VF Services (UK) Limited
India Visa & Consular Service Application Centre
Version 1 November 2011
VFS accepts no liability for any delays, or for loss of or damage to any application, passport or other documents, caused by, or occurring whilst any application, passport or document is in the possession of, any third party postal or courier service In the event that VFS is found to be liable for any act or omission of any postal service or courier service, its total liability is limited to any fee paid by the applicant for the relevant postal or courier service.
VF Services (UK) Limited
India Visa & Consular Service Application Centre
Data Protection Notice
Dated 03rd April 2009
Who processes your information?
The entity responsible for processing data collected for your visa application is VF SERVICES (UK) LIMITED.
What information do we process?
This notice relates to all information which we collect from you in relation to your application for an Indian visa/renewal or issuance of Indian Passport/OCI/selected Consular services, including information you provide through printed and web site application forms and passports and other documents you provide. This information includes your name, address, and contact details, place of birth, passport details, employment details and travel details.
What purposes do we process your information for?
We use your information for the purposes of providing to you services relating to your visa/renewal or issuance of Indian Passport/OCI/selected Consular services application, and we also pass your information to the High Commission of India in London and Consulate General of India in Birmingham and Edinburgh who use it to process your visa/renewal or issuance of Indian Passport/OCI/selected Consular services application. Your information will also be retained separately by the Indian Government in accordance with their data protection policies.
Where you make any payments to us by card, including credit or debit card, or any online or electronic means, then we may disclose your information to our payment processor, but only to the extent required for the purposes of payment processing. They will use it for the purposes of processing your payment.
We do not intend to use your information for any other purpose, except that if you have given consent, we may use your information for the purposes of sending you related marketing information (such as airline advertisements), which is normally included by us when we return your passport/documents to you and/or sent to you by e-mail if you have given us an e-mail address.
Where do we process your information?
Your information is held by us in the United Kingdom. It will also be accessed and processed by our call centre and visa processing sub-contractors, currently based in Hyderabad and Mumbai, India & Kiev, Ukraine. Any transfers of your personal data to India are made in accordance with the Data Protection Act 1998.
Your right of access
In accordance with the Data Protection Act 1998, you have a right to have access to and to modify the information which relates to you. If you wish to exercise this right and to obtain communication of the information which concerns you; please contact VF SERVICES (UK) LIMITED at The Vista Centre, First Floor – Part A Block 50 Salisbury Road Hounslow TW4 6JQ or email us at email@example.com.
Return to the Online Application form completion
About the VFS Global Group
The VFS GLOBAL group of companies are outsourced partners of Diplomatic Missions, Governments and Visa Offices across the globe.
The VFS GLOBAL group of companies are authorized to receive and process applications for various categories of visas, permits and travel documents and perform administrative and non-judgmental tasks/functions related to the same, as per the mandate of the relevant Diplomatic Missions, Governments and Visa Offices.
Also, as mandated by the Diplomatic Mission/s, Governments and Visa Offices the VFS GLOBAL group of companies (themselves or through third party service providers/ vendors) provide various facilities for inquiries related to the visa/renewal or issuance of Indian Passport/OCI/selected Consular services application process in general and/or status of visa/renewal or issuance of Indian Passport/OCI/selected Consular services applications submitted, such as call center, online tracking, e-mail etc.
With respect to all such activities, the VFS GLOBAL group of companies act as a data processor and the respective Diplomatic Missions, Governments or Visa & Consular Offices (as appropriate) are the data controller.
About VF Services (UK) Limited
VFS UK is acting as the data processor when processing applications on behalf of Diplomatic Missions, Governments and Visa Offices, and is acting as the data controller when using data for its own purposes as detailed below.
What information does VFS UK collect and process?
Applicants may be required to provide certain information pertaining to them, including through printed and/or website application forms, in passports and other documents which the Applicants provide, and through telephone and face to face conversations. This information may include an Applicant’s name, photograph, address, e-mail address, date of birth, telephone number, passport information, birth certificate, income, citizenship status, marital status, employment details, criminal and educational background information, and travel dates, purpose of travel, and other travel details.
This information is collected by VFS UK as per the requirement mandated by the concerned Diplomatic Missions, Governments or relevant Visa & Consular Offices (as appropriate), and also for its own purposes as detailed in this policy.
Provision of personal information is voluntary. Please note, however, that a refusal to provide personal information may limit or affect the ability of VFS UK to provide any application processing or other requested services, and may affect whether a Diplomatic Missions, Governments or Visa & Consular Offices grants any visa, permit or other travel document.
For quality control purposes the interactions with Applicants may be recorded. In such cases the Applicant 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, Government or Visa or Consular Office, such recordings will be deleted after a period of 30 days from the date of such interactions.
What does VFS UK do with your information?
Applicants’ personal information may be collected, used or disclosed by VFS UK in order to facilitate the processing of that Applicant’s visa/renewal or issuance of Indian Passport/OCI/selected Consular services application(s) and/or request(s) including but not limited to for the following purposes:
VFS UK also use Applicant personal data on its own account for the following purposes:-
Important information about specific actions
Certain Diplomatic Missions may require the Applicants 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.
Where is data processed?
Data stored by VFS UK in its systems for the processing of visa applications by Applicants from the European Union is stored within the European Union (EU) boundary. The data of Applicants other than those from the EU may be stored in VFS UK’s systems either within the EU boundary at data centres in the UK (London) and India (Mumbai).
Who do we disclose Applicant personal data to?
VFS UK will not trade, rent or sell personal information of the Applicants.
VFS UK does not disclose or otherwise transfer personal information of the Applicants, except as necessary for the purpose of providing the visa application processing services and any associated services and performing its obligations, and except as otherwise set out herein.
Applicant personal data will be disclosed to the appropriate Diplomatic Mission, Government, Visa or Consular Office, for the purposes of processing any application and other purposes as outlines in this policy. Such personal data will be retained by them as data controllers in their own right, in accordance with their separate privacy policies.
VFS UK may 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 UK or to exercise 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.
VFS UK and its third party service providers 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 UK may also disclose personal information where necessary for the establishment, exercise or a defence of legal claims, or as otherwise permitted by law.
VFS UK may also disclose (or otherwise make available) personal information to third party service providers providing services like courier delivery, SMS and 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 visa/renewal or issuance of Indian Passport/OCI/selected Consular services applicant has opted for courier service, VFS UK 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 providers for SMS services. Such third party service providers are also required to adhere to security & privacy requirements as outlined by VFS UK. Such third party service providers may be based outside the European Economic Area, and in such case VFS UK complies with all applicable legal requirements to permit Applicant data to be transferred to them outside the European Economic Area.
VFS UK may disclose an Applicant’s information to VFS UK’s payment processor, but only to the extent required for the purposes of payment processing. They will use it for the purposes of processing the Applicant's payment.
VFS UK has implemented measures designed to help protect personal information in its custody and control. VFS UK maintains reasonable administrative, technical, physical and organizational safeguards in an effort to protect personal information in its custody and control.
Retention & Destruction of Personal Information:
Records of Applicant personal information will be deleted in accordance with the following terms, except that VFS UK may retain Applicant personal information to the extent that and for so long as it may be required for any purpose of use stated in this policy.
Application packages collected from Applicants will not be copied or retained by VFS UK. Unless otherwise mandated by the relevant Diplomatic Mission, Government or Visa or Consular Office, any paper records, hard copies, forms or other physical records containing personal information will be destroyed by a secure shredding process within thirty (30) days of a passport/document’s return to an Applicant.
For the purposes of assisting the Applicants should they contact VFS UK 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 UK performs secure disposal or destruction of personal information on 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 UK takes appropriate measures such as to removal or deletion of any stored information to prevent access by unauthorized parties.
Third Party Links
VFS UK’s website may contain links to third party sites promoting various products and/or services that VFS UK does not own or operate. These links to websites are in the nature of paid advertising and are not verified by VFS UK. These links are provided for convenient access to the websites and an Applicant’s use of the links is voluntary. The links do not indicate that VFS UK endorses or is associated with any of these other third party websites. Applicants are requested to use their own discretion which dealing with these websites and neither VFS UK 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.
Consent to Policy
Access to your personal data: Applicants may request VFS UK to confirm whether it is processing personal data about the Applicant, to confirm what personal data is being processed, and to provide a copy of such personal data, subject to certain limitations. A fee may be charged for handling an Applicant’s request, in an amount prescribed by law, which is £10 as at the date of this policy. Applicants may request access to their personal information by writing an email to the Info email ID mentioned on the “Contact Us” page with a subject matter of “Subject Access Request”. This request will be forwarded to the relevant Government, Diplomatic Mission or Visa or Consular Office if it relates to data they are data controller of, and further action will be taken by VFS UK based on the directions received by the relevant Government, Diplomatic Mission or Visa or Consular Office.
Use causing substantial distress or damage: Applicants have the right to ask VFS UK to stop processing personal data for any purpose or in any manner that is causing or is likely to cause them unwarranted and substantial damage or distress, subject to exceptions.
Use for direct marketing: Applicants have the right to stop their personal data from being used for direct marketing.
Correction of inaccuracies: Applicants have the right to ask a court to order VFS UK to rectify, block, erase or destroy any inaccurate personal data.
Compensation: Applicants have the right to claim compensation under applicable law for damage and (in certain cases) distress suffered if VFS UK do not comply with the applicable data protection laws.
Accuracy of data
VFS GLOBAL shall not be responsible for ascertaining the 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 UK 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 firstname.lastname@example.org
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 email@example.com
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.