Privacy Policy

1. Who We Are

Kalayra International is a visa consultancy and application-assistance business. We help clients prepare, organize and submit visa, immigration, travel and related applications to the relevant embassies, consulates, government departments and other third-party authorities. We are not an embassy, consulate, or government body, and we do not issue visas or make visa decisions.

This Policy applies wherever we act as the party responsible for deciding how and why your personal information is processed in connection with our website and services.

2. Information We Collect

We collect information in a few different ways: information you give us directly, information generated as part of delivering our services, and information collected automatically when you use our website.

2.1 Information You Provide Directly

This includes information you submit through our forms, email, WhatsApp, phone, or in person, such as your name, and any other details you choose to share with us when making an enquiry.

2.2 Contact & Consultation Information

When you book a consultation or contact us, we collect the contact details you provide (for example, phone number, email address, and preferred contact method) along with the details of your enquiry, so that we can respond and, where relevant, prepare for your consultation.

2.3 Service & Eligibility Information

Where you engage us for consultancy or application-assistance services, we collect the personal, educational, professional, financial and travel-history information reasonably necessary to assess eligibility for a given visa category and to prepare an application on your behalf.

2.4 Identity & Travel Documents

Depending on the service, we may need to collect copies of identity and travel documents, which can include passports, national identity documents, photographs, visas, educational certificates, employment letters, financial statements, and other supporting documents required by the relevant authority for your application. We collect only the document types that are relevant to the specific service or application you have asked us to assist with.

2.5 Website & Technical Information

When you browse our website, our hosting and analytics infrastructure may automatically record limited technical information, such as browser type, device type, general (non-precise) location inferred from IP address, pages visited, and referring pages, to help the website function correctly and to understand how it is used.

2.6 Cookies & Similar Technologies

Our website uses cookies and similar technologies. Details of the categories of cookies we use and how you can control them are set out in our Cookie Policy, which forms part of this Privacy Policy.

3. Cookies & Similar Technologies

For full details on the cookies used on this website, why we use them, and how to manage your preferences, please see our Cookie Policy.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Service delivery and application assistance: assessing eligibility, preparing documentation, and assisting with the submission of applications to the relevant embassies, consulates or government departments on your behalf.
• Communication: responding to enquiries, scheduling consultations, sending updates on the status of your case, and answering questions you raise with us.
• Website, security and administration: operating, maintaining and securing our website, diagnosing technical issues, and keeping internal records of our client relationships.
• Legal and administrative purposes: meeting our own recordkeeping, accounting and administrative needs, and responding to legitimate requests from authorities where we are required to do so.

We do not use your identity or travel documents for any purpose other than delivering the service you have engaged us for, unless you separately ask us to use them for something else.

5. Data Retention

We retain personal information, including passport and identity documents, for as long as is reasonably necessary for the purpose it was collected — including delivering the service you engaged us for, meeting the processing requirements of the relevant application, ongoing operational needs such as case follow-up, and any applicable recordkeeping obligations that apply to our business. We do not set a single fixed retention period across all document and information types, because the appropriate retention period depends on the nature of the service, the requirements of the authority the application was submitted to, and whether the case remains open.

When information is no longer needed for these purposes, we take reasonable steps to delete or securely dispose of it, or to de-identify it where deletion is not practicable.

6. Internal Access to Your Information

Access to your personal information and documents, including identity and travel documents, is limited internally to the staff and consultants who reasonably need it to work on your case, respond to your enquiry, or otherwise support delivery of our services. We do not make your documents generally accessible within our organization beyond what is needed for these purposes.

7. Sharing of Information

We do not sell your personal information. We share information with third parties only where it is necessary to deliver the service you have asked us to provide, or where we are legally required to do so. This can include:

• The embassy, consulate, government department, or other authority to which your application is being submitted, to the extent required for that application.
• Service providers who support our operations, such as hosting, IT support, or courier services, acting on our instructions and only for the purpose of supporting our services.
• Professional advisors, where reasonably necessary for us to obtain advice relevant to operating our business.
• Authorities or third parties where disclosure is required by applicable law or a valid legal process.

We do not share your identity or travel documents with any third party beyond what is necessary to process the specific application or service you have engaged us for.

8. Your Rights & Requests

You may ask us about the personal information we hold about you, request that we correct inaccurate information, or ask us to delete information that is no longer needed for the purposes described in this Policy. Where we are unable to fulfil a request — for example, because we are required to keep certain records, or because a case is still active with a third-party authority — we will explain why.

To make a request, please contact us using the details in the Contact Us section below. We may need to verify your identity before acting on a request.

9. Data Security

We use reasonable administrative, technical and organizational measures designed to protect the personal information and documents we hold from loss, misuse, unauthorized access, disclosure, alteration and destruction. However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

We encourage you to share documents with us only through the channels we make available for that purpose, and to let us know promptly if you believe any information you have shared with us has been compromised.

10. Children's Privacy

Our services are directed at adults seeking visa and immigration consultancy assistance. We understand that some applications — such as family or dependent visa categories — may require us to process information relating to a minor as part of a parent's or guardian's application. In such cases, that information is provided to us by the parent or legal guardian, and is used strictly for the purposes of the relevant application, consistent with this Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, practices, or for other operational, legal, or regulatory reasons. When we make changes, we will update the effective date at the top of this page. We encourage you to review this Policy periodically.

12. Contact Us

If you have questions about this Privacy Policy, or wish to make a request about your personal information, please contact us:

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