Privacy Policy

Effective Date: June 2025

At Online Visa Indonesia (referred to as "we," "us," or "our"), operating at onlinevisaindonesia.com, we are dedicated to protecting your privacy and personal data. This Privacy Policy details our practices for collecting, using, and processing information provided by you when engaging with our website and services.

Your use of our website, and particularly your initiation of payment for our professional services, signifies your acceptance of this Privacy Policy and our Terms and Conditions.

We may update this Privacy Policy as required by evolving legal standards, business operations, or service enhancements. All revisions will take effect upon their publication on our website. We recommend reviewing this policy regularly to stay informed.

Please note that to access and utilize our services, you must be of legal age and possess the contractual capacity required by your country's laws. This Privacy Policy outlines our data protection commitments and does not constitute a contractual agreement or form part of your service contract with us.

Definition of Personal Data

For the purposes of this policy, personal data encompasses any information that directly or indirectly identifies you. This includes, but is not limited to, contact details such as your full name, date and place of birth, email address, postal address, and signature, as well as usage data like your IP address or website browse activity.

Data Controller Information

Online Visa Indonesia, as specified in our Terms and Conditions, acts as the data controller responsible for personal information gathered through your website interactions, visa application submissions, and customer service engagements.

Scope of Policy Application

This Privacy Policy applies to all personal data we collect, use, and process from you as a user of our website and/or a customer.

Our website may feature links or integrations with third-party websites. Please be aware that we do not operate these external sites, and therefore, we assume no responsibility for their content, services, or data privacy practices. These third-party sites are governed by their own distinct privacy and cookie policies.

Personal Data Collection Methods

We collect personal data through the following interactions:

• Direct Interactions: Information is collected when you complete forms on our website (e.g., visa application forms, contact forms) or communicate with our Customer Service team via chat, email (info@onlinevisaindonesia.com), or telephone.
• Automated Technologies: We may automatically gather data such as your IP address, visited pages, and session duration using cookies (both first-party and third-party).
• Payment Information: Upon completion of your visa application and acceptance of our Terms and Conditions, you will be directed to a secure payment gateway. Your payment details are securely transmitted to our certified payment service providers for transaction authorization. We do not store or access your complete credit or debit card information. It is imperative that you provide payment details exclusively through authorized channels on our website.

We limit our collection of personal data to what is strictly necessary for the purposes outlined below. By providing any information beyond what is explicitly requested, you consent to its processing for the communicated purpose.

You are responsible for ensuring the accuracy, currency, and completeness of the personal data and private information you submit, particularly for visa applications or support requests. We disclaim responsibility for any issues arising from inaccurate, incomplete, or fraudulent information provided by you.

If you provide us with personal data pertaining to third parties (including minors), you warrant that you have informed them of our data processing practices and obtained their prior, explicit consent for sharing their information with us. If you provide a minor's personal data, you affirm that you are their parent or legal guardian.

Purposes of Personal Data Processing

Your personal data is processed for the following objectives:

• Service Delivery: To provide our professional assistance services for your visa application, including verifying application accuracy and document compliance. We will request missing or incomplete information as needed.
• Application Communication: To send you timely updates regarding government requirements, operational communications concerning your visa application status, and notification of its approval or denial. This also includes informing you of any additional information or documentation requested by the government.
• Inquiry and Request Management: To efficiently address your information requests, claims, or queries regarding our services, and to process refund and cancellation requests.
• Administrative Functions: For internal processing and management of our professional services, such as payment verification (fraud control), accounting, and billing.
• Legal Compliance: To fulfill our legal obligations and respond to legitimate requests from judicial, police, or other relevant authorities.
• Service Enhancement: To improve your user experience on our website and enhance our services and customer support by analyzing your website navigation behavior.
• Fraud Prevention: To conduct periodic checks against fraudulent, unauthorized, or illegal activities on or through our website.

Legal Basis for Data Processing

We process your personal data only when a valid legal basis exists. In most cases, the legal bases include:

• Contractual Necessity: To fulfill our contractual obligations to you, which involves verifying and submitting your visa application to the government, providing application status updates and final decisions, and responding to your customer service inquiries.
• Consent: Where you have provided explicit consent for specific data processing activities (e.g., to receive requested information from our Customer Service team). You have the right to withdraw this consent at any time.
• Legal Obligation: To comply with our legal duties and satisfy legitimate requirements from administrative, judicial, or police authorities.
• Legitimate Interests: Our legitimate interests include (i) verifying credit/debit card and other payment methods, (ii) resolving potential claims related to our services, (iii) optimizing user experience and operational efficiency of this website, (iv) enhancing the quality of our professional services, and (v) monitoring for fraudulent activity to preserve website security and integrity.

Data Retention Period

We retain your personal data only for the duration necessary to fulfill the purposes for which it was collected. Subsequently, your personal data will be securely archived (blocked) for any mandatory legal or claims-related retention periods. This includes, for example, compliance with legal obligations, resolution of potential service claims, investigation of detected fraudulent activity, or retention of cookie information unless consent is withdrawn. Once the required retention period concludes, your personal data will be securely deleted from our information systems.

If you have granted consent for specific data processing, please note that you may withdraw this consent at any time. Upon receipt of your withdrawal request, we will proceed with the deletion of your personal data.

Data Sharing Practices

Your personal data may be processed and/or shared under the following circumstances:

• Government Authorities: Shared with the government of your destination country, as they are the competent authority responsible for approving or denying visa applications.
• Payment Service Providers: Shared with our payment service providers to process transaction payments and conduct fraud controls, and with your bank or credit/debit card company if you initiate a charge dispute.
• Technology Service Providers: Shared with third-party providers who host our information systems or offer us technological tools and support.
• Legal and Regulatory Compliance: Shared to comply with our legal obligations and when required by administrative, judicial, and/or police authorities in accordance with applicable law.
• Protection of Legitimate Interests: Shared to protect our legitimate interests in the event of potential claims concerning the professional services we provide.

Some of the aforementioned third parties may be located outside the European Economic Area, which could involve international data transfers. In such cases, we ensure that personal data is transferred only to recipients in countries offering comparable data protection standards or, alternatively, we implement appropriate safeguards as required by current data protection laws to ensure the privacy and security of your personal data and to guarantee your individual rights and freedoms.

Data Security Measures

Your personal data is securely stored within our information systems. We have implemented robust technical and organizational measures to ensure the confidentiality and integrity of your data, protecting it against unauthorized or unlawful processing and accidental loss, destruction, or damage.

Furthermore, we have taken reasonable steps to ensure that all our personnel, suppliers, and partners who have access to your personal data receive adequate information and training regarding their obligations concerning the processing of our users' and/or customers' personal data for the specific purposes previously mentioned.

While we strive to ensure the protection of your personal data transmitted via our website and through other means such as email or phone, please be mindful of taking your own precautions to maintain data security. For example, avoid entering or confirming banking details through suspicious messages or unauthorized websites.

Your Data Protection Rights

You possess rights concerning your personal data, including the rights to access, rectify, erase, restrict processing, object to processing, and data portability. You can exercise these rights by submitting a written request via email to info@onlinevisaindonesia.com.

You can also adjust the privacy settings within your web browser to manage tracking cookies at any time. Additionally, you may install "Do Not Track" tools or browser add-ons that allow you to select which cookies you wish to permit.

We will respond to your data protection rights request within one (1) month. However, this period may be extended by up to two (2) additional months when necessary, depending on the complexity and volume of your requests. In such instances, we will notify you of the extension and the reasons for the delay.

Should you believe that your data protection rights have not been adequately addressed, you retain the right to lodge a complaint with the corresponding Supervisory Authority.

Please do not hesitate to contact us at info@onlinevisaindonesia.com if you have any questions or require further clarification regarding this Privacy Policy or our data processing practices.