Applicants’ confidentiality

Policy guideline of storing and transmitting applicants’ information.

Service agent has a duty to maintain high level confidentiality to their applicant’s information and it strictly forbidden to disclose, or allow to be disclosed, to a third person any personal information relating to applicant or former applicant.

Service agent must ensure that any documents belonging, or relating, to an applicant or former applicant of the agent that are in possession of the service agent, or member of the agent’s business are kept securely.

Electronic storage: The storage of applicant’s documents in computer’s hard drive will only be kept by service agent until required service has been provided to applicants and later it will be removed permanently. The storage of applicants’ data on tablet, smartphone or on a portable memory device such as an SD card or USB stick is strictly forbidden.

Emails communication with applicants’ records may contain information relating to visa application. It is vital that these records are transmitted securely. Agents should ensure emails are backed up regularly and emails are sent to the correct recipient. Never leave access numbers, passwords or security devices in your desktop.

In case laptop is allowed to service agent, it is mandatory to keep a close eye on it, pay careful attention when going through airport security and avoid leaving your laptop in a parked car.

Strictly follow a ‘clear desk’ policy — hard copies containing a client’s personal or sensitive details should be filed and locked away securely at the end of each day. Keep paper files in locked filing cabinets unless actively working on them. Make sure filing cabinets are locked at night or during the day if the office is unattended for an extended time. Use a shredder rather than disposing of unwanted information in normal waste.

Storing applicant passport in the office is strictly forbidden.