Privacy Policy

This Privacy Policy explains how Travel-Helper UK Ltd ("we", "us", "our") collects, uses, and protects personal data when you use vizax.ai and its related applications, including the document verification tool ("Verify", app.vizax.ai), the approval-prediction tool ("Predict", predict.vizax.ai), and the document generation tool ("Generate Document" / letters.vizax.ai) (together, the "Services").

We are the "controller" of your personal data for the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are & how to contact us

• Company: Travel-Helper UK Ltd, registered in England & Wales
• Company number: 12384630
• Registered office: London, United Kingdom
• Data protection contact: contact@vizax.ai

2. Your uploaded documents

When you upload documents to Verify (for example passports, payslips, bank statements or other supporting documents), we use them only to perform the verification you requested. The file itself is not kept after the check is complete, unless you choose to attach it to an issue report (see section 3f).

To read a document, we share it with an AI service provider that reads it for us, only for the purpose of verifying it (see section 6). Your documents are not used for any other purpose.

The details we keep from a check, and how you can delete them, are described below.

3. The personal data we process

a. Account & login data

To sign in, we use a third-party identity provider (Auth0). This involves your email address, name (if provided), and authentication identifiers. This lets us give you secure access across the Services with a single login.

b. Passport, traveller & trip details

To check your documents against your passport, we save the passport details you confirm: full name, date of birth, passport number, expiry date and nationality. If you add family members, we save the same details for them. We also save each trip's details: the embassy, travel dates, appointment dates and trip cost.

c. Verification results & generated letters

When Verify checks a document, we save the details read from it (for example names, employer, salary, account balances, dates and passport stamps) together with the result. We use them to show you your results, to re-check your documents against each other when you add a new one, and to prepare your cover letter. Documents checked in the chat without a trip are not saved. Details you enter into the Generate Document tool for a one-off letter are used only to produce that document in your browser/session and are not saved to your account.

d. Payment & subscription data

When paid subscriptions are available, we (and our payment processor) will process billing information such as your name, subscription tier, and transaction and invoice records. Card and payment details are handled directly by our payment processor and are not stored by us. We retain invoice and transaction records where required by law.

e. Technical & usage data

Like most websites, our servers automatically record technical information such as IP address, browser and device type, and access logs. Under UK GDPR an IP address can be personal data. We use this to operate, secure, and troubleshoot the Services.

f. Issue reports

If you report a problem with a check result, we receive your note, the result, the details read from that document and, if you choose to attach it, the document file. If you report a wrong answer in the chat, we receive your name, email address, your question, the answer and your recent messages in that chat. We use reports only to investigate and fix the problem.

4. How we use your data & our lawful bases

• To provide the Services you request (verification, prediction, document generation, account access) — lawful basis: performance of a contract.
• To take payment and manage subscriptions — lawful basis: performance of a contract.
• To keep the Services secure and working (logging, fraud/abuse prevention, troubleshooting) — lawful basis: our legitimate interests.
• To meet legal and accounting obligations (e.g. keeping financial records) — lawful basis: legal obligation.
• Cookies that are not strictly necessary (if any are used) — lawful basis: consent.

5. Cookies

We use strictly necessary cookies to keep you logged in and to keep the Services secure (including cookies set by our identity provider). These are required for the site to function. If we introduce analytics or other non-essential cookies, we will ask for your consent first and update this policy.

6. Who we share data with (our processors)

We do not sell your personal data. We share limited data with service providers ("processors") who help us run the Services, under contracts that require them to protect it:

• Auth0 (Okta): authentication and login.
• Amazon Web Services (AWS): hosting and infrastructure.
• AI service providers: reading the documents you upload so we can verify them, and answering your questions in the chat.
• Payment processor: processing subscription payments (once live).

We may also disclose data where required by law, or to establish, exercise or defend legal claims.

7. International transfers

Our Services are used by clients in the UK, Egypt and the Middle East, and some of our providers may process data outside the UK. Where personal data is transferred outside the UK, we rely on appropriate safeguards, such as UK "adequacy" decisions or the UK International Data Transfer Agreement / Addendum to Standard Contractual Clauses.

8. How long we keep data

You can delete a trip at any time; this removes the trip, its travellers' details and everything read from its documents. You can also delete all of your Verify data at once with Delete my data on your account page.

• Uploaded document files: not kept after the check, unless you attach one to an issue report (section 2).
• Passport, traveller and trip details, and the details read from your documents: kept until you delete the trip or your data.
• Usage counts: the number of trips you have started and documents you have had checked, and the limits on your account, are kept linked to your login ID (not to your name, passport or documents), so that deleting data can't be used to get around those limits. Deleting a trip or using Delete my data does not remove them; contact us if you want them removed. Short-term counts (how many checks in the last 15 minutes or day) are kept for about a day.
• Issue reports (including any attached file): kept until we have reviewed and resolved the report, then deleted.
• Account data: kept while your account is active; if you close your account, we delete or anonymise your account data within a reasonable period, except records we must keep by law.
• Billing/transaction records: retained as required by UK law (generally 6 years).
• Technical logs: kept for a limited period (typically up to 12 months) for security and troubleshooting.

9. Your rights

Under UK GDPR you have the right to: access your data; correct inaccurate data; request erasure; restrict or object to processing; data portability; and withdraw consent where processing is based on consent. To exercise any of these, contact contact@vizax.ai. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk, though we ask that you contact us first so we can help.

10. Security

We use appropriate technical and organisational measures to protect personal data, including encrypted connections (HTTPS) and access controls. No method of transmission or storage is completely secure, but we work to protect your information and to limit what we hold in the first place.

11. Children

The Services are intended for adults (18+) and are not directed at children. We do not knowingly collect data from anyone under 18.

12. Changes to this policy

We may update this policy from time to time. We will post the updated version here and change the "Last updated" date. Significant changes will be brought to your attention where appropriate.

13. Contact

Questions about this policy or your data: contact@vizax.ai.