1. Introduction

Shams Britvisa Lawyers Ltd ("we", "us" or "our") is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store, process and share your personal information when you visit eVisaPortal.uk, contact us or use our UK immigration services.

eVisaPortal.uk is operated by Shams Britvisa Lawyers Ltd, a company registered in England and Wales.

• Company Registration Number: 14182242
• Immigration Advice Authority (IAA) Registration Number: F202200117

Registered Office

291 Slade Lane, Manchester, M19 2HR, United Kingdom

Shams Britvisa Lawyers Ltd is registered with the Information Commissioner's Office (ICO) and is committed to complying with:

• UK General Data Protection Regulation (UK GDPR);
• Data Protection Act 2018; and
• all other applicable UK data protection legislation.

2. Who This Privacy Notice Applies To

This Privacy Notice applies to:

• visitors to eVisaPortal.uk;
• individuals making enquiries;
• prospective clients;
• applicants using our services;
• representatives acting on behalf of applicants; and
• individuals whose personal information is provided in support of an immigration application.

3. Information We May Collect

Depending upon the services you request, we may collect and process the following categories of personal information.

Identity Information

• Full name;
• Date of birth;
• Nationality;
• Passport details;
• Gender;
• Marital status; and
• Immigration status where applicable.

Contact Information

• Email address;
• Telephone number;
• Residential or postal address; and
• WhatsApp contact details.

Immigration Information

• Immigration history;
• Previous visa applications;
• Travel history;
• Purpose of travel;
• Family information where relevant; and
• Supporting statements and correspondence.

Financial Information

Where relevant to your application:

• Bank statements;
• Employment information;
• Business information;
• Source of funds documentation; and
• Other financial evidence provided in support of your application.

Technical Information

When you visit eVisaPortal.uk, we may automatically collect certain technical information, including:

• IP address;
• Browser type;
• Device information;
• Operating system;
• Website usage information; and
• Cookie-related information.

4. Special Category Data

Certain immigration applications require us to process sensitive personal information. Where necessary, we may process information relating to:

• health or medical conditions;
• ethnicity or nationality where relevant to an immigration application;
• biometric information provided by you;
• criminal convictions where relevant to your immigration matter; and
• other information necessary for providing immigration advice and services.

Such information will only be processed where permitted by law and where necessary for the services you have requested.

5. How We Use Your Information

We may use your personal information to:

• assess your eligibility for UK immigration services;
• prepare UK Visit Visa and ETA applications;
• complete immigration application forms on your behalf;
• communicate with you regarding your matter;
• correspond with UK Visas and Immigration (UKVI);
• book appointments where authorised;
• verify information supplied;
• process payments securely;
• maintain client records;
• comply with legal and regulatory obligations;
• prevent fraud and misuse of our services; and
• improve the operation of eVisaPortal.uk.

We will only process your personal information where we have a lawful basis to do so.

6. Lawful Basis for Processing

Depending upon the circumstances, we process your personal information because:

• processing is necessary for the performance of a contract with you;
• processing is necessary before entering into a contract at your request;
• processing is necessary to comply with legal and regulatory obligations;
• processing is necessary for our legitimate interests, provided those interests do not override your rights and freedoms; or
• you have provided your consent where consent is required.

7. Sharing Your Information

Where necessary, we may share your personal information with:

• UK Visas and Immigration (UKVI);
• the Home Office;
• Visa Application Centres, including VFS Global and TLScontact where applicable;
• payment processors, including Stripe;
• trusted IT and cloud service providers, including Google Workspace and Google Drive;
• our customer relationship management and case management systems;
• professional advisers where appropriate; and
• courts, regulators, law enforcement agencies or other public authorities where disclosure is required by law.

We do not sell, rent or trade your personal information.

8. International Transfers

As part of providing immigration services, your personal information may be transferred outside the United Kingdom where necessary for the submission or processing of your immigration application.

Where such transfers occur, we will take reasonable steps to ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

9. Data Retention

We retain your personal information only for as long as reasonably necessary to:

• provide the immigration services you have requested;
• comply with our legal and regulatory obligations;
• respond to complaints;
• defend legal claims; and
• maintain appropriate professional records.

Your active file will normally be retained throughout the duration of your instructions until your immigration matter has concluded and a final decision has been received.

Following completion of your matter, copies of your application and related records may be retained for up to six (6) years, in accordance with our regulatory obligations, professional standards and good practice.

Your Right to Request Deletion

You have the right to request that we securely delete or destroy your personal information at any stage by notifying us in writing.

We will carefully consider every request and, where we are not required by law or our regulatory obligations to retain the information, we will securely delete or destroy your personal information within a reasonable period.

Where we are legally or professionally required to retain certain records, we will explain this to you and securely retain only the information necessary to comply with those obligations.

Your Privacy Matters

We recognise the importance of the personal information you entrust to us. Accordingly:

• your personal information will be used solely for the purpose of providing the UK immigration services you have instructed us to provide;
• we will only process information that is reasonably necessary for your matter;
• we will treat all information provided by you as confidential;
• we will not misuse, abuse or knowingly permit unauthorised access to your personal information;
• we will not sell, rent or commercially exploit your personal information;
• we will not disclose your personal information to third parties without your knowledge or an appropriate lawful basis, except where disclosure is necessary to provide the services you have requested or where required by law;
• we maintain appropriate technical and organisational measures designed to protect your information against unauthorised access, alteration, disclosure or loss; and
• all members of our team are expected to handle your information responsibly and confidentially.

Your Right of Access

You have the right to request access to the personal information we hold about you. Subject to applicable law, you may also request:

• a copy of your personal information;
• correction of inaccurate or incomplete information;
• restriction of processing in certain circumstances;
• deletion of your personal information where applicable;
• transfer of your personal information where legally available; and
• information about how your personal data is processed.

Requests relating to your personal information should be made to us in writing using the contact details provided in this Privacy Notice. We aim to respond to such requests within the time limits prescribed by applicable data protection legislation.

10. Security

We take appropriate technical and organisational measures to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• unauthorised disclosure;
• alteration; and
• destruction.

These measures include secure cloud storage, password-protected systems, restricted staff access and appropriate administrative safeguards.

Whilst we take reasonable precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.

11. Electronic Communications

By using eVisaPortal.uk or instructing us, you agree that we may communicate with you electronically where appropriate, including by:

• email;
• WhatsApp;
• SMS;
• telephone; and
• secure online systems.

12. Your Rights

Subject to applicable law, you may have the right to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request deletion of your personal information in certain circumstances;
• request restriction of processing;
• object to certain processing activities;
• request transfer of your personal information where applicable;
• withdraw consent where processing relies upon consent; and
• raise concerns regarding the processing of your personal information.

13. Marketing Communications

We do not routinely send marketing emails or newsletters.

Where we communicate with you electronically, it will generally be in connection with your enquiry, your application or the services you have requested.

Should our marketing practices change in the future, you will be given the opportunity to opt out where required by law.

14. Children's Information

Our services are generally intended for adults.

Where personal information relating to a child is provided as part of an immigration application, we will only process that information where necessary for the immigration services requested and in accordance with applicable law.

15. Cookies and Website Analytics

eVisaPortal.uk uses cookies and similar technologies to:

• operate the website effectively;
• improve website functionality;
• understand how visitors use our website; and
• enhance user experience.

We may also use website analytics tools, including Google Analytics, to help us improve our website and services.

You may manage or disable cookies through your browser settings, although some website features may not function correctly if cookies are disabled.

16. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory requirements, technology or our business practices.

The latest version will always be published on eVisaPortal.uk and will take effect from the date shown at the top of this Privacy Notice.

17. Contact Us

If you have any questions regarding this Privacy Notice or how we process your personal information, please contact:

• Shams Britvisa Lawyers Ltd
• 291 Slade Lane, Manchester, M19 2HR, United Kingdom
• Email: info@evisaportal.uk
• Website: www.evisaportal.uk

If you believe your personal information has not been handled in accordance with applicable data protection legislation, please raise this with us, and we will strive our best to rectify any errors.

Nothing in this Privacy Notice affects any statutory rights available to you under applicable law.