Privacy Policy &
Terms of Service

1Introduction

Welcome to VisaMate ("we", "our", or "us"). This Privacy Policy explains how we collect, use, store, and protect information when you use our mobile application, including its university group chat features, image and document sharing capabilities, and anonymous application-tracking tools.

By downloading or using VisaMate, you agree to the practices described in this policy. If you do not agree, please uninstall the app and discontinue use.

2Data Controller

VisaMate acts as the data controller for personal information collected through the app. For questions about how your data is handled, contact us at:

📧 visamate.support@gmail.com

If you are located in the European Economic Area (EEA), you may also have the right to lodge a complaint with your local data protection authority.

3Information We Collect

3.1 Chat & Group Features

• Display name – the name you choose to appear in group chats. This is not verified; you may use a pseudonym.
• Messages – text content you send in university group chats, subject to automated moderation and report-based removal.
• Report data – when you or others report a message, the action is logged to enforce community rules.
• Block data – when you block another user, the blocked user's ID is stored locally on your device only. This data is never uploaded to our servers.
• University group selection – the group(s) you join, selected from a pre-defined country-specific list.

3.2 Images & PDF Documents Shared in Group Chats

VisaMate allows users to share images and PDF documents (such as Statements of Purpose, Genuine Student responses, and Interview Questions) within university group chats. When you share such files:

• Image files – photos or screenshots you upload are transmitted to and stored on our cloud media storage provider, Cloudinary, Inc. ("Cloudinary"), and are accessible to all members of the group chat in which they are shared.
• PDF documents – PDF files you upload are likewise transmitted to and stored on Cloudinary and are accessible to all members of the relevant group chat. Other users may download these files to their own devices.
• Uploader association – the display name you have chosen in the app is associated with files you upload so that other group members can identify who shared the content. Your display name (which may be a pseudonym) is visible alongside the file.
• File metadata – technical metadata such as file type, size, and upload timestamp is collected to facilitate delivery and storage of the file.

3.3 Application Tracking

• Offer Letter information – submission date, result date, and result status.
• Genuine Student (GS) information – submission date, result date, and result status.
• Visa Lodge information – submission date, result date, and result status.

3.4 Technical & Device Data

• Device type, operating system, and app version (for bug fixes and compatibility).
• Anonymous usage analytics (e.g. screens visited, feature interactions).
• Push notification tokens (only if you grant permission).

4How We Use Your Information

Chat & Groups

• Display your chosen name alongside your messages in group chats.
• Automatically detect and remove spam, misleading, or offensive content.
• Enforce moderation rules: messages reported 3 times are deleted; users with more than 5 reports are muted.
• Enable community reporting and appeals mechanisms.
• Enable the user blocking feature, which is processed and stored entirely on your device.

Images & PDF Documents

• Store and deliver images and PDF files you share in group chats via Cloudinary's content delivery network, making them accessible and downloadable to all group members.
• Display your chosen display name alongside files you have shared.
• Apply automated moderation to detect and remove content that violates our community guidelines.
• Process deletion requests for files you have shared, upon your request.

Application Tracking

• Aggregate and anonymize application data to compute statistics such as:
  • Acceptance rates per step (Offer Letter, GS, Visa)
  • Average number of days between submission and outcome
  • Total number of applicants per month
• Present these statistics to all users to help them understand processing trends.
• We never link anonymized tracking data back to any individual user.

Service & Safety

• Maintain and improve app performance and reliability.
• Detect and prevent abuse, fraud, or policy violations.
• Send service-related notifications (e.g. policy updates, account actions).

5Sharing of Your Information

We do not sell, rent, or trade your personal information to third parties. We may share information only in the following limited circumstances:

• Cloudinary (media storage) – images and PDF documents you upload to group chats are stored and served via Cloudinary, Inc. Cloudinary acts as a data processor on our behalf and is bound by confidentiality and data processing agreements. Cloudinary may store files on servers located outside your country of residence. For more information, see Cloudinary's Privacy Policy.
• Other service providers – trusted vendors bound by confidentiality agreements (e.g. cloud hosting, analytics).
• Other group members – any image or PDF file you share in a group chat is visible and downloadable by all current members of that group. This is an inherent feature of the group chat functionality, and you share files with the full knowledge that they are accessible to all group members.
• Aggregated statistics – anonymized, non-identifiable application tracking statistics shared publicly within the app. No individual can be identified.
• Legal obligations – when required by applicable law or lawful government request (see Section 8).
• Safety – to protect the safety of users or the public in urgent circumstances.
• Business transfer – in the event of a merger or acquisition, data may transfer subject to the same protections in this policy.

6Data Retention

• Chat messages – retained while the message exists in the group. Deleted messages are purged from our servers within 30 days.
• Shared images & PDF files – files uploaded to group chats are stored on Cloudinary for as long as they remain accessible in the group. When a file is deleted (by user request or moderation action), we will request its removal from Cloudinary within 30 days. Note that files previously downloaded by other users cannot be recalled from their devices.
• Application tracking data – retained in anonymized form indefinitely to preserve statistical integrity.
• Block list – stored locally on your device. Cleared automatically if you uninstall the app or clear app data.
• User-requested deletion – you may request deletion of your tracking submissions, chat messages, or shared files at any time. We will process requests within 30 days.
• Account data – if you delete your account, all associated identifiers, preferences, and files are deleted within 30 days.

7Account & Data Deletion

We respect your right to delete your account and associated personal data. Users may request account and data deletion by contacting us at visamate.support@gmail.com. We are working to provide an in-app deletion feature in future updates.

Upon receiving a verified deletion request, we will:

• Delete your display name and account identifiers within 30 days.
• Remove your chat messages from active group storage within 30 days.
• Request deletion of images and PDF files you have uploaded from Cloudinary's servers within 30 days.
• Retain anonymized, non-identifiable application tracking data as it cannot be attributed to any individual once aggregated.
• Retain certain data where required by law or for legitimate safety purposes (e.g. moderation logs for serious violations).

8Law Enforcement Requests

We may disclose information to law enforcement or government authorities when legally required, including in response to a valid court order, subpoena, or search warrant.

Where permitted by law, we will notify affected users of such requests. We review all requests for legal validity and will only provide the minimum data necessary to comply.

Disclosable data may include chat messages, images, and PDF files stored on our servers or on Cloudinary at the time of the request, as well as associated display names and account identifiers.

We will not provide application tracking data in response to law enforcement requests, as this data is anonymized and not linked to identifiable individuals. We also have no access to block lists, as these are stored locally on users' devices only.

9Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/HTTPS) and at rest.
• Restricted access controls — only authorized personnel can access personal data.
• Regular security assessments and vulnerability scanning.
• Anonymization of all application tracking data immediately upon receipt.
• Block lists stored locally on-device only, never transmitted to our servers.
• Images and PDF files stored on Cloudinary, which implements its own security, access control, and encryption measures in accordance with industry standards.

No method of transmission or storage is 100% secure. Files shared in group chats are accessible to all group members and may be downloaded to their devices. If you believe your account has been compromised, or if you have accidentally shared sensitive content, contact us at visamate.support@gmail.com.

10Cookies & Technologies

As a mobile application, VisaMate does not use browser cookies. However, we may use similar technologies:

• Device identifiers – anonymous IDs to maintain session state and deliver notifications.
• Local storage – used on-device to store your preferences and block list. This data does not leave your device.
• Analytics SDKs – e.g. Firebase Analytics, collecting anonymized usage data (device type, OS version, in-app events).
• Crash reporting – e.g. Firebase Crashlytics, collecting anonymized crash logs.
• Cloudinary SDK – used to upload, transform, and deliver images and PDF files. Cloudinary may use technical identifiers to manage file delivery.

You can opt out of analytics collection via your device's privacy settings or by contacting us.

11Push Notifications

VisaMate may request permission to send you push notifications for:

• New messages or shared files in your university groups.
• Moderation actions taken on your account or your shared content.
• Important app or policy updates.

You can enable or disable push notifications at any time through your device's notification settings. Disabling notifications does not affect your ability to use the app.

12Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access Request a copy of the personal data we hold about you.
• Correction Ask us to correct inaccurate or incomplete data.
• Deletion Request deletion of your data, including your application tracking submissions, specific chat messages, or images and PDFs you have shared.
• Portability Receive your data in a structured, machine-readable format.
• Objection Object to certain types of processing, such as direct marketing.
• Restriction Request that we limit how we process your data in certain circumstances.

13Children's Privacy

VisaMate is not directed at children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children under these ages.

If you believe a child has provided personal information to us, or has shared images or documents through the app, please contact us at visamate.support@gmail.com and we will promptly delete such information.

14International Transfers

VisaMate may store and process data on servers located outside your country of residence. This includes images and PDF files stored on Cloudinary's infrastructure, which may be hosted in multiple regions globally. When transferring data internationally, we apply appropriate safeguards such as standard contractual clauses approved by relevant data protection authorities.

By using the app, you consent to the transfer of your information to countries that may have different data protection laws than your own.

15Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will:

• Update the "Last updated" date at the top of this page.
• Send a push notification or in-app notice where required by law.

Continued use of VisaMate after changes take effect constitutes your acceptance of the updated policy.

16Contact Us

For privacy questions, data requests, or concerns, please reach out:

• 📧 Email: visamate.support@gmail.com

We aim to respond to all inquiries within 5 business days.

17Terms & Conditions

These Terms & Conditions ("Terms") govern your use of the VisaMate mobile application. By using the app, you agree to these Terms. If you do not agree, do not use the app.

17.1 Acceptance of Terms

By downloading, installing, or using VisaMate, you confirm that you are at least 13 years old (or 16 in the EEA), you have read and agree to these Terms and our Privacy Policy, and you have the legal capacity to enter into a binding agreement.

17.2 App Features & Availability

VisaMate provides university group chats, image and document sharing, and anonymous application tracking. We reserve the right to modify, suspend, or discontinue any feature or the app itself at any time without notice. We are not liable for any interruption or unavailability of the service.

17.3 Application Data Use

When you submit application tracking data (Offer Letter, GS, Visa Lodge), you grant VisaMate a non-exclusive, royalty-free license to use that data in anonymized and aggregated form to display statistics to other users. You retain the right to request deletion of your submissions at any time. You acknowledge that once data has been aggregated into statistics, it may not be individually removable from those aggregates.

17.4 Chat Rules & Moderation

By participating in university group chats, you agree to the following rules:

• You will only use your chosen display name — no impersonation of other users or real persons.
• You will not send spam, misleading, offensive, discriminatory, defamatory, or illegal content.
• You understand that messages reported by 3 or more users will be automatically deleted.
• You understand that receiving more than 5 reports will result in your account being muted.
• You understand that automated systems may remove content flagged as harmful without prior notice.
• Repeated or serious violations may result in permanent removal from groups or the app.

17.5 Blocking Users

VisaMate provides a user blocking feature to help you manage your chat experience. To block a user:

• Long-press on any message sent by the user you wish to block.
• Select "Block User" from the menu that appears, then confirm your choice.
• Once blocked, that user's messages will be hidden from your view in all group chats.

Please note that clearing your app data or reinstalling the app will reset your block list. VisaMate is not responsible for restoring block lists lost due to device changes or app reinstallation.

17.6 Content Guidelines

You are solely responsible for the content you post, including all text messages, images, and PDF documents you share. You must not share:

• Content that is hateful, abusive, harassing, or threatening.
• Passports, visa documents, bank statements, or any sensitive personal identification information — whether shared as text, an image/photo, or a PDF file.
• Images or documents containing nudity, sexually explicit content, or graphic violence.
• Content that violates the intellectual property rights of others.
• Personal or private information of other individuals without their consent, including photos of other people shared without permission.
• Misinformation or intentionally misleading content about universities or visa processes.
• Commercial advertisements, promotions, or solicitations not approved by VisaMate.
• Malicious files, documents containing malware, or any file intended to cause harm to other users' devices.

17.7 Image & PDF Sharing

VisaMate permits users to share images and PDF documents (such as Statements of Purpose, Genuine Student responses, and Interview Questions) within university group chats. By using this feature, you agree to the following:

• Public visibility: Any file you share is visible to all current members of the group chat and may be downloaded to their devices. You acknowledge and accept this when uploading any file.
• Your responsibility: You are solely responsible for ensuring that any file you share does not contain sensitive personal information, copyrighted material used without permission, or content that violates these Terms or our Content Guidelines.
• Storage on Cloudinary: Files are stored on Cloudinary's servers. By uploading a file, you grant VisaMate and Cloudinary a limited, non-exclusive license to store and deliver the file to group members for the purposes of the chat feature.
• No in-app deletion tool: VisaMate does not currently provide an in-app feature to delete files you have uploaded. If you wish to have a file removed, contact us at visamate.support@gmail.com. We will make reasonable efforts to remove the file from our servers and Cloudinary within 30 days, but cannot guarantee recovery of files already downloaded by other users.
• Moderation: VisaMate reserves the right to remove any image or PDF file that violates these Terms, without prior notice.

17.8 Message & File Deletion Requests

VisaMate does not currently provide an in-app feature to delete your own messages or uploaded files. If you wish to have a message or file removed — particularly if it contains sensitive personal information shared accidentally — you may contact us at visamate.support@gmail.com with the relevant details. We will review your request and make reasonable efforts to delete the content as soon as practicable. Please note that content visible to other group members prior to deletion may have already been seen, copied, or downloaded, and VisaMate bears no liability for information already accessed by others before a deletion request is processed.

17.9 Intellectual Property

All app content, design, software, and branding are the intellectual property of VisaMate or its licensors. University names used in group lists are used for identification purposes only. VisaMate does not use any university logos, trademarks, or official branding, and has no affiliation with any university listed in the app. PDF documents and images shared by users remain the responsibility of the user who uploaded them; VisaMate makes no claim of ownership over user-submitted files.

17.10 Limitation of Liability

To the fullest extent permitted by law, VisaMate and its developers shall not be liable for:

• Any indirect, incidental, or consequential damages arising from your use of the app.
• Accuracy or completeness of user-submitted application tracking data or resulting statistics.
• Any loss resulting from reliance on community chat content.
• Service interruptions or data loss due to technical failures.
• Loss of your block list due to app reinstallation, device change, or clearing of app data.
• Any harm, loss, or breach of privacy resulting from a user voluntarily sharing sensitive personal information (including passports, financial documents, or any sensitive content) in group chats — whether shared as text, an image, or a PDF file.
• Files shared by users that have been downloaded by other group members prior to a deletion request being processed.
• Any content contained within user-uploaded PDF documents or images that violates applicable law or these Terms.

VisaMate is provided "as is" without warranties of any kind, express or implied.

17.11 Updates to Terms

We may revise these Terms at any time. Updated Terms will be posted in the app with a revised effective date. Continued use after changes constitutes acceptance. If you do not agree to revised Terms, you must stop using the app.

17.12 Governing Law

These Terms are governed by the laws of the jurisdiction in which VisaMate operates. Any disputes shall be resolved through good-faith negotiation first, then through competent courts of the applicable jurisdiction.

17.13 Contact for Terms Queries

For questions about these Terms, contact us at visamate.support@gmail.com.

18Child Safety Standards (CSAE Policy)

VisaMate is committed to maintaining a safe environment for all users and maintains a zero-tolerance policy toward child sexual abuse and exploitation (CSAE) in any form.

We strictly prohibit any content, behavior, or activity that involves the sexual exploitation or abuse of minors. This includes, without limitation, any attempt to upload, share, request, solicit, promote, distribute, or facilitate such content through our platform — whether via group chats, direct messages, image uploads, PDF uploads, or any other feature of the app.

18.1 Enforcement Measures

VisaMate actively monitors platform activity and enforces compliance with this policy. Accounts or users found to be in violation of these child safety standards are subject to the following actions, applied immediately and without prior notice:

• Immediate suspension or permanent ban from the platform.
• Removal of all associated content from the app, including uploaded images and PDF files.
• Deletion of associated files from Cloudinary storage.
• Preservation of relevant data for law enforcement use.
• Mandatory reporting to applicable authorities as required by law.

18.2 Reporting System

Users are encouraged to report any suspicious, abusive, or harmful content involving minors — including images or documents shared in group chats — through the in-app reporting feature (long-press any message and select "Report"). All reports relating to child safety are treated with the highest priority and reviewed promptly. Appropriate action — including content removal and escalation to authorities — will be taken without delay.

18.3 Cooperation with Authorities

VisaMate fully cooperates with law enforcement agencies, government regulators, and relevant child protection organizations in all cases involving illegal content or activity targeting minors. Where legally required, we will preserve and disclose relevant data — including uploaded images, PDF files, and associated account information — to assist investigations. We comply with applicable legislation, including mandatory reporting obligations under child protection laws in all jurisdictions where the app is available.

18.4 Contact for Child Safety Concerns

To report a child safety concern, or if you believe a minor has been exposed to harmful content through VisaMate, please contact us immediately:

• 📧 visamate.support@gmail.com — Subject: "Child Safety Report"

18.5 Scope of This Policy

This policy applies to all users of VisaMate, without exception, and covers all forms of communication and user-generated content within the app — including but not limited to group chat messages, display names, images shared in chats, PDF documents uploaded and shared in chats, and any other media or content shared within the platform. Ignorance of this policy is not a valid defence against enforcement action.