Privacy notice

2. Personal data we may collect

Depending on your use of the service, we may handle:

• Identity data. Full name, nationality, gender where needed, date of birth, place of birth, and traveler count.
• Passport data. Passport number, issue date, expiry date, issuing country, and passport image or document details where you provide them.
• Travel data. Arrival date, departure date, flight or transport details, accommodation address, travel purpose, and destination information.
• Contact data. Email address, support messages, contact form details, and phone number if you choose to provide it.
• Order and payment data. Order reference, payment status, currency, payment method, refund status, chargeback information, and invoice or accounting records.
• Technical data. IP address, browser, device type, pages viewed, timestamps, cookies, analytics events, and basic security logs.
• Support data. Questions, complaints, refund requests, correction requests, and any files or screenshots you send us.

3. How we collect data

• You provide data when you fill in an application form, checkout form, or contact form.
• Payment providers send payment status and transaction details.
• Our website records technical logs for security, analytics, and debugging.
• Support messages and order updates create service records.

4. Why we use personal data

• To create, check, manage, and submit travel document assistance information.
• To send order confirmations, payment updates, delivery emails, and support replies.
• To process payments, refunds, chargebacks, and accounting records.
• To detect abuse, prevent fraud, protect the website, and keep logs for security.
• To answer legal, privacy, cancellation, refund, or complaint requests.
• To improve page performance, checkout flow, service quality, and error handling.
• To meet tax, accounting, consumer law, payment provider, and record duties.

5. Legal basis for processing

Depending on the situation, we use one or more legal bases:

• Contract. To provide the service you ordered and to contact you about that order.
• Consent. For specific choices, such as optional cookies or where you choose to send extra information.
• Legal obligation. For accounting, tax, consumer law, and requests from authorities where the law applies.
• Legitimate interest. For fraud prevention, security logs, dispute handling, service improvement, and basic analytics.

6. Who may receive data

We share only what is needed. Recipients may include:

• Official systems or parties involved in the travel document process, when needed to provide the service.
• Payment providers, banks, card networks, and fraud prevention partners for payments and disputes.
• Hosting, database, email, analytics, logging, and security providers.
• Customer support, operational tools, and service providers that help process orders.
• Accountants, legal advisers, insurers, regulators, courts, or authorities where needed by law or for a legal claim.

We do not sell personal data.

7. Payment data

Payments are handled by payment providers. TopTravelVisa receives payment status, transaction reference, payment method, amount, currency, and refund or chargeback status. We do not store full card numbers, CVC codes, or online banking login details.

8. Cookies and analytics

We use cookies and similar tools for basic website function, security, analytics, and performance measurement. Analytics help us see which pages work, where errors happen, and how the checkout flow performs.

Read the cookie policy for more information.

9. Data retention

We keep personal data only as long as needed for the service, support, legal duties, disputes, fraud prevention, and accounting records.

• Application and order records are kept while needed for service delivery, support, disputes, and legal records.
• Accounting and payment records may be kept for the legal retention period that applies to business administration.
• Support messages are kept while needed to handle your request and protect both sides in case of a later dispute.
• Technical logs are usually kept for a shorter period unless needed for security, fraud prevention, debugging, or legal claims.

10. Security

We use technical and organizational safeguards to protect personal data against unauthorized access, loss, misuse, and alteration. These safeguards can include access controls, encrypted connections, logging, limited access, and security checks.

No internet-based system is 100% secure. If we find a data breach that may seriously affect you, we will act according to the data protection rules that apply.

11. International transfers

Some service providers may process data outside your country or outside the European Economic Area. When that happens, we use safeguards where needed, such as contracts, data processing terms, or other transfer measures accepted under data protection law.

12. Your privacy rights

Subject to applicable law, you may have the right to:

• ask for access to your personal data;
• ask us to correct inaccurate or incomplete data;
• ask for deletion of personal data;
• ask us to restrict certain use of your data;
• object to certain use of your data;
• ask for data portability where the law gives that right;
• withdraw consent where processing is based on consent.

We may need to verify your identity before handling a privacy request. Some rights may be limited when we need the data for legal duties, disputes, fraud prevention, accounting, or service records.

13. Complaints

If you have a privacy complaint, contact us first so we can review it. If you are in the European Union, you may also contact your local data protection authority. In the Netherlands, this is the Autoriteit Persoonsgegevens.

14. Children's data

Our service is not aimed at children acting on their own. If an order includes data for a minor, a parent, guardian, or other authorized adult must provide the information and confirm that they are allowed to do so.

15. Automated decisions

TopTravelVisa does not make automated decisions that have legal or similarly significant effects on you. Official systems, airlines, immigration authorities, or payment providers may use their own checks outside our control.

16. Changes to this notice

We may update this privacy notice when our service, payment flow, providers, or legal duties change. The latest version is published on this page with the updated date.

17. Contact

For privacy questions or privacy rights requests, use the contact form or email support@toptravelvisa.com.