Privacy Policy

Information We Collect

We collect various types of information depending on your interactions with TravelRox. "Personal Information" refers to data capable of identifying you when used alone or with other information. Categories of information we may collect include:

1. Contact Information

• Full name, address, email address and telephone numbers.
• Emergency contact details or contact information for authorized representatives.

2. Identification and Travel Information

• Passport number, issuance and expiration dates, country of issuance and citizenship, gender, marital status and date of birth.
• Visa application data (e.g., travel dates, destinations, purpose of travel, previous travel history, occupation, employer and education details).
• Government-issued identification numbers (such as passport numbers or national ID numbers).

3. Payment and Transaction Information

• Payment method and transaction details, including partial credit-card information used to process fees. Payments may be processed by accredited third-party processors, and TravelRox does not store full credit-card details, similar to other providers.
• Records of fees paid for consular services, service fees and any shipping or courier charges.

4. Communications and Support Information

• Records of communications with us, including phone calls, emails, chat messages, and support tickets. We use your email to notify you about application status and service changes and to send informational or promotional materials. You can opt out of marketing emails at any time.

5. Technical and Usage Information

• IP address, browser type, operating system, device identifiers, log files, pages visited and other website usage data. Collecting this information helps diagnose problems, monitor traffic, improve security and customize user experiences. We may also collect data through cookies and similar technologies, which do not store personal information.

6. Cookies and Tracking Technologies

• Cookies: small data files stored on your browser. We use cookies to recognize returning users, customize the site and improve performance. You may disable cookies in your browser settings; however, certain features may not function properly without them.
• Analytics and pixels: we may use analytics services (such as Google Analytics) and pixel tags to collect aggregated information about site usage and response to emails.

7. Inferred and Derived Information

• We may generate derived data (such as risk scores or eligibility assessments) based on your travel information to improve fraud detection and process efficiency.

We do not knowingly collect data from children under 18. If we become aware that a minor has provided us with personal data, we will delete it.

How We Collect Information

We obtain information from several sources:

• From you directly: when you complete online forms, create an account, submit documents, contact us via email, phone or chat, or otherwise provide information to TravelRox.
• Automatically: through cookies, log files and similar technologies that record IP addresses, device information, pages viewed and actions taken.
• From third parties: including travel agencies, corporate partners, affiliates, payment processors, shipping and logistics providers, and government authorities involved in visa issuance. We also collect information from publicly available sources and may receive updates from official or regulatory databases.

How We Use Information

We limit our use of personal data to purposes reasonably necessary to deliver and improve our services or as otherwise required or permitted by law. We may use your information to:

1. Provide our services and fulfill your requests. This includes processing visa and travel document applications, verifying your identity and eligibility, transmitting your documents to embassies and consulates, communicating about your application status and delivering completed documents.
2. Operate, maintain and improve our services. We analyze usage to enhance the performance, security and usability of our systems.
3. Process payments and prevent fraud. We use your payment and identification information to process fees and to detect and prevent fraud or misuse.
4. Communicate with you. We send service-related communications (e.g., updates to your application, changes in fees or requirements). We may also send marketing or promotional messages if you have provided consent. You can unsubscribe from marketing emails by following the instructions in the message.
5. Comply with legal and regulatory requirements. We may process and disclose information to comply with applicable laws, regulations, court orders or other legal obligations; to respond to lawful requests by public authorities (including to meet national security or law enforcement requirements); and to enforce our Terms of Use.
6. Protect our interests and those of our users and partners. We may use information to enforce policies, pursue remedies available to us, and prevent or respond to illegal or fraudulent activity.
7. Research and analytics. We may create aggregated, de-identified or anonymized data sets for research, statistical or analytical purposes to help us understand trends and improve our services.

We will not sell your personal data to third parties. The information we collect is used exclusively to provide better service and is released to third parties only as outlined in this Policy or as required by law.

Legal Bases for Processing

For individuals in the European Economic Area (EEA) and other jurisdictions with privacy laws that require a legal basis for processing, our legal bases include:

• Consent: When you provide your information voluntarily, we process it with your consent for the purposes described in this Policy.
• Contract: We process personal information to fulfill our contractual obligations to you—namely to provide visa and travel document services.
• Legal obligation: We process data as necessary to comply with legal and regulatory requirements (e.g., immigration laws, tax laws).
• Legitimate interests: We process data for legitimate interests such as fraud prevention, improving our services, customer support, analytics and marketing (where not outweighed by your privacy rights). We apply safeguards to protect your interests when relying on legitimate interests.

Disclosure of Information

TravelRox may disclose personal data to:

• Government agencies and issuing authorities. To obtain visas and travel documents, we must submit your application and supporting documents to embassies, consulates, immigration authorities and other governmental entities. These authorities may request additional information and make final decisions on visa issuance. TravelRox cannot guarantee that your application will be approved.
• Service providers. We engage trusted third parties to perform services on our behalf, such as payment processing (credit-card processing companies), shipping and logistics providers, IT services, analytics providers and customer-support platforms. We require service providers to handle data in accordance with our instructions and applicable law.
• Affiliates and partners. TravelRox may share data with affiliates under common control for the purpose of operating and improving services and to provide you with additional offerings.
• Legal disclosures. We may share information in response to subpoenas, court orders or other legal processes; to protect our legal rights, property and safety; and to detect, prevent and respond to fraud, security or technical issues.
• Business transfers. In the event of a corporate transaction such as a merger, acquisition, reorganization or sale of assets, personal data may be transferred to the acquiring entity in accordance with applicable law.

We may also share aggregated or anonymized data that cannot reasonably be used to identify you.

We do not release personal data to third parties without your consent, except as described above or required by law.

Data Security

TravelRox takes reasonable administrative, technical and physical measures to protect personal information from loss, misuse, unauthorized access, disclosure, alteration or destruction. These measures include:

• Secure Socket Layer (SSL) encryption or equivalent encryption protocols when transmitting sensitive information.
• Access controls and authorization management to ensure only authorized personnel can view personal data.
• Policies and procedures to limit data access to the purposes for which it has been gathered.

Despite these precautions, no data transmission or storage system is 100% secure. We cannot guarantee absolute security and are not liable for breaches beyond our reasonable control.

If we learn of a data breach, we will notify affected individuals in accordance with applicable law and take steps to mitigate harm.

Data Retention

We retain personal data only as long as necessary to:

• Fulfill the purposes for which it was collected.
• Meet contractual obligations.
• Comply with legal and regulatory requirements (e.g., immigration record-keeping).
• Resolve disputes and enforce our agreements.

Retention periods vary depending on the nature of the data and obligations in different jurisdictions. When personal data is no longer required, we will securely delete or anonymize it.

International Transfers

TravelRox is based in the United States but serves customers around the world. We may transfer your personal data to jurisdictions that may not provide the same level of data protection as your country of residence. When transferring data internationally, we implement safeguards such as:

• Standard contractual clauses approved by data-protection authorities.
• Other mechanisms recognized under applicable data-protection laws.

By using our services, you consent to the transfer of your personal information across international borders.

Your Rights and Choices

Depending on where you reside, you may have rights regarding your personal data, such as:

1. Access: You can request confirmation of whether we process your personal data and receive a copy of that data.
2. Correction: You can request that we correct inaccurate or incomplete personal data.
3. Deletion: You can ask us to delete your personal data when it is no longer needed or when processing is based on your consent (except where we must retain it for legal obligations).
4. Objection and Restriction: You can object to or request restriction of processing of your personal data where you believe we do not have a legitimate need for it.
5. Portability: You can request that we provide you or a third party with certain personal data in a structured, machine-readable format.
6. Withdraw consent: Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that occurred before the withdrawal.
7. Marketing preferences: You can opt out of marketing communications by following the unsubscribe instructions in our emails or contacting us.
8. Cookies: Most browsers allow you to control cookies through settings. You may disable cookies but some features may not work properly.

To exercise your rights, please contact us via the email or postal address below. We may require proof of identity to protect your information and may deny or limit your request if it would infringe on the rights of others or if we are legally required to retain the data.

For residents of California and other U.S. states with privacy laws, you have additional rights regarding the categories of personal information we collect, how we share it, and the right to non-discrimination for exercising these rights. You may also request information about our disclosure of certain categories of personal information to third parties for direct marketing purposes. To exercise these rights, please contact us.

If you are located in the European Union (EU), the European Economic Area (EEA), the United Kingdom (UK) or Switzerland, you have rights under the General Data Protection Regulation (GDPR) and UK GDPR. You may lodge a complaint with your local data-protection authority if you believe our processing of your personal data violates applicable law, but we encourage you to contact us first so we can address your concerns.

Third-Party Services and Links

Our website may contain links to third-party websites, advertisements or social-media features. We are not responsible for the privacy practices or content of those third parties. Use of cookies or tracking by those parties is governed by their own privacy policies. We encourage you to review those policies before interacting with third-party sites. TravelRox disclaims any liability for information collected by third parties.

We use third-party service providers to process payments, host our website, provide analytics, and deliver marketing. These providers may collect certain information to perform their services, such as IP addresses or transaction details. They are contractually obligated to safeguard personal data and use it only as directed.

Use of Artificial Intelligence and Automated Systems

TravelRox may employ third-party systems—including artificial-intelligence (AI) tools—to assist with data analysis, application processing, fraud detection and customer support. Such tools are used to enhance efficiency and accuracy, but we do not control the algorithms used by third-party AI systems. Users should be aware that data processed through these systems may be subject to security and privacy risks beyond our control, similar to the disclosures from other service providers. We take reasonable steps to choose reputable AI providers and ensure compliance with applicable data-protection standards. However, TravelRox is not responsible for any biases, inaccuracies or privacy incidents arising from third-party AI systems.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in laws, technology or our business practices. When we make changes, we will revise the "Last Updated" date at the bottom of this Policy. Significant changes will be posted on our website or notified through direct communication. Continued use of our services after any update constitutes acceptance of the revised Policy.

Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or our data practices, please contact us:

We are committed to working with you to resolve any concerns about privacy and will respond to your inquiries within a reasonable timeframe.

Last Updated: January 12, 2026