Privacy policy

Privacy Policy

Alma Matters Limited (further Alma Matters) is committed to providing our customers with the highest quality of service at all times.  As part of this commitment, we take the trust of our customers and site visitors very seriously. We recognise that it is our responsibility to protect your privacy and to inform you of our information collection practices through our Privacy Policy. Our Privacy Policy outlines:
• The Information that we Collect
• How the Information we Collect is Used
• Alma Matters EU GDPR Compliance Statements
• How to Contact Alma Matters
• Company Disclaimer

Alma Matters reserves the right at any time, to modify this Privacy Policy. If we make revisions that change the way we collect, use or share personal information, we will post those changes in this Privacy Policy. You should review this Privacy Policy periodically so that you keep up to date on our most current policies and practices.

The Information We Collect
By using our websites and/or our services we may collect and request information from you which includes your name, title, company, address, telephone number, date of birth, e-mail address and service payment details. If Alma Matters is handling your visa or immigration matter, additional information may be requested by the application forms of destination country. These additional items can include items such as your personal and family information, educational, background, employment history, travel history, and financial records. As required by relevant visa or governmental authorities such additional sensitive information can include ethnicity, race, religion, trade union membership, health related information, biometrics and information about criminal history.

How Information Is Used
We do not sell your personal information to any third parties. Additionally, Alma Matters will not share the information with any third party, except as otherwise set forth in this Privacy Policy. Alma Matters may share the personal information with third parties for the following purposes:
• To complete your visa, document legalization, or immigration process request as necessary to provide visa and immigration services to you and your family, including disclosure to government agencies in the form of applications, photographs, and petitions for visa requests and/or immigration benefits. This may include providing sensitive data required for immigration process request to Visa Application Centres, Logistics Companies, Invitation Providers and/or Translators/Solicitors.
• Share data with companies that provide services to assist us with our business activities in visa and immigration request fulfilment.
• As required by law in response to requests by public authorities including meeting national security or law enforcement requirements.

Alma Matters may also use the information to communicate with you directly via e-mail or direct mail, such as to inform you about newsworthy topics and upcoming events that may be of interest to you, or to your colleagues with you regarding your visa or passport request, or immigration case. We may also use your email address to send you reminders of expiring visas, passports, or immigration status. If you would like to discontinue receiving this information, please contact or your account manager.

EU Global Data Protection Regulation (GDPR) Compliance statements
Lawful Basis for Collecting Personal Information: Alma Matters collects and processes personal information to fulfil your visa, passport, document legalization, or immigration process request and our contract with you. This information is collected and processed in accordance with local laws including GDPR regulations in the European Union. For those individuals to whom the GDPR applies, general personal information is collected and processed on the basis of the contract formed or to be formed between us, but the additional sensitive personal information is collected and processed under the lawful basis of consent. By placing the
order and giving your consent, you are giving Alma Matters the following rights:
• The right to collect your personal information
• The right to process your personal information
• The right to share your personal information with third party providers and government entities as needed, such as Government Authorities, Visa Application centres, Logistics Companies, Invitation Providers and/or Translators/Solicitors relevant to your request for services.

You maintain the right to revoke consent at any time

The Right to Have Your Personal Information Erased: At any time, you have the right to request that Alma Matters erases the personal information you have provided to us. Alma Matters will erase any data as long as it is legally allowed to accordance with the laws and regulations in the countries in which we operate. You may make this request by emailing

The following will then occur:
Alma Matters will acknowledge your request.
Alma Matters will review your specific request and the country of its origin and determine if we are lawfully allowed to oblige the request.
Alma Matters will then either:
Inform you that your data has been removed from our systems or inform you as to the date that Alma Matters is legally allowed to remove said data from our systems give the nature of said data and the country of its origin.

The Right to Access Your Personal Information: At any time, you have the right to access your personal information held by Alma Matters.  To make a request for access to your data, a personal appearance is required at Alma Matters office with a formal proof of ID.
After validating the identity of the requestor, Alma Matters will provide your personal information in accordance with our policies.
International Transfer of Your Personal Information: Your information may need to be transferred outside the EU region to Government Authorities and Logistics Companies in the countries for which you have requested travel documentation to successfully process your service request. Such countries may not have data protection laws equivalent to countries in the EU. We will use all reasonable endeavours to ensure that your personal information remains confidential when transferred to such countries. You may withdraw your consent at any time but if the consent is withdrawn prior to the provisioning of the service, we will then be unable to complete the provision of the services.
Complaint to Supervisory Authority: If you consider that we have breached your rights under GDPR you may complain to the data protection authority in the country in which you reside.

How to Contact Alma Matters
If you have any questions about this Privacy Policy contact Alma Matters by emailing or calling 0208 349 1200

While every effort is made to provide accurate information, travel visa and passport requirements are constantly changing and there may be a delay before we are advised of such changes. Therefore, we are unable to guarantee complete accuracy always. Processing times and charges given are solely for guidance purposes and cannot be guaranteed. Where ‘no’ travel visa is indicated, we recommend this information be confirmed by the carrier and the relevant embassy or consulate. Alma Matters recommends that travel
visas be obtained before travel. Where information for travel visas upon arrival are given, we always recommend confirmation of this information with the airline and embassy or high commission prior to travel. Travel arrangements should not be confirmed prior to the visa or passport being issued, unless they are a specifically required for that consulate. In such cases, refundable arrangements should be made.