Visamundi

· Legal

Privacy Policy

Updated as of 25/08/2020

VISAMUNDI is committed to protecting your privacy. Contact us if you have any questions or concerns about the use of your personal data and we will be happy to help. This privacy policy is part of our Terms and Conditions of Sale; by accepting the terms and conditions, you also accept this policy. In the event of a conflict between the terms used in the Terms and Conditions of Sale and the Privacy Policy, the latter shall prevail.

Definitions

VISAMUNDI: Trade name used by the SAS VISAMUNDI, with a share capital of €50,000, whose registered office is at 15 allee Duguay-Trouin, 44000 Nantes, France, registered with the Nantes Trade and Companies Register under number 828 148 189 (VAT FR69828148189), represented by Mr Sebastien Couix as Chairman;
Administration: state department that gives effect to the exercise of public authority in civil-status or immigration procedures;
Application: Software solution that allows the User to use the Features and Services offered by VISAMUNDI;
Client: Person who has signed and agreed to the GTC and the obligations they contain;
Administrative Document: Document requested by the Client to carry out personal or professional administrative procedures;
Data: Any element (information, texts, photographs, photocopies, messages, etc.) collected by the User and implemented by them within the Site, the Application and the Services through their use;
Personal Data: Refers to any information relating to an identified or identifiable natural or legal person; an “identifiable natural or legal person” is deemed to be a natural or legal person who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to their physical, physiological, genetic, economic, cultural or social identity;
Feature: Each element implemented, accessible and usable within the various Services;
Means of Access: Methods and/or function by which the User can access one or more Services in order to use them for their own needs;
Operator: Company that operates the various electronic telecommunications networks necessary for accessing and using the Services;
Services: All the services made available to the User by VISAMUNDI and accessible via the Means of Access;
Site (or Website): VISAMUNDI’s website allowing the User to access the Services, namely: https://www.visamundi.co
Third Party: Refers to natural or legal persons who are not bound by common ownership or control to VISAMUNDI, or other individuals unrelated to VISAMUNDI and/or the User;
User: Refers to any natural or legal person accessing the Site and, where applicable, the Application.

Data protection principles

The company VISAMUNDI undertakes to respect the following data protection principles:

  • Processing is lawful, fair and transparent. Processing activities have legitimate grounds. The company VISAMUNDI always considers your rights before processing personal data. It will provide you with information about the processing on request.
  • Processing is limited to the purpose. Processing activities correspond to the purpose for which the personal data was collected.
  • The company VISAMUNDI collects and processes only the minimum amount of personal data required.
  • Processing is limited in time. The company VISAMUNDI does not keep your personal data longer than necessary.
  • The company VISAMUNDI will do its best to ensure the integrity and confidentiality of the data.

In accordance with the current regulations on Personal Data (GDPR), the processing operations designated in this documentation must receive your prior acceptance. Indeed, when making a request for Administrative Documents through the Website, you are asked to accept this Data Protection Policy.

The processing we carry out may also be required of us by a legal obligation, particularly in accounting or tax matters.

Most of the processing that VISAMUNDI carries out falls within the scope of processing necessary for the contractual relationship and the provision of the requested service, namely the provision of Administrative Documents for the Client.

Thus, the performance of the (pre)contractual relations that bind us, at your initiative, requires a certain number of processing operations.

In any event, we ensure that we do not disregard your interest or your fundamental rights and freedoms by allowing you, at any time, to object to all or part of the processing described in this Personal Data Protection Policy.

As minors are also concerned by our services, this privacy policy also applies to them. The data concerning them is available to their legal representatives.

Who collects your Personal Data?

The Website is published by the SAS VISAMUNDI, with a share capital of €50,000, whose registered office is at 15 allee Duguay-Trouin, 44000 Nantes, France, and registered with the Nantes Trade and Companies Register under number 828 148 189 (VAT FR69828148189), represented by Mr Sebastien Couix as Chairman;

As part of the management and operation of the Site, in its capacity as data controller under the French Data Protection Act of 6 January 1978, as amended, the company VISAMUNDI may collect Users’ Personal Data.

The company VISAMUNDI attaches great importance to respecting privacy and takes all necessary measures to ensure the confidentiality and security of Users’ Personal Data. To this end, the company VISAMUNDI invites Users to read this Data Protection Policy in order to be informed of how their Personal Data is processed and of their rights.

Who are the recipients of the Personal Data?

Users’ Personal Data is collected and processed by the company VISAMUNDI. The data may also be communicated to the company VISAMUNDI’s subcontractors who act in the name and on behalf of the company VISAMUNDI, in particular the Site’s host.

The company VISAMUNDI may communicate Users’ Personal Data in order to cooperate with administrative and judicial authorities.

Finally, the company VISAMUNDI may communicate Users’ Personal Data to Third-Party providers as part of statistical studies on the use of the Site and for the purpose of optimising the Site. In this context, Users’ Personal Data will be anonymised.

What personal data does VISAMUNDI collect?

The company VISAMUNDI offers a platform to assist in providing Administrative Documents for Clients. In this respect, VISAMUNDI collects personal data from the Users submitting the request.

Declared information, provided by you, including:

  • Title;
  • Surname and first name;
  • Year and place of birth;
  • Telephone number*;
  • Email address;
  • Place of residence (address declared by the User);
  • Religion
  • Level of education
  • Marital status and spouse’s contact details
  • Parents’ title and place of birth
  • Employer (name and address)
  • Nationalities (current and of origin)
  • Passport (number, place of issue, validity dates)
  • Travel data (travel dates, place of arrival, purpose of the trip, and previous stays in the country or related countries)
  • Contacts in the Client’s country of origin and in the country targeted by the Client

Information about you, collected automatically

  • The identifier of the connection at the origin of the communication;
  • Connection traces (via cookies);
  • The identifier assigned by the information system to the content that is the subject of the operation;
  • The types of protocols used for connecting to the service and for transferring content;
  • The nature of the operation.

Information provided by third parties

  • The presumed location of the User, based on IP data
  • Their journey on other websites
  • Payment information, secured so as not to be used for other purposes

* In accordance with Article L.223-2 of the French Consumer Code, the User is informed that they have the option, if they wish, to register on a list opposing telephone canvassing available on the website www.bloctel.gouv.fr, even though the telephone number provided to VISAMUNDI is not transferred to any third party for commercial purposes during the ordering process.

For what purposes is personal data collected?

VISAMUNDI uses Users’ personal data for the following purposes:

  • Provision of the Services;
  • Invoicing;
  • Obtaining Administrative Documents from the Administrations;
  • Follow-up of files with the Administrations;
  • Responding to any questions/complaints from Users;
  • Producing commercial statistics;
  • Marketing;
  • Management of unpaid invoices and disputes.

Does VISAMUNDI use external service providers?

YES, VISAMUNDI wishes to offer the best service to its Users. In this respect, VISAMUNDI relies on the best external providers for:

  • Storage of personal data;
  • Email marketing;
  • Internal messaging;
  • Submitting Clients’ requests to the authorities;
  • Online advertising;
  • Measuring the Site’s audience;
  • Invoicing;
  • Collecting Users’ reviews;
  • Online payment.

Regarding the storage of personal data

Regarding the storage of personal data, VISAMUNDI has selected a Third-Party provider with the necessary guarantees for collecting and retaining the data. Clients’ data is hosted within the European Union (Paris region).

In this respect, the selected provider is the company Supabase, Inc., which hosts the data in the European Union. Its privacy policy is available at this address: https://supabase.com/privacy

The Site’s infrastructure (delivery of pages and media, deployment) also relies on the companies Cloudflare, Inc. (privacy policy) and Netlify, Inc. (privacy policy).

Regarding exchanges in the client area

VISAMUNDI no longer has an instant messaging (chat) service on the Site. Exchanges between the User and VISAMUNDI’s services now take place within the secure client area. The messages and associated data are hosted by our storage provider (Supabase), within the European Union, under the conditions described above.

Regarding email marketing (email & SMS)

VISAMUNDI may send you certain emails as part of your transactional journey, following best practices, particularly regarding unsubscription. Some data may be collected in this context. The service used by VISAMUNDI to provide this service is Brevo.

Brevo’s privacy policy is accessible at: https://www.brevo.com/fr/rgpd/

Regarding internal messaging

In order to process your data, the company VISAMUNDI uses a high-performance messaging service, allowing for consistent and efficient work. To this end, it relies on the messaging services of Google Workspace, whose privacy policy is as follows: https://business.safety.google/intl/fr_fr/ All the data of this provider (Google) via its services is expressly hosted in Europe. No message exchanged leaves the company, except to contact the Client or the administrative Services, and unless otherwise instructed by the Client.

Regarding the submission of Clients’ requests to the authorities

Each external partner working with VISAMUNDI must sign a particularly binding NDA (non-disclosure agreement) for strict use of the data solely for the purpose of submitting it to the competent authorities for the performance of the service for which the Client mandates VISAMUNDI.

Regarding online advertising

The company VISAMUNDI may occasionally use services to promote its activities. These services use Users’ journeys to provide them with a personalised message. These services are as follows:

Regarding audience measurement

In order to measure traffic and improve the Site, VISAMUNDI uses the privacy-friendly audience analytics solution Plausible (published by Plausible Insights OÜ): it does not set cookies, does not use persistent identifiers and does not carry out any cross-site tracking. The data collected is aggregated, anonymous and hosted within the European Union. Plausible’s privacy policy is accessible at this address: https://plausible.io/privacy

Regarding invoicing

The company VISAMUNDI relies on an external, fully paperless invoicing service in order to centralise and optimise accounting management processes. This data makes it possible to keep a history of Clients’ orders on the company VISAMUNDI’s Websites and to retain its accounting documents, as required by the administration of the country of the company VISAMUNDI. Incwo’s privacy policy is accessible at this address: https://go.incwo.com/termes-dutilisation-incwo/

Regarding the collection of Clients’ reviews

The company VISAMUNDI calls on trusted third parties to collect Clients’ reviews following their order: Google Reviews and Trustpilot.

Google Reviews’ privacy policy is accessible at this address: https://privacy.google.com/intl/fr_fr/businesses/compliance/

Trustpilot’s privacy policy is accessible at this address: https://fr.legal.trustpilot.com/end-user-privacy-terms

Regarding online payment

When making a payment, VISAMUNDI uses the means of an external payment provider in order to guarantee the smoothness and quality of its services.

Regarding online payment, VISAMUNDI uses the company Stripe. Stripe’s privacy policy is accessible at the following address: https://stripe.com/ie/privacy

In particular, when making a payment, the provider collects Personal Data concerning your means of payment (bank card number, card expiry date, visual cryptogram — the latter not being retained, etc.). It is recalled that VISAMUNDI does not collect or hold any bank data directly.

How long is my personal data retained?

Your Personal Data on the Website, as declared and/or completed by you on the Site, is only kept for a strictly necessary period, namely:

Internal messaging:

  • Clients’ sensitive documents: 18 months after receipt
  • Form entries: 18 months in the case of a finalised request
  • Product: 18 months after it is sent to the Client
  • Exchanges with the Administrations: 18 months after receipt

Website:

  • 30 days for partial entries
  • 6 months after the clients’ return date for complete entries

Cloud:

  • Follow-up: 6 months after the clients’ return date
  • Files: 6 months after the clients’ return date

Invoicing and payment:

  • 10 years from the end of the financial year

These periods do not apply in the context of ongoing judicial or administrative proceedings.

As part of a request for complete data on all media, the Client may make a request via the contact form on the Website. You can also exercise your right to be forgotten by filing a complaint with the CNIL.

On the other hand, the cookies and audience-measurement statistics of the Website are not kept for more than thirteen (13) months.

How does the company VISAMUNDI ensure the security of Personal Data?

The company VISAMUNDI ensures that Users’ Personal Data is secured adequately and appropriately and has taken the necessary precautions to preserve the security and confidentiality of the Data and, in particular, to prevent it from being distorted, damaged or communicated to unauthorised persons.

All human providers handling Clients’ data have signed a confidentiality agreement with the company VISAMUNDI, guaranteeing discretion regarding the content exchanged. The company VISAMUNDI has also taken out CYBER RISK insurance policies to compensate for any potential data loss and to anticipate future risks ( AXA contract no. 10282430204).

About transmission security

The Website uses an “https” connection encryption protocol using a TLS 1.2, 128-bit key.

The User must be vigilant regarding the encryption of the page. They must not provide personal information if the page does not contain this encryption (symbolised by a padlock in their browser’s address bar), as this page is not administered by VISAMUNDI.

Use of cookies

In accordance with CNIL deliberation no. 2013-378 of 5 December 2013, the company VISAMUNDI informs Users that cookies record certain information that is stored in the memory of their hard drive. This information is used to generate Site audience statistics and to offer services according to the Services they have already selected during their previous visits.

Furthermore, Article 30 of the GDPR states: “Natural persons may be associated with […] online identifiers such as IP addresses and connection cookies (“cookies”) or other identifiers […]. These identifiers may leave traces which, in particular when combined with unique identifiers and other information received by the servers, may be used to create profiles of natural persons and to identify them.”

In this respect, a User wishing to browse the Site must accept the cookie management policy. A warning message, in the form of a banner, first asks each person visiting the Site whether they wish to accept cookies. These cookies do not contain confidential information concerning the Site’s Users.

We use, in particular, cookies of various kinds:

  • Necessary cookies: these cookies are necessary for you to use certain important features on our website. These cookies do not collect any personal information.
  • Functionality cookies – these cookies provide functionality that makes using our service more convenient and enable more personalised features to be offered.
  • Analytics cookies: these cookies are used to track the use and performance of our website and our services.
  • Advertising cookies: these cookies are used to deliver advertisements relevant to you and your interests. In addition, they are used to limit the number of times you see an advertisement. They are generally placed on the website by advertising networks with the permission of the site operator. These cookies remember that you have visited a website and this information is shared with other organisations such as advertisers.

A User accessing the home page or another page of the Site directly from a search engine will be informed of the possibility of objecting to these cookies and of changing the settings by clicking on a link in the banner.

To guarantee the free, informed and unambiguous consent of the User visiting the Site, the banner will not disappear until they have clicked on one of the banner’s action buttons.

Unless the User has given prior consent, cookies will not be placed or read:

  • if any person accessing the Site (home page or directly on another page of the Site from a search engine, for example) does not continue browsing: a mere lack of action cannot in fact be treated as an expression of will;
  • or if they click on the link in the banner allowing them to refuse the placing of cookies.

The effects of your web browser’s “private browsing”

The “Private Browsing” mode offered today by almost all internet browsers makes it possible, in particular, to allow the user to browse the internet without keeping, in particular, the history of pages visited or downloads. Regarding Cookies, all those that were recorded during your browsing via “private browsing” will be deleted automatically when you close your browser. “Private browsing” mode therefore does not make it possible to refuse or prevent cookies from being stored on your computer during browsing. “Private browsing” mode simply makes it possible to limit the retention period of the cookies collected.

How to delete cookies?

Below, we explain the procedure to follow depending on your browser. For more information, we invite you to consult the conditions for deleting cookies by clicking on the following links:

What are the Users’ obligations?

Users acknowledge that the Personal Data disclosed by them on the Site and/or the Application is valid, adequate and up to date. Only Users are responsible for their Personal Data communicated.

Users undertake not to infringe the privacy and personal data protection of any Third Party, in particular persons declared on their behalf as part of a procedure.

What rights do Users whose Personal Data is collected have?

In accordance in particular with the laws and regulations in force concerning the processing of Personal Data, you can:

  • Access all your Data at any time;
  • Object to the processing of your Data on legitimate grounds;
  • Rectify, update and delete your declared Data, by contacting us via the contact form on this site, subject to legitimate grounds;
  • Request the portability of your Data;
  • Request the deletion of certain Data.

In addition, you have the option of providing us with directives regarding the retention, erasure and communication of your Personal Data after your death. These directives, or a kind of “digital will”, may designate a person responsible for their execution; failing this, your heirs will be designated.

In the absence of any directive, your heirs may contact VISAMUNDI in order to:

  • access the Data processing enabling “the organisation and settlement of the deceased’s estate”;
  • receive communication of the “digital assets” or “data resembling family memories, transferable to heirs” within the meaning of the law;
  • have your data deleted from the Sites and object to the continued processing of your Personal Data.

In any event, you have the option of informing us, at any time, that you do not wish your Personal Data to be communicated to a third party in the event of your death.

How can I exercise my rights regarding Personal Data?

In order to exercise your rights with respect to VISAMUNDI, you can send a request to the company VISAMUNDI via the contact form or to one of the addresses indicated below. The company VISAMUNDI reserves the right to request supporting documents to verify the identity of the requester.

A response is then sent within one week of receipt of the request.

How are Users informed of changes to this Data Protection Policy?

The company VISAMUNDI may modify this Data Protection Policy at any time. The company VISAMUNDI will inform Users by any means of the changes made to it. The company VISAMUNDI invites Users to regularly read the Data Protection Policy in order to stay fully informed of its provisions.

Each transaction carried out on one of VISAMUNDI’s Websites requires acceptance of this data privacy policy.

How to contact VISAMUNDI?

Users can contact the company VISAMUNDI for any questions they may have about this Data Protection Policy at the following addresses:

Data Protection Officer (DPO) If you have questions relating to the processing of your personal data, your rights or this policy, do not hesitate to contact our person dedicated to their protection (DPO): Sebastien Couix (dpo@visamundi.co – +33 2 85 520 450)