Privacy Policy
We take your privacy seriously. This policy explains exactly what data we collect, how we use it, and your rights.
1. Introduction
Welcome to Visapot ("we," "us," or "our"). Visapot is a mobile visa-tracking and community intelligence platform that helps users monitor visa application statuses, explore embassy information, access community-sourced processing data, and receive real-time updates.
This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information when you use the Visapot mobile application (the "App") and any related services (collectively, the "Services"). By creating an account or using the App, you agree to the practices described in this Privacy Policy.
If you do not agree with this Privacy Policy, please discontinue use of the App immediately.
2. Data Controller
The data controller responsible for the processing of your personal data is:
3. Information We Collect
We collect information in two ways: information you provide directly to us, and information collected automatically.
3.1 Information You Provide Directly
| Category | Examples |
|---|---|
| Account & Identity | First name, last name, email address, password (hashed), profile avatar |
| Profile Data | Country of residence (location), passport nationalities, education level |
| Visa Application Data | Embassy name, visa category, application date, status, interview details, rejection reasons, processing timelines |
| Communications | Messages and feedback submitted through Help & Feedback, support inquiries |
3.2 Information Collected Automatically
| Category | Examples |
|---|---|
| Usage Analytics | Screen views, feature interactions, button taps, navigation paths (via Firebase Analytics) |
| Device & Technical Data | Device type, operating system version, app version, unique device identifiers, language settings |
| Crash & Error Reports | Stack traces, error logs, device state at time of error (via Firebase Crashlytics) |
| Push Notification Metadata | FCM token, notification delivery status, embassy subscription preferences |
3.3 Aggregated Community Data
When you submit a visa application entry, we aggregate this data anonymously to generate community-level statistics, such as average processing times, approval/rejection ratios, and interview rates per embassy and visa category. This aggregated data does not identify individual users.
4. How We Use Your Information
| Purpose | Legal Basis |
|---|---|
| Providing and operating the Services | Performance of a contract |
| Creating and managing your account | Performance of a contract |
| Personalising your experience | Legitimate interests |
| Sending push notifications about embassy updates | Consent (opt-out anytime) |
| Generating anonymous community statistics | Legitimate interests |
| Improving and debugging the App | Legitimate interests |
| Complying with legal obligations | Legal obligation |
| Detecting and preventing fraud or security incidents | Legitimate interests / Legal obligation |
| Responding to support requests | Performance of a contract |
6. Data Retention
We retain your personal data for as long as your account remains active, plus a reasonable period thereafter to comply with legal obligations and resolve disputes.
| Data Type | Retention Period |
|---|---|
| Account data | Duration of account + 30 days after deletion |
| Visa application data | Duration of account + 30 days after deletion |
| Anonymised community statistics | Indefinitely (no longer personally identifiable) |
| Crash & analytics logs | 90 days (Firebase default) |
| Push notification tokens | Until you revoke consent or delete your account |
7. Data Security
We implement industry-standard technical and organisational security measures to protect your data, including:
- Encrypted data transmission (HTTPS/TLS)
- Supabase Row Level Security (RLS) to enforce data access controls at the database level
- Password hashing via Supabase Auth (bcrypt)
- Firebase App Check to prevent unauthorised API access
- Firebase Crashlytics for real-time monitoring of application errors
No system is completely secure. If you become aware of any security breach, please contact us immediately at info@visapot.com.
9. Push Notifications
You may subscribe to embassy-specific push notifications to receive real-time updates (e.g., processing time changes, status updates, newsfeed articles) via Firebase Cloud Messaging (FCM).
- Subscriptions are preference-based and can be managed per embassy within the App.
- You may enable or disable all push notifications via your device's notification settings.
- Notification preference data is stored in our backend and associated with your account.
10. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
| Right | Description |
|---|---|
| Access | Request a copy of the personal data we hold about you |
| Rectification | Request correction of inaccurate or incomplete data |
| Erasure | Request deletion of your account and personal data ("right to be forgotten") |
| Restriction | Request that we limit processing of your data in certain circumstances |
| Portability | Request your data in a structured, machine-readable format |
| Object | Object to processing based on legitimate interests or for direct marketing |
| Withdraw Consent | Withdraw any previously given consent (e.g., notifications) at any time |
To exercise any of these rights, please contact us at info@visapot.com. We will respond within 30 days of receiving your request.
11. Children's Privacy
Visapot is intended for users aged 16 and older. We do not knowingly collect personal data from children under the age of 16. If you believe a child has provided us with personal information, please contact us at info@visapot.com and we will delete it promptly.
12. International Data Transfers
Your data is processed by service providers whose servers may be located outside your country or the European Economic Area (EEA). Where international data transfers occur, we ensure appropriate safeguards are in place, such as:
- EU Standard Contractual Clauses (SCCs) with Supabase and Google Firebase
- Adequacy decisions where applicable
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you via in-app notification or email at least 14 days before the changes take effect. Your continued use of the App after the effective date constitutes your acceptance of the updated policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact: