This Privacy Policy explains how VisaCMS - All in one (“VisaCMS”, “we”, “us”, or “our”) collects, uses, stores, and shares information when you use our website, web dashboard, and mobile applications (together, the “Services”).
VisaCMS is a visa and education consultancy management platform. Consultancies that use VisaCMS are typically the primary controllers of student, visitor, and staff data they enter into the system. We process that data to provide and improve the Services.
1. Information we collect
Depending on how you use VisaCMS, we may collect:
- Account information — name, email address, password (hashed), role, and branch assignment.
- Consultancy and student records — visitor and student profiles, contact details, educational background, documents, processing stages, follow-ups, commitments, attendance, messages, fees, and related notes entered by authorized staff.
- Mobile app data — authentication tokens, uploaded documents, attendance submissions, and in-app messages between teachers and students.
- Usage and technical data — IP address, browser or device type, approximate location derived from IP, log data, and diagnostic information needed to operate and secure the Services.
- Communications — messages you send to support or through product integrations (for example webhooks) configured by your organization.
2. How we use information
We use information to:
- Provide, maintain, and improve the Services;
- Authenticate users and enforce role-based access;
- Enable consultancy workflows such as lead tracking, visa processing, attendance, messaging, and payments;
- Send operational notices (for example overdue follow-up alerts) within the product;
- Detect, prevent, and investigate security incidents or abuse;
- Comply with legal obligations and enforce our Terms of Service.
We do not sell personal information.
3. How information is shared
Information may be shared with:
- Your organization — authorized staff, teachers, and administrators within your consultancy or branch.
- Service providers — hosting, storage, email, SMS, analytics, or integration providers that process data on our instructions.
- Legal and safety — when required by law, regulation, legal process, or to protect rights, safety, and integrity of the Services and users.
If your organization connects third-party tools (for example Zapier or messaging webhooks), data may flow to those tools according to your configuration and their policies.
4. Mobile application
The VisaCMS mobile app allows teachers and students to sign in with credentials issued by their consultancy. The app stores an authentication token on the device to keep you signed in, and may upload documents and other content you submit. You can sign out to remove the active session token from the app.
5. Data retention
We retain information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Consultancy administrators control much of the operational data stored in their account. When an organization closes its account, we delete or anonymize associated data within a reasonable period unless retention is required by law.
6. Security
We use administrative, technical, and organizational measures designed to protect personal information, including encrypted transport (HTTPS), hashed passwords, and access controls. No method of transmission or storage is completely secure; please use strong passwords and protect account credentials.
7. Your rights and choices
Depending on your location and role, you may have rights to access, correct, update, or delete personal information, or to object to certain processing. Students and staff should first contact their consultancy administrator for data held in the organization’s VisaCMS workspace. You may also contact us using the details below.
8. Children’s privacy
VisaCMS is intended for use by consultancies and their authorized adult staff and enrolled students as directed by the consultancy. We do not knowingly collect personal information directly from children under 13 for marketing purposes. If you believe a child has provided personal information inappropriately, contact us and we will take appropriate steps.
9. International transfers
Information may be processed and stored in countries other than where you live. Where required, we take steps to protect transfers consistent with applicable law.
10. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the Services after an update constitutes acceptance of the revised policy where permitted by law.
11. Contact
For privacy questions about VisaCMS, contact your consultancy administrator or email the operator of your VisaCMS installation. If you are evaluating the product website, use the contact channel provided by your VisaCMS provider.
Related: Terms of Service.