Privacy Policy

01Who we are

APEX Worldwide Visa Services LLP (“APEX”, “we”, “us” or “our”), with its office at Amba Deep Building, 2nd Floor, Office No. 207, KG Marg, Connaught Place, New Delhi, Delhi 110001, India, provides visa facilitation and travel assistance services. This Privacy Policy explains how we handle personal information when you visit apexworldwidevisa.com (the “Website”), contact us, or use our services.

We process personal data in line with applicable Indian law, including the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, as applicable.

02Information we collect

Information you give us

• Contact details: name, mobile number, email address and city.
• Travel details: destination, travel dates, purpose of travel, number of travellers, hotel, flight and package preferences.
• Application documents (only when you engage us for a service): passport copies, photographs, identity and address proof, financial and employment documents, invitation letters, and other documents required by the relevant authority.
• Business information for business travel, such as company name, meeting or factory visit details.
• Messages you send us by phone, email, WhatsApp, website forms or the chat assistant.

Information collected automatically

• IP address, browser and device type, pages visited and the date and time of your visit, as recorded in standard server logs.
• Approximate location derived from your IP address (see Section 03).

03Approximate location from your IP address

• When the home page loads, your browser sends a request to a third-party IP geolocation service (such as GeoJS, ipwho.is or ipapi.co), which returns an approximate location for your IP address. These services receive your IP address and handle it under their own privacy policies.
• The result is kept only in your browser for the current session. We do not store it on our server.
• If you submit an enquiry, the detected location may be included in the WhatsApp message so our team understands where you are travelling from. You can edit or clear the location field before sending.

04Chat assistant

• The chat assistant on the Website is an automated helper that answers common questions using information about our services. Its replies are generated inside your browser; your chat messages are not sent to our server or to any third-party AI service.
• The conversation is kept only in your browser for the current visit, and is cleared when you close the tab or tap “New chat”.
• If you share your name or mobile number in the chat, it reaches our team only when you choose to send it on WhatsApp. Please do not share passport numbers, ID numbers, bank or card details, or other sensitive information in the chat.
• If you choose “Connect with our team” or “Continue on WhatsApp”, a summary of your chat is placed in a WhatsApp message that you can review before sending.

05How we use your information

• To respond to your enquiries and provide quotations.
• To prepare, review and submit visa applications and book appointments on your instructions.
• To arrange flights, hotels, insurance, transfers, interpreters and other travel services you request.
• To communicate with you about your application, booking or travel plans by phone, email or WhatsApp.
• To maintain records required for accounting, tax and legal purposes.
• To keep the Website secure, prevent misuse and improve our services.

We use your information only for the purpose for which you shared it, or for purposes permitted by law. We do not sell your personal information.

06Who we share information with

• Authorities and application centres: embassies, consulates, immigration authorities and visa application centres, as required to process your application.
• Travel suppliers: airlines, hotels, insurers, transport operators, interpreters and tour partners, only as needed to deliver the service you requested.
• Service providers: website hosting, email, WhatsApp (Meta), payment processors and IP geolocation services, who process data on our behalf or to provide their service.
• Legal requirements: where required by law, court order or a lawful request from a government authority, or to protect our rights and the safety of others.

Some of these parties may process data outside India. Where this happens, we take reasonable steps to ensure your information is handled securely and lawfully.

07Retention and security

• We keep personal information only for as long as needed to provide the service, respond to your enquiry, and meet legal, accounting or regulatory requirements. After that, we delete it or make it anonymous.
• Original documents are returned to you or handed over as instructed once the relevant process is complete.
• We use reasonable technical and organisational safeguards, including restricted access to client files. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

08Your rights

Subject to applicable law, you can:

• Ask for a summary of the personal data we hold about you and how it is used.
• Ask us to correct, complete or update your information.
• Ask us to erase your information when it is no longer needed, unless we must keep it by law.
• Withdraw your consent at any time. This will not affect processing already carried out, and may mean we can no longer provide a service that depends on it.
• Nominate another person to exercise these rights on your behalf in case of death or incapacity.
• Raise a grievance with us, and if it is not resolved, approach the Data Protection Board of India.

To make a request, write to info@apexworldwidevisa.com. We may need to verify your identity before acting on it.

09Cookies and browser storage

The Website uses essential cookies and your browser’s session storage to keep the site working, for example to remember your detected location and chat conversation during your visit. We do not use these to build advertising profiles. You can clear or block cookies and site data in your browser settings; some features may then not work as expected.

10Children

Our services are intended for adults. Applications for minors must be made by a parent or legal guardian, who provides the minor’s information and consent on their behalf.

11Links to other websites

The Website may link to other websites, such as WhatsApp, embassy portals or supplier sites. We are not responsible for their privacy practices, so please read their policies.

12Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page with its “Last updated” date.

13Contact and grievance redressal

For any question, request or complaint about your personal information, please contact our Grievance Officer:

Please also read our Terms & Conditions.