EFFECTIVE DATE: September 20, 2025
PRIVACY NOTICE
An Easy Visa Limited, ( “An Easy Visa” or “we”) want to ensure that our clients, employees and any affected data subjects (“you”) are informed about the security and use of the personal information that we receive and process on your behalf. We are committed to continual improvement of our privacy program, standards and compliance, both locally and globally.
Accordingly, this Privacy Notice (“Privacy Notice”) is intended to inform you about An Easy Visa’s privacy practices. It describes the types of personal information we collect, how we may use that information, with whom it may be shared and the measures taken to ensure its security.
In addition, we provide information on how to contact us to: (1) exercise your right to object to the processing of certain aspects of your personal information in accordance with applicable laws; (2) access, correct, or delete your personal information; (3) ask any questions you may have about our privacy practices.
In some instances we are engaged directly by corporations or business groups, which results in the processing of employee information at their request. Where we refer to “employer” below, it is in these circumstances where corporations or other business groups have engaged us to act. You may at any time, if you prefer, address any concerns directly to your employer, where applicable.
Personal Information We Collect and How We Use It
PERSONAL INFORMATION WE COLLECT ABOUT YOU
An Easy Visa collects certain personal information about you and, if required, your family members and employer for the purposes of providing immigration consulting and legal services. We will not be able to provide the services requested if we are not provided with all relevant personal information. Below are set forth the purposes for which personal information is used and examples of the types of information that may be required. If, through the course of our representation, you and/or your employer request additional services, such as visa extensions, permanent residency applications and changes in employment, we may be required to collect additional types of personal information to provide the requested services.
The data controller (or any equivalent term) of your personal information is An Easy Visa Limited
CLIENT SERVICES
For purposes of providing client services, including the applicable immigration consulting services you and/or your employer request, An Easy Visa collects and processes personal information such as name, address, telephone number, date of birth, marital status, passport number, employment history, educational background, tax status, employee number, job title and function, and expatriate status. Where required for the service, An Easy Visa collects certain personal documents such as passport copies, educational documents, CVs, visa copies, birth certificates, and other documents.
We obtain the personal information from a number of sources, such as through forms you complete, and other information you provide directly to us, including by email or in conversation with our consultants and staff. In addition, we obtain personal information from third-party sources, such as former employers, educational institutions you attended, relocation companies, and your current or prospective employer. We use this information to provide immigration consulting services, including analyzing, completing and processing immigration, visa and related filings and submissions to relevant government agencies, providing consultative advice as to eligibility to obtain immigration benefits, and assisting with relocation and other expatriate issues.
In many instances such as visa extensions, permanent residency, and other cases related to changes in employment, the services we provide require follow-up services. If such follow-up is required, the information we have collected previously is used to provide the additional related services for which we have been engaged.
We also use your personal information in other instances in connection with the services we provide. This use occurs only when there is a legitimate interest to do so that is not overridden by your data protection rights as required by law, such as assisting in the management and administration of our clients’ global mobility programs (such as visa expiration tracking, immigration program compliance, etc.), providing access to online case-management tools, where applicable, and analyzing immigration trends, such as visa processing times and government approval rates. Where we are engaged by your employer, we process your personal information because it is in our legitimate interests to do so in order to fulfill our contract with your employer for client services.
In addition to providing you or your employer with our services, we process personal information to comply with our legal and regulatory obligations including record-keeping requirements. For example, we process personal information under “know your customer”, anti-money laundering regulations, anti-bribery regulations and professional regulations.
OTHER USES OF INFORMATION
Where it is in our legitimate interests and not outweighed by your data protection rights, we use personal information we collect and process for client and An Easy Visa administration, compliance audits, compliance with An Easy Visa policies and procedures, ensuring the security and integrity of our services and in ensuring that our IT systems function effectively.
We will never sell your personal information, in accordance with relevant data privacy law and professional responsibility requirements. Your personal information is only shared with third parties where needed to provide the services requested. Please see below for more details in Information We Share.
IMMIGRATION SERVICES
Governments worldwide require the collection and processing of a wide variety of personal information from foreign nationals seeking to enter the country and obtain immigration benefits such as employment authorization or residency status. Governments require this information for reasons such as the protection of borders, health, sovereignty, national security, and the regulation of the local employment market. Certain categories of personal information may be considered “sensitive” and are subject to a higher level of data protection. These categories may include race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life or sexual orientation, physical or mental health or condition, data relating to offenses and/or criminal convictions, any personal information belonging to children under the age of majority, and biometric data, such as fingerprints, when used to uniquely identify you.
In the context of the services we provide, An Easy Visa collects sensitive personal information when the submission of such data is necessary to comply with the legal obligations of the country in which you are seeking a visa or work permit. In addition, An Easy Visa may need to inquire about certain sensitive information in order to provide legal or consultative advice as to your eligibility to travel to or obtain an immigration benefit from a specific country. For instance, we may need to ask whether you have been previously convicted of any criminal offenses, have certain political affiliations, or other personal matters when the local applicable immigration laws would require such data for purposes of preparing an application or petition on your behalf or evaluating whether certain personal information would bar you from entering the country. In some instances, the laws of EU member states require that we process sensitive personal information for these purposes as permitted by the terms of the GDPR; on other occasions we will ask for your explicit consent to process this data.
As part of the immigration application process some government immigration authorities require sensitive personal information from you directly, which you may not want to have shared with your employer. An Easy Visa has processes and procedures in place to protect your sensitive personal information where you do not want it shared with your employer.
LEGAL BASIS
An Easy Visa relies on one or more of the following legal bases when processing your personal information and sensitive personal information:
- consent to the processing of your personal information for the purposes of providing immigration consulting and legal services;
- processing is necessary for the performance of a contract to which you are a party (for the provision of private client services); and/or
- processing is necessary for compliance with a legal obligation to which An Easy Visa is subject to i.e., the government requirements regarding immigration services.
INFORMATION WE SHARE
We will not sell, share, transfer, rent, use, or distribute your information for purposes other than those disclosed here unless required by law or as authorized by you or your employer. We share the information you provide among our subsidiaries, affiliates and your current or prospective employer or a third party as your employer instructs us, as appropriate or necessary in connection with the services (such as your employer’s relocation provider, or to protect the interests of any person, where permitted by applicable law. Where our services are retained by your employer on your behalf, we share your personal information as instructed by your employer, for tax purposes, to assist you in obtaining relocation services, and for any other purpose required to provide the services as permitted by applicable law.
In addition, as part of the immigration consulting services we have been directed to provide, An Easy Visa discloses personal information to government agencies, your former, current, or prospective employer and its related entities. In order to obtain immigration benefits on your or your employer’s behalf, we will disclose personal information to government agencies and immigration authorities.
We also share the information with certain service providers we have retained in connection with the services we provide, such as translators, education evaluation services, couriers, or other necessary entities. We take steps to require that service providers protect the information consistently with this Privacy Notice. These service providers are authorized to use the information only as necessary to perform services on our behalf or to comply with law or legal process. Where we have knowledge that a service provider processes your personal information in a manner contrary to this Privacy Notice, we will take reasonable steps to prevent or stop the processing. In addition, we will disclose information about you: (1) if we are required to do so by law or legal process, (2) to law enforcement authorities or other government officials, (3) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss in connection with an investigation of suspected or actual illegal activity; or (4) if necessary to protect the vital interests of any person.
HOW WE PROTECT PERSONAL INFORMATION
We seek to ensure that any personal information that we hold about you is accurate, complete, current and otherwise reliable based on data you or an employer provide in order to provide the immigration consulting services. We seek to collect only that personal information that is adequate, relevant and not excessive for these purposes.
We maintain appropriate administrative, technical, organizational, and physical safeguards to protect against loss, misuse or unauthorized access, disclosure, alteration, or destruction of personal information.
We educate our employees and strive to maintain appropriate standards of conduct with regard to the protection of personal information.
We take steps to require that third parties who assist in our provision of services abide by all applicable privacy and data protection laws and prohibit them from using your information other than in connection with the services they have been engaged to provide.
We retain personal information for only as long as we need it to provide the services you or your employer has requested, for our own administration and internal purposes, and for any periods that are mandated by law or otherwise agreed to with our clients, after which, we take steps to delete or anonymize the information.
INFORMATION WE TRANSFER
Transfers required for the services
When we transfer your information to other countries, we will use, share and safeguard that information as described in this Privacy Notice. We transfer personal information to third countries where it is necessary to provide you the service you (or your employer) requested. For example, the Government requires certain personal information in order to review applications, screen foreign nationals, issue visas and other work authorization documents, etc. We also provide your personal information to local advisors, translators and other service providers where it is necessary to provide the service you requested.
YOUR CHOICES AND RIGHTS
As set out above, An Easy Visa may collect certain information about you in conjunction with providing immigration consulting services. We will respect your decision if subsequently your employer informs us or, where you instruct us directly, you inform us that you wish to opt- out of personal information. If sensitive personal information is involved for the delivery of a new purpose we will only use your information if you actively communicate your consent to this processing to your employer or us, as applicable, when it is necessary to deliver requested service, or in accordance with the requirements of applicable laws. We will follow the identical procedure if we disclose personal information to third parties that are expected to process the personal information for their own independent purposes.
We also will assist our clients to provide you, or provide you directly, where appropriate, with access to your personal information and, as applicable, with the ability to review and correct inaccuracies, delete unnecessary personal information, and receive a copy of your personal information in a structured machine-readable format. We may, where applicable, use reasonable efforts to assist your employer in responding to a request to access, correct, delete or restrict processing of your personal information or, where required by law, to respond directly to such a request within a reasonable period of time. In the event that either you or your employer informs us in writing that you wish to opt-out of future processing of personal information we will respect your request.
To help protect your privacy and the security of your information, An Easy Visa takes reasonable steps to verify your identity before granting access to information. Where we rely solely on your consent, you may withdraw it at any time. You may also object to processing that is based on our legitimate interests alone. In such instances, our business interests must be found to be compelling and to not jeopardize your individual rights before further processing may continue. To exercise these rights, please contact your employer or An Easy Visa, as applicable. If you have unresolved concerns, where provided by local law, you may have the right to complain to a data protection authority where you reside, where you work or where you believe there has been an infringement of data protection laws.
Please note in order to exercise your right, An Easy Visa will request a copy of a government issued identification document in order to verify your identity. This is done in accordance with our obligations under data protection laws and to protect the personal information that we hold. We will only use this information for identity verification purposes, and we will delete it after your request has been responded to.
HOW LONG DO WE RETAIN YOUR INFORMATION
An Easy Visa has a seven-year post case closure retention policy, unless there is a regulatory or legal reason not to do so, or where a different time period needs to be observed due to local requirements.
Minor’s Personal Information
We attach great importance to the protection of the personal information of minors (children under the age of 14), and we will not collect the personal information of minors directly from them. If you request us to provide services in relation to minors under your guardianship, we need to obtain your (i.e., parent or other guardian) consent before we can collect and use the personal information of minors.
If you voluntarily provide us with the personal information of the minors under your guardianship during the use of our services, it means that you have consented to us using and processing the personal information of the minors under your guardianship in accordance with the content of this Privacy Notice.