Privacy Policy

1. About Visagency & Our Role

Visagency (“we”, “our”, or “us”) operates a B2B cloud software-as-a-service (SaaS) platform at visagency.online designed for study-abroad consultancies and overseas recruitment agencies. Visagency is a software provider and is not a consumer visa agency, immigration consultancy, or government authority.

When an education consultancy or recruitment agency (“Subscriber Agency”) uses Visagency to manage its leads, students, job candidates, documents, and invoices, the Subscriber Agency acts as the Data Controller and Visagency acts as the Data Processor processing records strictly on the Subscriber Agency's behalf.

2. Information Processed on the Platform

• Agency Account Information: Name, work email, phone number, agency name, workspace subdomain, branch details, and billing records of Subscriber Agencies and their staff.
• Client & Candidate Case Records: Information entered by a Subscriber Agency or uploaded by its clients via the client/partner portal, including contact details, academic or employment history, visa case stages, checklist documents, and fee payment ledgers.
• Sensitive Personal Identifiers (PII): Passport numbers, National ID (NID) numbers, and bank account details stored within an agency's workspace.
• Technical & Audit Logs: IP addresses, browser metadata, authentication cookies (vg_token), and activity audit logs recording user actions within each agency tenant.

3. Multi-Tenant Isolation & Security Measures

We implement strict technical and organizational safeguards to protect agency and applicant records:

• Strict Tenant Isolation: Every agency workspace is logically isolated at the database and API layer. One agency can never view or query another agency's leads, cases, or customers.
• Encryption at Rest & in Transit: Sensitive PII fields (passport numbers, NID numbers, and bank details) are encrypted at rest using application-level encryption and masked by default unless a staff member holds explicit permission (pii.view). All traffic is encrypted via HTTPS/TLS.
• Signed Document URLs: Uploaded documents (passport scans, transcripts, contracts) are stored in private storage buckets and served only through short-lived, cryptographically signed URLs.
• Audit Trail: Every create, update, document review, and stage transition is recorded in an immutable tenant activity log.

4. How We Use Information

We use collected information solely to provide, secure, and improve the Visagency platform, including:

• Provisioning and authenticating agency, staff, client portal, and partner portal accounts.
• Sending transactional notifications (OTP verification codes, case stage updates, appointment reminders, and invoice receipts) via email, SMS, or WhatsApp as configured by the Subscriber Agency.
• Processing subscription billing and merchant gateway payments configured by the Subscriber Agency.
• Maintaining platform security, preventing abuse, and troubleshooting technical issues.

We never sell, rent, or share agency lead databases or client records with third parties or competing agencies.

5. Data Retention, Export & Deletion

Subscriber Agencies control their own data retention schedules within their workspace settings and may export or delete client records at any time. End clients (students or job candidates) seeking to access, correct, or erase their personal data should submit their request via their agency's Client Portal privacy settings or contact their Subscriber Agency directly.

6. Contact Us

For questions regarding this Privacy Policy or our data protection practices, please contact us at support@visagency.online.