Introduction

At ITB solutions (referred to as “we,” “us,” or “our”), we are committed to safeguarding your privacy and adhering to relevant data protection regulations. This Privacy Policy explains how we collect, use, share, and protect your personal data as a user (“you,” “your,” or “customer”) of our website. By completing a payment for our services, you acknowledge and accept this policy and our Terms and Conditions.

We may periodically update this Privacy Policy to reflect changes in legislation, legal decisions, or operational needs. Updates will take effect upon publication on our website. We encourage you to review this Privacy Policy regularly.

Please note that our services and website are intended for use only by individuals who have reached the legal age of adulthood and possess the capacity to enter contracts, as determined by the laws of their country of residence.

This Privacy Policy is intended to inform and guide but does not form part of any contractual agreement between you and us.

What is Personal Data?

For the purposes of this policy, “personal data” refers to information that directly identifies you or could be used to identify you. This includes, but is not limited to, your full name, date of birth, email address, postal address, and usage details such as IP addresses.

Who Controls Your Personal Data?

The entity specified in our Terms and Conditions acts as the controller of your personal data. This includes information gathered through activities such as browsing our website, completing an application, or contacting our support team.

When Does This Privacy Policy Apply?

This Privacy Policy applies to personal data collected when you interact with our website or use our services.

If our website contains links to third-party websites, please note that those websites operate independently. We are not responsible for their content or practices, and they are governed by their respective privacy policies.

What Personal Data Do We Collect?

1. Data You Provide Directly This includes information shared through forms (e.g., visa applications, contact forms) or when communicating with our support team via email, phone, or chat.

2. Data Collected Automatically We may gather information such as your IP address, pages visited, or time spent on our website using cookies or similar technologies. For more details, refer to our Cookie Policy.

3. Payment Information Payment details are securely transmitted to our certified payment processors once you proceed with a transaction. We do not store or have access to complete payment card details.

We collect only the information required for the purposes explained below. Providing additional data is considered voluntary and subject to your consent.

Users are required to provide accurate, current, and complete personal data to ensure the proper submission of their Travel Authorization application and to enable the management of their information or support requests. We cannot be held responsible for issues arising from circumstances outside our control, such as incorrect, incomplete, or fraudulent information provided by the User.

If you submit personal data on behalf of third parties, whether adults or minors, you confirm that you have informed them of the purposes for which their data will be processed and that you have obtained their explicit prior consent to share this information with us.

For minors, you confirm that you are their parent or legal guardian and are authorized to provide their data.

Additionally, please note: If the Company receives an adult’s personal data for a Travel Authorization application from someone who has not obtained the data subject’s consent, we will notify the data subject of how their information was collected. Where appropriate, we will also ask the individual who provided the data to confirm whether consent was obtained and rectify the situation if necessary. The data subject may object to the processing of their personal data at any time. If this occurs, our services will not be available, and the Travel Authorization application will be cancelled. If the Company receives a minor’s personal data for a Travel Authorization application from someone who is not their parent or legal guardian, we will take corrective actions as soon as we become aware of the situation. This may include cancelling the submission of the application.

How Do We Use Your Personal Data?

Your personal data is used for the following purposes:

• To facilitate the processing of visa applications, ensuring that all required information and documents are complete and accurate.
• To communicate updates regarding application statuses, including requests for additional information if required by authorities.
• To respond to inquiries, manage complaints, and process refunds or cancellations.
• For administrative purposes, including fraud detection, billing, and account management.
• To comply with legal obligations or requests from authorities.
• To enhance your user experience and ensure website security.

What is the Legal Basis for Processing Your Data?

We process your data based on the following:

Contractual Necessity: To fulfil services, such as submitting visa applications on your behalf.

Consent: For non-essential activities, such as responding to optional queries.

Legal Obligations: To meet legal and regulatory requirements.

Legitimate Interests: To protect against fraud, improve our services, and maintain the website’s functionality.

How Long Do We Retain Your Personal Data?

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected. Once this purpose has been achieved, your data will be securely stored and blocked for the required period to meet legal obligations, address potential claims, investigate fraudulent or illicit activities, or retain cookie-related data (if you have not withdrawn your consent). After the necessary retention period, your personal data will be permanently deleted from our systems.

If you have given consent for specific data processing purposes, you may withdraw your consent at any time. Upon receiving your withdrawal request, we will delete the related personal data promptly.

With Whom Do We Share Personal Data?

We may share your personal data in the following situations:

Government Authorities: To process and submit your Electronic Travel Authorization application, as these entities are responsible for approving or denying the application.

Payment Service Providers: To process your transaction, perform fraud checks, or resolve payment disputes with your bank or card issuer.

Technology Service Providers: To manage our information systems and provide technical support tools.

Legal and Regulatory Compliance: To comply with legal obligations or requests from administrative, judicial, or law enforcement authorities.

Legitimate Interests: To protect our interests in the event of claims or disputes concerning our professional services.

These third parties with whom we share the information are often located outside the European Economic Area (EEA). When this occurs, we ensure your data is transferred only to countries with data protection standards comparable to those of the EEA or apply appropriate legal safeguards to guarantee the security and privacy of your data.

How Do We Protect Your Personal Data?

We implement robust technical and organizational measures to secure your personal data and ensure its confidentiality and integrity. This includes safeguards against unauthorized access, unlawful processing, accidental loss, destruction, or damage.

All personnel and third-party providers with access to your data are trained and informed of their responsibilities to handle personal information securely and in line with its intended purpose.

While we take every precaution to protect your data, we encourage you to take personal measures to safeguard your information. For example, avoid sharing sensitive details through unverified communication channels and beware of phishing scams or fraudulent websites.