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 types of personal data that we collect

  • How the information that we collect is used

  • Who we share your information with

  • How long we hold your information before getting rid of it securely

  • Alma Matters UK 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 Types of Personal Information That 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 the 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 That We Collect 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 requests 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, direct mail or text message, such as to inform you about newsworthy topics and upcoming events that may be of interest to you, or 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 admin@almamatters.net or your account manager.

Who We Share Your Information With

We may share your personal information we collect for the purposes described above, and to service providers and third parties as follows:

  • Affiliates and Subsidiaries. To provide the service including, as applicable, processing visa appointment and trip booking requests, completing your visa, document legalization, or immigration process request as necessary to provide visa and immigration services to you and your family.

  • Trip Providers. To support and provide the Services, including to help you book accommodation, travel, tourist attractions, and tours, and to enable or facilitate entry requirements as may be required, including invitation providers to secure official invitations related to visa applications or entry requirements, and background check providers as required by the destination country

  • Business Partners and Third Parties, Including Third-Party Platforms, Providers, and Networks. To better understand how users access and use our services, and our other products and offerings, and for other research and analytical purposes, such as to evaluate and improve our services and business operations, to develop services and features, and for internal quality control and training purposes.

  • Government Entities. To support and provide the services, including as necessary for visa applications, immigration services, and logistics purposes. Sensitive data may be disclosed as necessary.

  • To Others As Required by Law. We may also disclose personal data to third parties to the extent permitted by applicable law and legal obligations. This may include regulators, government entities, and law enforcement as required by law or legal process, subject at all times to obligations under relevant laws.

How Long We Hold Your Information Before Getting Rid of it Securely

Alma Matters will keep information for as long as it needs it and dispose of it when it no longer has a reason to keep it. Alma Matters will dispose of information by shredding the documents in paper form and deleting digital files.

Alma Matters Ltd UK 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 United Kingdom. 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 erase the personal information you have provided to us. Alma Matters will erase any data as long as it is legally allowed in accordance with the laws and regulations in the countries in which we operate. You may make this request by emailing admin@almamatters.net

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 given 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 admin@almamatters.net or calling 0208 349 1200

Disclaimer

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.