Privacy Policy - Visagent

**Last Updated: October 30, 2025**

1. Introduction

This Privacy Policy describes how Visagent ("we," "us," or "our") collects, uses, stores, and protects your personal information when you use our AI-powered New Zealand visa application organization platform. We are committed to protecting your privacy and handling your data with care and transparency.

2. Information We Collect

2.1 Personal Information You Provide

When you use Visagent, we collect information that you voluntarily provide, including:

• Account information (name, email address, password)
• Personal details required for visa applications (passport information, nationality, employment history)
• Contact information (phone number, mailing address)
• Payment information (processed securely through third-party payment processors)
• Uploaded documents and files related to your visa application
• Communication with our support team

2.2 Information Automatically Collected

We automatically collect certain technical information when you use our Service:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, features used)
• Log files and system activity
• Cookies and similar tracking technologies
• AI agent interaction logs and usage patterns

2.3 Sensitive Information

Given the nature of visa applications, we may process sensitive personal information including passport details, employment history, educational background, and other documents required for New Zealand immigration purposes. We handle this information with the highest level of security and confidentiality.

3. How We Use Your Information

3.1 Service Provision

• Provide AI-guided assistance for visa application organization
• Generate and manage visa-related documents and forms
• Store and organize your application materials securely
• Process payments and manage your subscription
• Provide customer support and technical assistance

3.2 Service Improvement

• Analyze usage patterns to improve our AI agents and platform features
• Conduct research and development for better visa application guidance
• Monitor system performance and security
• Ensure compliance with New Zealand immigration guidelines

3.3 Communications

• Send service-related notifications and updates
• Provide important information about visa application processes
• Respond to your inquiries and support requests
• Send account and billing information

4. Data Sharing and Disclosure

4.1 No Sale of Personal Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

4.2 Limited Sharing

We may share your information only in the following circumstances:

• **Service Providers**: With trusted third-party service providers who assist in operating our platform (cloud hosting, payment processing, email services) under strict confidentiality agreements
• **Legal Requirements**: When required by law, court order, or government request
• **Safety and Security**: To protect the rights, property, or safety of Visagent, our users, or others
• **Business Transfers**: In connection with a merger, acquisition, or sale of assets (with notice to users)

4.3 No Sharing with Immigration Authorities

Visagent does not share your information with Immigration New Zealand or any government immigration authorities unless legally compelled to do so. We are an independent service and maintain the confidentiality of your application preparation process.

5. Data Security and Storage

5.1 Security Measures

• Industry-standard encryption for data transmission and storage
• Secure cloud-based infrastructure with regular security audits
• Access controls and authentication systems
• Regular security monitoring and incident response procedures
• Employee training on data protection and privacy

5.2 Data Storage

• Your data is stored in secure, cloud-based servers with geographic redundancy
• Document files are encrypted and stored separately from personal identifiers
• Access logs are maintained for all data access and modifications
• Regular backups ensure data availability and recovery capabilities

6. Data Retention

6.1 Retention Periods

• **Active Accounts**: Data is retained while your account is active and for 3 months after your paid access expires
• **Closed Accounts**: Personal data is deleted within 30 days of account closure, unless you request data export
• **Legal Requirements**: Some data may be retained longer if required by law or for legitimate business purposes
• **Anonymized Data**: We may retain anonymized, non-personally identifiable data for research and service improvement

7. Your Privacy Rights

7.1 Access and Control

You have the following rights regarding your personal information:

• **Access**: Request a copy of the personal information we hold about you
• **Correction**: Request correction of inaccurate or incomplete information
• **Deletion**: Request deletion of your personal information (subject to legal requirements)
• **Export**: Request a copy of your data in a portable format
• **Restriction**: Request limitation of processing in certain circumstances

7.2 Exercising Your Rights

To exercise these rights, contact us through the platform's support channels. We will respond to your request within 30 days and may require identity verification for security purposes.

8. Cookies and Tracking Technologies

8.1 Types of Cookies

• **Essential Cookies**: Required for platform functionality and security
• **Performance Cookies**: Help us understand how you use our platform
• **Functional Cookies**: Remember your preferences and settings

8.2 Cookie Management

You can control cookies through your browser settings. Note that disabling certain cookies may affect platform functionality.

9. International Data Transfers

Your information may be processed and stored in countries other than your own. We ensure appropriate safeguards are in place for international data transfers, including contractual protections and compliance with applicable data protection laws.

10. Children's Privacy

Visagent is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes by posting the updated policy on our platform and updating the "Last Updated" date. Continued use of our Service after changes constitutes acceptance of the updated Privacy Policy.

12. Compliance and Governance

12.1 Legal Framework

Our privacy practices comply with:

• New Zealand Privacy Act 2020
• Applicable international data protection regulations
• Industry best practices for data security and privacy

12.2 Data Protection Officer

For privacy-related inquiries or to exercise your rights, contact our privacy team through the platform's support channels.

13. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us through the platform's support system. We are committed to addressing your privacy concerns promptly and transparently.