1. Introduction
Hidden Vine ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our UK visa support and apostille services.
2. Information We Collect
2.1 Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Register for our services
- Fill out forms on our website
- Contact us via email, phone, or contact forms
- Subscribe to our newsletter
- Engage with our customer service
This information may include:
- Name and contact information (email address, postal address, telephone number)
- Passport and identification details
- Visa application information
- Financial information for payment processing
- Employment and education history
- Any other information relevant to your visa application or apostille service request
2.2 Automatically Collected Information
When you visit our website, we may automatically collect certain information about your device, including:
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent on pages
- Referring website addresses
- Cookies and similar tracking technologies
3. How We Use Your Information
We use the collected information for various purposes, including:
- Providing and maintaining our visa support and apostille services
- Processing your applications and requests
- Communicating with you about our services
- Sending administrative information and updates
- Responding to your enquiries and providing customer support
- Improving our website and services
- Complying with legal obligations and regulatory requirements
- Preventing fraud and ensuring security
- Marketing our services (with your consent where required)
4. Legal Basis for Processing
Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:
- Contract: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract
- Legal obligation: Processing is necessary to comply with legal obligations, particularly in relation to immigration law and document authentication
- Legitimate interests: Processing is necessary for our legitimate interests in providing and improving our services
- Consent: You have given clear consent for processing for specific purposes (e.g., marketing communications)
5. Information Sharing and Disclosure
We may share your personal information in the following circumstances:
- Government Authorities: We may disclose your information to UK Visas and Immigration (UKVI), the Foreign, Commonwealth & Development Office (FCDO), or other relevant government bodies as required for processing your applications
- Service Providers: We may share information with third-party service providers who assist us in operating our website and conducting our business
- Legal Requirements: We may disclose information if required by law or in response to valid requests by public authorities
- Business Transfers: In connection with any merger, sale of company assets, or acquisition of all or a portion of our business
- Consent: With your explicit consent for any other purpose
6. Data Security
We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Encryption of sensitive data
- Secure server environments
- Regular security assessments
- Staff training on data protection
- Access controls and authentication procedures
7. Data Retention
We will retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention periods depend on the type of information and the purpose for which it was collected:
- Visa application data: 7 years after application completion
- Apostille service records: 7 years after service completion
- Marketing data: Until you withdraw consent or 3 years of inactivity
- Website analytics: 26 months
8. Your Rights
Under UK data protection law, you have the following rights regarding your personal information:
- Right of access: Request copies of your personal data
- Right to rectification: Request correction of inaccurate or incomplete data
- Right to erasure: Request deletion of your personal data in certain circumstances
- Right to restrict processing: Request limitation of processing in certain circumstances
- Right to data portability: Request transfer of your data to another organisation
- Right to object: Object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent: Withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below.
9. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your browsing experience. For detailed information about our use of cookies, please refer to our Cookie Policy.
10. International Data Transfers
Your personal information may be transferred to and processed in countries other than the United Kingdom. When we transfer your data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with UK data protection law.
11. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
14. Data Protection Officer
For data protection matters, you can contact our Data Protection Officer at:
Email: [email protected]
15. Supervisory Authority
You have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues: