VF Services (Netherlands) Limited
India Visa & Consular Service Application Centre
Version 1 November 2011
VF Services Netherlands recommends that you do not purchase tickets or make bookings prior to the issuance of a visa or any document applied for necessary for your travel, except where it is a specific requirement stated as part of the application.
These terms contain a disclaimer which limits our liability to our refund policy stated below.
Except where covered in our refund policy below, all fees are non-refundable, and may be retained by us on payment by you, even if you do not make or proceed with an application for services rendered by the Indian Visa and Consular service Centre, whether or not a visa/Surrender certificate/Indian Passport/travel document/OCI or any Consular service applied for, 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.
The India Visa & Consular Service Application Centre is a service provided by VF Services (Netherlands) Limited ("VFS"). Registered at
Parkstraat 99, The Hague, Netherlands
Application of These Terms
These terms and conditions govern your use of the services of the India Visa & Consular Service Application Centre, all applications you make, and all enquiries you make for advice or information concerning Indian Visa, OCI & consular services Each applicant applying for a service 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.
The Visa & Consular Application Service
The India Visa Application Centre of VFS is the outsourced partner of the Embassy if India in Netherlands. In this capacity, the India Visa & Consular Service Application Centre is responsible for maintaining an appointment system for applicants to make an appointment for required services, receipt of such applications for travel to India or otherwise (Consular Services) and fees, submission of applications at the Embassy of India Netherlands, collecting the processed passports/documents from the Embassy, and returning passports/documents back to applicants.
Acceptance and Rejection of Applications
Assessment of applications for all services rendered by the Indian Visa & consular service centre is carried out by the Embassy of India, and the grant or refusal of any such service 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.
The fees payable by you comprise the embassy fee for the visa/surrender of Indian passport/renewal or issuance of Indian Passport/OCI/selected Consular services, which we forward on to the Embassy, and our fees, comprising our service fee and other fees such as bank charges and other logistic fees.
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/documents, to you are included in the final total fee based on information provided by you and the delivery methods selected by you at the time of filing up your applications or at the time of submission or post the submission of the application.
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 and applications will not be sent to the Embassy in Netherlands until the payment by the above methods are cleared in our bank.
Except where covered in our refund policy below, all fees are not refundable, and all fees are payable and may be retained by us on payment by you, even if you do not make or proceed with an application for visa/surrender of Indian passport application /renewal or issuance of Indian Passport/OCI/selected Consular services and whether or not such service is ultimately granted.
VFS will process all applications (for all the services advised on our website, being submitted under the instructions advised on the website) with reasonable care and skill and in accordance with all procedures prescribed by the Embassy of India from time to time. 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 complete all applications forms truthfully, to provide correct and accurate information and documentation, to ensure that all valid documents & passport are submitted at the time of applying for a service, and on receipt of the requested service to check the validity of the documents/service issued to ensure that it covers the period of stay/travel/use requested, the number or entries required, and that it is valid for the purpose of the use.
Applicants are requested to submit/send photocopies of the supporting documents (not the originals) unless originals are requested.
The processing times for visas/surrender of Indian passport/renewal or issuance of Indian Passport/OCI/selected Consular services applications are estimates only. These are based on information and experience of the Embassy of India, Netherlands.
The processing of your application is subject to the procedures and timescales of the Embassy of India Netherlands, 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 visa 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 Indian High Commission and its respective Consulates in UK for the processing of visas/renewal or issuance of Indian Passport/OCI/selected Consular services are outside the control of VFS and subject to change without prior notice. VFS does not accept responsibility for any changes in procedures or fees and reserves the right to pass on any increased fees.
Subject to the following paragraph, if you commence an application(/renewal or issuance of Indian Passport/OCI/selected Consular services) process, including by submitting an application, you may cancel your application at any time before you application is forwarded by us to the Embassy of India, the Consulate General of India or any other Indian embassy, in which case we will refund to you the embassy fee, but not any service fee, bank fee or other logistics fee. Once your application has been forwarded by us, it may not be cancelled.
If you commence a visa application process, including by submitting an online application, but do not complete the visa application process, including where you fail to send your visa application documentation to us or to attend in person at a visa application centre to complete your visa application, within 12 months of commencing the visa application process, then your visa application shall be considered to be ended and we may retain the embassy fee paid by you, as well as all service fees, bank fees and other fees. We shall not be obliged to notify you of this.
Your right above is the only cancellation right you have. Once you have submitted your application to us, you will be taken to have agreed that we have immediately commenced processing your application and providing the relevant services, and as a result you will not have any right to cancel the application.
Refund of Visa Application Embassy Fee
If VFS is in breach of contract or negligent in relation to any visa/surrender of Indian passport/renewal or issuance of Indian Passport/OCI/selected Consular services application submitted, resulting in the service not being granted or loss of applicants passport with valid visas/documents, in each case, wherein the applicant has to apply for a new passport/documents or cannot travel to India at the times stated by the applicant in his/her application for the specific service applied for, then VFS will refund to the applicant the embassy fee, but not any service fee, bank fee or other logistic fee applied.
VFS will also refund the embassy fee if you cancel your visa application before it is forwarded by us to the Embassy of India Netherlands or any other Indian embassy, under Paragraph 4.8 above, but not any service fee, bank fee, or other fee. .
Loss or damage to passports and other travel documents
VFS takes every reasonable precaution while handling an applicant's passport & documents, and if due to any breach of contract or negligence on the part of VFS, the applicant's submitted passport or documents are lost or damaged beyond a useable condition, then VFS’s liability is limited to paying 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 or other documents through their normal replacement procedure, and VFS will assist the applicant with the same within its capacity. 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 or documents.
Disclaimer - Please read carefully
VFS’s liability in all cases shall be limited to the refund or reimbursements of fees paid by the applicant as stated in the section above, VFS thereafter excludes its liability in connection with any visa 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 visa applications, loss of or delay to passports and other documents, delays involving the Embassy if India Netherlands, and rejections of visa 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 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.
Limited Liability for Postal and Courier Service
Without prejudice to VFS’s obligations set out above in respect of lost or damaged travel documents set out above, VFS can offer no guarantee of the standard of performance of any postal service or courier service used by it when transporting visa applications, passports or other documents between VFS and the Embassy of India Netherlands or the Consulate; and when being returned by VFS to the visa applicant. This applies whether or not an applicant has elected to receive an urgent or expedited delivery. Applicants also acknowledge that a courier is only obliged to attempt an urgent delivery on one occasion. If the delivery is not received when expected it is your responsibility to contact the Courier company directly using the tracking number found on the invoice and contact VFS as soon as possible to alert us to the delay and an alternative delivery date shall be agreed.
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.
No Liability for Assessment of Visa Applications
VFS is not involved in the process of assessment of an applications, or their grant or refusal, and shall not be liable or responsible for any delay by the Embassy of India in assessing, granting or refusing any visa application or for the grant or rejection of any application.
No Liability for Wasted Costs and Expenses
VFS shall have no liability to any 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 a service rendered by the Indian Visa & Consular Service centre, 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 or a document of travel or any other service, except where it is a specific requirement stated as part of the application, in which case open tickets should be obtained.
General Exclusion of Loss and Damage
VFS shall have no liability (including in contract or for negligence) to any applicant, or any other person relying on or benefiting from any application, for any loss of profit, revenue, or contract, or business, profession, or other occupation direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever, including where caused by delay, misplacement, loss or damage of applications, passports and other documents, other than as stated in Section 5 above.
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 for any application for a service rendered by an India Visa & Consular Service Application centre shall be governed and construed in accordance with the laws of Netherlands. 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 in Netherlands.
Please address any complaints to the complaints department at
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 Embassy of India in Netherlands and 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 Netherlands. 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 or email us at firstname.lastname@example.org
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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands do with your information?
Applicants’ personal information may be collected, used or disclosed by VFS Netherlands 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 Netherlands also use Applicant personal data on its own account for the following purposes:-
Important information about specific actions
Inquiry about general visa/renewal or issuance of Indian Passport/OCI/selected Consular services application process:
Applicants making inquiries as regards visa application process in general, need not provide any personal information.
Inquiry about status of submitted visa/renewal or issuance of Indian Passport/OCI/selected Consular services application/s:
Applicants making inquiries as regards status of visa/renewal or issuance of Indian Passport/OCI/selected Consular services application submitted through VFS Netherlands can quote application reference number to receive an update on the status of their visa, permit or travel document/renewal or issuance of Indian Passport/OCI/selected Consular services applications.
The Applicants may be requested to provide personal information such as given name or family name or date of birth or phone number or street address or email address or application date etc. or combination of such information for verification/ authentication purposes.
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 Netherlands 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 Netherlands’ systems either within the EU boundary at data centres in the Netherlands and India (Mumbai).
Who do we disclose Applicant personal data to?
VFS Netherlands will not trade, rent or sell personal information of the Applicants.
VFS Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands may also disclose personal information where necessary for the establishment, exercise or a defence of legal claims, or as otherwise permitted by law.
VFS Netherlands 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 Netherlands 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 Netherlands. Such third party service providers may be based outside the European Economic Area, and in such case VFS Netherlands complies with all applicable legal requirements to permit Applicant data to be transferred to them outside the European Economic Area.
VFS Netherlands may disclose an Applicant’s information to VFS Netherlands’ 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 GLOBAL filters and automatically scans messages for viruses and other illegal or prohibited content before they are sent.
To report any issues related to spam or spoof emails to VFS GLOBAL, please address e-mails to email@example.com
VFS Netherlands has implemented measures designed to help protect personal information in its custody and control. VFS Netherlands 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 Netherlands 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 Netherlands. 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 Netherlands 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 Netherlands 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 Netherlands takes appropriate measures such as to removal or deletion of any stored information to prevent access by unauthorized parties.
Third Party Links
VFS Netherlands’ website may contain links to third party sites promoting various products and/or services that VFS Netherlands does not own or operate. These links to websites are in the nature of paid advertising and are not verified by VFS Netherlands. 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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 Netherlands 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.