has come to VFS Global’s attention that, individuals misrepresenting themselves as VFS Global’ agents or representatives have approached people to offer fraudulent/fictitious employment opportunities, with the intent to steal personal information or solicit money from people. We encourage you to exercise caution and common sense when receiving any such employment offer, which requires payment of any fees/money, or promises a work visa in exchange for money. The said offers are completely fake and not valid. VFS Global is not a Recruitment agency and does not offer recruitment services. Scammers operate primarily via the internet, email, phone etc. We warn people to beware of such scams.
Please be advised that, VFS Global is a visa processing company and we work only with government and diplomatic missions to fulfil their administrative requirements of visa application processing. Neither VFS Global nor its representatives will ask for money from individuals under any circumstances to lure them with employment opportunities either in VFS Global or outside. If you receive any offer that purports to be from VFS Global, which ask for money, these types of offers are fraudulent.
Warning signs of recruitment fraud
The following are some examples of recruitment fraud which are in violation of VFS Global’s processes and ethical practices:
Such actions are presumably intended to defraud or obtain personal information from the victims.
The activities of these individuals involve criminal and civil liabilities. While VFS Global takes such matter seriously and reserves its right to contact competent law enforcement agencies to investigate and prosecute such illegal activities, it is often difficult to locate and prosecute these individuals.
Therefore, if you receive a request, either in writing or verbally, for an interview or a job offer that you believe is or might be fraudulent or suspicious, please disregard them. You may also verify the same with VFS Global at email@example.com
If you come to know that a fraud is being perpetrated, we encourage to forthwith contact your local police and/or any competent authorities and also to keep us informed by reporting the fraud at firstname.lastname@example.org
Under no circumstances will VFS Global be liable or responsible for any loss, damages, expenses or inconvenience resulting from these unauthorized persons and/or activities.