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POPIA Policy

​​

Effective Date: 01 August 2026
Last Updated: 01 August 2026

1. Introduction

Elev8 Visas (Pty) Ltd ("Elev8 Visas", "we", "our", or "us") is committed to protecting the privacy, confidentiality and security of all personal information entrusted to us.

We comply with the Protection of Personal Information Act, 4 of 2013 ("POPIA"), and process personal information lawfully, fairly and transparently.

This policy explains how we collect, use, store, share and protect your personal information when providing our visa assistance services.

2. Scope

This policy applies to:

  • Website visitors

  • Clients

  • Prospective clients

  • Business partners

  • Suppliers

  • Service providers

  • Employees

  • Any individual whose personal information we process

3. Definitions

For the purposes of this policy:

Personal Information means any information relating to an identifiable natural or juristic person.

Examples include:

  • Full names

  • Identity numbers

  • Passport numbers

  • Date of birth

  • Nationality

  • Residential address

  • Email address

  • Telephone number

  • Employment information

  • Travel history

  • Financial information

  • Visa application information

  • Supporting documents

Processing includes collecting, recording, storing, updating, organising, retrieving, sharing, deleting or destroying personal information.

4. Information We Collect

Depending on the services requested, we may collect:

Identification Information

  • Full names

  • Identity numbers

  • Passport information

  • Nationality

  • Date of birth

  • Gender

Contact Information

  • Email addresses

  • Telephone numbers

  • Residential addresses

  • Postal addresses

Travel Information

  • Destination country

  • Travel dates

  • Flight details

  • Accommodation details

  • Previous travel history

  • Visa history

Financial Information

Where required for our services:

  • Proof of income

  • Bank statements

  • Payslips

  • Financial sponsorship documents

  • Proof of payment for our services

We do not store your banking passwords or internet banking credentials.

Supporting Documentation

Depending on visa requirements, we may collect:

  • Passport copies

  • Identity documents

  • Birth certificates

  • Marriage certificates

  • Divorce orders

  • Employment letters

  • Invitation letters

  • Travel insurance

  • Academic documents

  • Company documents

  • Photographs

  • Other supporting documentation requested by the relevant embassy or visa centre.

5. Purpose of Collecting Personal Information

We collect personal information to:

  • Provide visa consulting services

  • Prepare visa applications

  • Verify supporting documents

  • Communicate with clients

  • Arrange appointments where applicable

  • Submit applications where authorised

  • Respond to enquiries

  • Issue invoices

  • Process payments

  • Meet legal obligations

  • Improve our services

  • Prevent fraud

  • Maintain business records

We only collect information necessary for these purposes.

6. Legal Basis for Processing

We process personal information because:

  • You have given consent.

  • Processing is necessary to provide our services.

  • Processing is required by law.

  • Processing protects your legitimate interests.

  • Processing is necessary for our legitimate business interests.

7. Consent

By using our services, you consent to the processing of your personal information for the purposes described in this policy.

Where required by law, we will request additional consent before processing certain categories of information.

You may withdraw your consent at any time, subject to legal or contractual obligations.

8. Sharing Personal Information

We do not sell personal information.

We may share information only when necessary with:

  • Embassies

  • Consulates

  • Visa Application Centres

  • Government authorities

  • Courier companies

  • Payment service providers

  • Professional advisers

  • IT service providers

  • Cloud storage providers

  • Regulatory authorities where legally required

Each third party is expected to process information securely and only for authorised purposes.

9. Cross-Border Transfers

Because visa applications involve foreign governments and international organisations, your personal information may be transferred outside South Africa.

These transfers occur only where necessary to process your visa application or where required by law.

Where possible, we take reasonable steps to ensure appropriate safeguards are in place.

10. Special Personal Information

Some visa applications require information considered "special personal information", including:

  • Biometric information

  • Health information

  • Religious information (where requested by foreign authorities)

  • Criminal record information

  • Immigration history

We only process such information where:

  • You provide consent;

  • It is required by law; or

  • It is required for your visa application.

11. Information Security

We implement appropriate technical and organisational safeguards to protect personal information from:

  • Loss

  • Theft

  • Unauthorised access

  • Disclosure

  • Alteration

  • Misuse

  • Destruction

Security measures include:

  • Password-protected systems

  • Secure cloud storage

  • Access controls

  • Anti-virus software

  • Firewalls

  • Secure document handling procedures

  • Staff confidentiality obligations

While we take reasonable precautions, no electronic transmission or storage system is completely secure.

12. Data Retention

We retain personal information only for as long as reasonably necessary to:

  • Complete our services

  • Meet legal obligations

  • Resolve disputes

  • Maintain business records

Once information is no longer required, it will be securely deleted or destroyed.

13. Data Accuracy

Clients are responsible for ensuring that the information they provide is complete, accurate and up to date.

Please notify us promptly if your information changes.

14. Your Rights Under POPIA

Subject to applicable legislation, you have the right to:

  • Request access to your personal information.

  • Request correction of inaccurate information.

  • Request deletion where legally permitted.

  • Object to certain processing activities.

  • Withdraw consent where processing is based on consent.

  • Lodge a complaint with the Information Regulator.

Requests may be submitted using the contact details below.

15. Cookies and Website Information

Our website may collect limited information through cookies and similar technologies to:

  • Improve website performance

  • Analyse website usage

  • Enhance user experience

You may disable cookies through your browser settings; however, some website functionality may be affected.

16. Direct Marketing

We will only send marketing communications where:

  • You have consented;

  • You are an existing client where permitted by law; or

  • We are otherwise authorised under POPIA.

You may opt out of marketing communications at any time.

17. Data Breaches

Should a security compromise occur that affects your personal information, we will:

  • Investigate the incident;

  • Take reasonable steps to contain the breach;

  • Notify affected individuals where required by law; and

  • Notify the Information Regulator where applicable.

18. Third-Party Websites

Our website may contain links to external websites.

We are not responsible for the privacy practices or content of third-party websites.

19. Children's Information

Our services may involve processing personal information relating to minors where necessary for visa applications.

Such information will generally be provided by a parent, legal guardian or authorised representative and processed only for the purpose of providing our services.

20. Updates to this Policy

We reserve the right to amend this policy from time to time to reflect changes in legislation, our services or operational requirements.

The latest version will always be available on our website.

21. Contact Details

For any questions regarding this policy or your personal information, please contact:

Elev8 Visas (Pty) Ltd

Email: info@elev8visas.co.za

Telephone: 072 186 9893

Website: www.elev8visas.co.za

22. Complaints

If you believe your personal information has been processed unlawfully, you may first contact Elev8 Visas so that we can attempt to resolve your concern.

If you remain dissatisfied, you may lodge a complaint with the South African Information Regulator.

By using our website and engaging our services, you acknowledge that you have read and understood this POPIA Policy and consent to the processing of your personal information in accordance with applicable laws.

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