PT VFS Services Indonesia (hereinafter referred to as VFS) is an outsource partner of the Embassy of Italy in Indonesia. In this capacity, VFS receives from Applicants for a Italy Visa the required documents and applicable fees for further processing. After the visa applications are assessed by the Visa Section of the Embassy of Italy in Jakarta, VFS returns the documents to Applicants, except where the Embassy of Italy elects to return such documents directly to an Applicant.
VFS do hereby state that they have no role whatsoever in the assessment, grant or refusal of a visa application, which is the sole prerogative of the Visa Section of the Embassy of Italy in Jakarta. Therefore, VFS is neither involved in the process nor is in any manner be liable or responsible for any delay in the processing or rejection of any visa applications, once the documents have been delivered to the Embassy of Italy.
While VFS takes every precaution in handling passports and documents submitted by applicants, VFS shall not be responsible for any loss or damage to the documents for any reason whatsoever or in any manner howsoever. Further, VFS shall not be responsible in any manner whatsoever to any visa applicant/s for any documents lost in transit by accident, theft, natural calamities (acts of God) or any other reason outside the control of, or not arising out of any willful act or default by VFS. VFS does not warrant or guarantee the delivery of the documents, material or information as a visa applicant may require, but will extend and provide services to the extent and to the points as notified and communicated to a visa applicant.
Where the Applicant avails of the Courier Acceptance Service or Courier Return Service, the Applicant confirms and is aware that the courier acceptance and delivery services have been operated by the third party and VFS do not assure any responsibility or liability for any deficiency in service on part of the Courier Company in case a passport or other documents are lost or damaged in transit. VFS expressly disclaims any and all liability for any delay, loss or damage courier company, whether such delay/misplacement/loss/damage results from negligence, accident or any other cause whatsoever. In no event shall VFS and/or its representatives be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever due to such delay/misplacement/loss/damage of the documents, including but not limited to the visa applicant/s and VFS assumes no obligation for the same. Applicants remedy, if any will be only against the courier company and the visa applicant/s consents to the same.
VFS shall not be responsible or liable for any direct, indirect, punitive, incidental, special or consequential loss or damage that may be caused to the Applicant due to loss of passport and related documents. It is expressly understood that when the Applicant or representative of the Applicant submits the passport and related documents along with the applicable visa fees, the Applicant has understood the terms and conditions and details as mentioned herein. The fees once paid by the Applicant are not refundable under any circumstances. All payment must be in cash.
Advertising material may accompany returnable documents back to the Applicant. If the Applicant does not wish to receive any advertising material along with passport and related documents, the Applicant must intimate VFS in advance. Please note that no advertising material sent back with the passport and related documents has the endorsement of the Italian Government.
VFS may at any time change, amend and amplify the contents of the disclaimer mentioned herein. Except as stated elsewhere, all amended terms shall automatically be effective as at the time of accessing the website and using the services.
Any claims or disputes that may arise of any nature whatsoever, will be resolved by the court of competent jurisdiction in Jakarta to the exclusion of all other courts.
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 visa 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 GLOBAL to provide the requested services.
As mandated by the Diplomatic Mission/s, VFS GLOBAL 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 visa applications submitted through VFS GLOBAL such as call center, online tracking, e-mail etc.
Users making inquiries as regards visa application process in general, need not provide any personal information.
Users making inquiries as regards status of visa application submitted through VFS GLOBAL can quote application reference number to receive an update on the status of their visa, permit or travel document applications.
The users 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.
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 visa applications received by VFS GLOBAL is presently stored/ hosted at data centre/s in UK (London) and India (Mumbai). The data captured by VFS Global 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 Global systems either within the EU boundary at data center in UK (London) or at data center in India (Mumbai).
This information may be used, disclosed by VFS GLOBAL for performing its various obligations towards respective Diplomatic Missions and will be purged within 30 (thirty) days from the date of receipt by VFS GLOBAL. 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 GLOBAL will not trade, rent or sell personal information of the Applicants. VFS GLOBAL 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 GLOBAL 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 GLOBAL 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 GLOBAL may disclose (or otherwise make available) personal information to third party service providers providing services like courier delivery, SMS, call center 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 applicant has opted for courier service, VFS GLOBAL 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 GLOBAL.
VFS GLOBAL has implemented measures designed to help protect personal information in its custody and control. VFS GLOBAL maintains reasonable administrative, technical, physical and organizational safeguards in an effort to protect personal information in its custody and control. However VFS GLOBAL shall not be liable for unlawful access, use, modification, destruction, destruction or interceptions by unauthorized persons.
Retention & Destruction of Personal Information:
Application packages collected from Applicants will not be copied or retained by VFS GLOBAL. 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 GLOBAL 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 GLOBAL 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 GLOBAL takes appropriate measures such as to removal or deletion of any stored information to prevent access by unauthorized parties.
VFS GLOBAL 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 GLOBAL may also disclose personal information where necessary for the establishment, exercise or a defense of legal claims, or as otherwise permitted by law.
Third Party Links
VFS GLOBAL website may contain links to other/ third party sites promoting various products and/or services that VFS GLOBAL does not own or operate. These links to websites are in nature of paid advertising are not verified by VFS GLOBAL. These links are provided for convenience access to these links is voluntary and does not indicate that VFS GLOBAL 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 GLOBAL 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 GLOBAL based on the directions received by the respective Governments/ Diplomatic Missions.
VFS GLOBAL 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 GLOBAL is accurate, complete and upto date.