Privacy Notice

At VF Worldwide Holdings Ltd., we’re committed to protecting and respecting your privacy. This Privacy Notice (“Notice”) explains how VF Worldwide Holdings Ltd. and its worldwide companies and subsidiaries (“VFS Global,” “we,” or “us”) handle personal information. This Notice applies to any VFS Global website, product, software, or service that links to it (collectively, our “Services”). Occasionally, a Service will link to a different Privacy Notice that will outline the particular privacy practices of that Service. We may change this Notice from time to time so please check this page occasionally to ensure that you’re happy with any changes.

This Notice was last updated on 13th March 2018.

By using our services, you’re agreeing to be bound by this Notice. In providing these Services, VF Services UK acts as a Data Controller.
If you have any questions regarding this Privacy Notice and our privacy practices please contact our Data Protection Officer or by writing to us at our registered office:

Attn: Group Data Protection Officer,
VF Services UK Limited,
3rd Floor,
66 Wilson Street,
London,
EC2A 2BT
U.K.

Who are we?

VF Services UK Ltd. is part of VF Worldwide Holdings Ltd. which is the world's largest outsourcing and technology services specialist for governments and diplomatic missions worldwide. We also provide travel related Services to you on request or invitation. VF Worldwide Holdings Ltd. is headquartered in Dubai, UAE, and is a wholly-owned subsidiary of the Kuoni Group, headquartered in Zurich, Switzerland, whose principal owner is EQT, a leading global investment firm, headquartered in Stockholm, Sweden. Our registered address is VFS Global Limited, Level 7, 32nd Floor, Jumeirah Business Centre, 1 Tower, Cluster G, Jumeirah Lakes Towers, P.O. Box: 114100, Dubai, UAE.

How do we collect information about you?

Based on the consent you have given for us to process your data (the lawful basis), we collect personal information from you, for example, if you purchase or use our Services, register for an event, request information, or request customer support. We may also collect personal information from third parties such as our partners, service providers and publicly available websites, to offer Services we think may be of interest and to help us maintain data accuracy and provide and enhance the Services.

What type of information is collected from you?

We only collect the information that is required to provide a Service. The personal information we collect is dependent on what service you have requested, but it will be no more than what is required to provide that service. We may ask you to provide information such as your name, address, phone number, email address and information about your device. In addition, our servers, logs and other technologies automatically collect certain information to help us administer, protect and improve our Services; analyse usage; and improve users’ experience. We share personal information with others only as described in this Statement, or when we believe that the law permits or requires it.
Occasionally we collect and process what may be considered sensitive personal information. Some of our Services may ask you to share your precise geolocation so we can customize your experience and increase the accuracy of the Service.

Examples of the types of data that may be collected: Personal data: Name, date of birth, gender, email address, telephone number and postal address.

Sensitive personal data: Precise geolocation information, unique identifiers such as government-issued identity numbers, driver’s license and passport numbers.

Third persons: Children, spouse name and address you are staying at your destination.

Communication data: Contact details, emails and mobile phone number.

Payments data: Payment card details and bank account details.

Electronic media data: Website cookies (see below).

This list is not exhaustive and varies depending on the services you request from us.

If you want to know exactly what personal information will be collected for a specific service then please contact our Data Protection Officer.

How is your information used?

Account setup and administration: We use personal information such as your name, email address, phone number and information about your device to set up and administer your account, provide technical and customer support and training, verify your identity and send important account, subscription and Service information.

Personalization: We may use personal information to deliver and suggest tailored content such as news, new products, reports and related information and to personalize your experience with our Services. Some of our Services will ask you to share your precise geolocation so we can customize your experience and increase the accuracy of the Service. If you agree to share your precise geolocation with us, you will be able to turn it off at any time by going to the privacy settings on your mobile device or online.

Marketing and events: We may use personal information to deliver marketing and event communications to you across various platforms, such as email, telephone, text messaging, direct mail and online. If we send you a marketing email, it will include instructions on how to opt out of receiving these emails in the future. We also maintain email preference centres for you to manage your information and marketing preferences. Please remember that even if you opt out of receiving marketing emails, we may still send you important Service information related to your accounts and subscriptions.

Surveys and polls: If you choose to participate in a survey or poll, any personal information you provide may be used for marketing or market research purposes.

Research and development: We use personal information for internal research and development purposes and to improve and test the features and functions of our Services.

Legal obligations: We may be required to use and retain personal information for legal and compliance reasons, such as the prevention, detection, or investigation of a crime, loss prevention, or fraud. We may also use personal information to meet our internal and external audit requirements, information security purposes and as we otherwise believe to be necessary or appropriate: (a) under applicable law, which may include laws outside your country of residence; (b) to respond to requests from courts, law enforcement agencies, regulatory agencies and other public and government authorities, which may include such authorities outside your country of residence; (c) to enforce our Terms and Conditions; and (d) to protect our rights, privacy, safety, or property, or those of other persons.

How long do we hold on to your data for?

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example, Tax legislation and audit requirements). We will hold your personal information on our systems only for as long as is necessary for the relevant activity or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will not share your information with third parties for marketing purposes unless you have explicitly consented. You can withdraw this consent at any time by updating your account preferences online where applicable or contacting our Customer Centre whose details you will be given when you engage us for a service.

Your personal information will not be disclosed to third parties without your explicit consent. We may share your personal information with third parties only where it is necessary for the processing of your requests or to deliver an additional service you have requested, for example; if you asked us to book a theatre or excursion at your travel destination for you.

Third Parties for legal reasons: We will share personal information when we believe it is required, such as: To comply with legal obligations and respond to requests from government agencies, including law enforcement and other public authorities, which may include such authorities outside your country of residence. In the event of a merger, sale, restructure, acquisition, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings). To protect our rights, users, systems and Services.

Third Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example, to process payments or deliver services to you by courier). However, when we use third party service providers, we disclose only the personal information that is necessary to provide that service, and we have contracts in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the VF Services UK network for them to use for their own direct marketing purposes, unless you have given us permission to do so.

Third Party Product Providers we work in association with: We work closely with a small number of third-party product providers to bring you a range of quality and reliable services designed to bring you the best travel experience. For example, when you pay for a service we will need to have way to process payments. The relevant third-party provider will use your details to process your payments and carry out their obligations arising from any applicable laws. In some cases, they will be acting as a Data Controller of your information and therefore we advise you to read their Privacy Notice. These third-party product providers will share your information with us which we will use in accordance with this Privacy Notice.

Transferring your information off-shore: VFS Global is a global organization, and your personal information may be stored and processed outside of your home country. We take steps to ensure that the information we collect is processed according to this Privacy Statement and the requirements of applicable law wherever the data is located.

VFS Global has networks, databases, servers, systems, support and help desks located throughout our offices around the world. We collaborate with third parties such as cloud hosting services, suppliers and technology support located around the world to serve the needs of our business, workforce and customers. We take appropriate steps to ensure that personal information is processed, secured and transferred according to applicable law.

In some cases, we may need to disclose or transfer your personal information within the VFS Global group or to third parties in areas outside of your home country. The areas in which these recipients are located will vary from time to time, but may include the United States, Europe, Canada, Asia, Australia, India and other countries where VFS Global has a presence or uses contractors.

When we transfer personal information from the European Economic Area to other countries in which applicable laws do not offer the same level of data privacy protection as in your home country, we take measures to provide an appropriate level of data privacy protection. In other words, your rights and protections remain with your data. For example, we use European Commission approved contractual clauses and other measures designed to ensure that the recipients of your personal information protect it.

If you would like to know more about our data transfer practices, please contact our Data Protection Officer.

Your choices

We will only contact you for marketing purposes by email, phone or text message if you have given us your prior permission for us to do so. You can change your mind at any time and not receive and further marketing information by contacting our Customer Centre or updating your account preferences online, where appropriate.

Your rights

In a lot of jurisdictions you have certain rights under the law with regards to how your personal information is processed. These rights can be:

  • The right to be informed how your personal information is being used.
  • The right of access to your personal information.
  • The right to rectification if your personal information is incorrect.
  • The right to erasure your personal information (where the law permits this).
  • The right to restrict processing of your personal information.
  • The right to data portability.
  • The right to object to how your personal information is used.
  • Rights in relation to automated decision making and profiling.

If you feel that your personal information has been handled incorrectly or you have a complaint about how your personal information is processed you have the right to complain. You can complain to our Data Protection Officer, or the Data Protection Authority in your country outlining how you think your rights may have been impacted by the data processing performed by us.

How you can access and update your information?

We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or delete your personal information. If you request access to your personal information, we will gladly comply, subject to any relevant legal requirements and exemptions, including identity verification procedures. Before providing data to you, we will ask for proof of identity and sufficient information about your interaction with us so that we can locate any relevant data. We may also charge you a fee for providing you with a copy of your data (except where this is not permissible under local law).

The accuracy of your information is important to us. In some jurisdictions, you have the right to correct or amend your personal information if it is inaccurate or requires updating. You may also have the right to request deletion of your personal information; however, this is not always possible due to legal requirements and other obligations and factors.

We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you want a copy of the information we hold about you or any of the information we hold is inaccurate or out of date, please contact our Customer Centre, or email our Data Protection Officer.

Security precautions in place to protect the loss, misuse or alteration of your information.

When you give us your personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected. On our websites when you are on a secure page, a lock icon will appear on the in the address bar of most web browsers.

Non-sensitive details (like your email address) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. The password you have chosen when setting up your account, say for example, when you book an appoint at a Visa Application Centre, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Profiling

Profiling is any form of automated processing of personal information in order to analyse or predict behaviour. We may do this to offer you tailored services. If we do, we will ask your permission. You can withdraw this consent at any time by updating your account preferences online where applicable or contacting our Customer Centre whose details you will be given when you engage us for a service.

Use of 'cookies'

Like many other websites, the VFS Global Ltd. website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical information about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your preferred language. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full Cookies Notice. Turning cookies off may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This Privacy Notice applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them by using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the Notice of that third-party site.

Social networks

Some of our Services may include links social networking, such as the Facebook® “Like” button and widgets, “Share” buttons. These services may collect information such as the web pages you visited and IP addresses, and may set cookies to enable features to function properly. We are not responsible for the security or privacy of any information collected by these third parties. You should review the privacy statements or policies applicable to the third-party services you connect to, use, or access. If you do not want your personal information shared with your social media account provider or other users of the social media service, please do not connect your social media account with your account for the Services and do not participate in social sharing on the Services.

Contact us:

We understand that you may have questions about this Statement or our privacy practices. Please feel free to contact us in one of the following ways:

VF Services UK Data Protection Officer:

Email: DPO@vfsglobal.com
Postal Address: Attn: Group Data Protection Officer
VF Services UK Limited, 3rd Floor, 66 Wilson Street,
London, EC2A 2BT, U.K.


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