Terms of Service
The LLC Visa management service Ukraine (hereinafter referred to as ‘VMS Ukraine’) provides support services to the Consular Authority (hereinafter referred to as ‘Diplomatic Mission’) concerned in relation to non-discretionary aspects of the receipt and handling of visa applications (hereinafter referred to as ‘Visa Application Services’). The VMS Ukraine is currently the only commercial company authorized by the Italian Embassy in Kyiv to provide Visa Application Services in the Ukraine.
In such capacity, the VMS Ukraine acts in Ukraine as the data processor of the respective Diplomatic Mission and as the data controller. This Disclaimer provides summary information regarding how the VMS Ukraine collects, uses, discloses and manages personal information related to the visa application process and to the provision of such information to the Consular Authority.
Purpose of collection, use, disclosure of Personal Information
Applicants may be required to provide certain information pertaining to them such as name, photograph, address, date of birth, telephone number, passport information, birth certificate, personal income, citizenship status, marital status, and employment details (hereinafter referred to as ‘Personal Information’). This information is collected in accordance with the requirements of the Consular Authority.
Such Personal Information may be collected, used or disclosed in order to facilitate the processing of visa applications including, but not limited to, for the following purposes:
- Process applications and travel documents received for various categories of visa;
- Respond to various inquiries on the visa application submission process in general;
- Respond to various inquiries regarding status of applications made.
Provision of Personal Information is voluntary. Please note, however, that a refusal to provide any Personal Information may limit or affect the ability of the VMS Ukraine to provide the requested services.
As for the directive of the Consular Authority is concerned, the VMS Ukraine may provide various facilities for the receipt and handling of inquiries related to the visa application process in general or the status of visa applications submitted through the VMS Ukraine, such as call center, online tracking and e-mail.
Users making inquiries regarding the status of visa application submitted through the VMS Ukraine can quote contract number and date of birth to receive an update on the status of their visa application.
Users making inquiries regarding the visa application process should not ask or reveal the passport number or any other Personal Information while interacting via email with the VMS Ukraine. The use of the application contract number is advised instead. In case an applicant discloses any Personal Information, he/she will do so at his/her own risk, and the VMS Ukraine shall not be in any manner responsible for any events of misuse. The VMS Ukraine shall not be responsible to ascertain the legitimacy or accuracy of the information provided by the applicant. It shall be the duty of the applicant to ensure that the information provided to the VMS Ukraine is accurate, complete and up to date.
It must be noted that the grant or refusal of a visa is at the sole discretion of the Consular Authority; it means that the grant or refusal of a visa is a fact that fully depends on the decision concluded by the Consular Authority. The VMS Ukraine is not liable or responsible in any manner of whatsoever for any delay in processing by Consular Authority, or for the fact that a visa is granted or a visa application rejected by the Consular Authority, which reserves the right to ask for further documentation and to refuse granting a visa.
Disclosure of Personal Information
The VMS Ukraine shall not exchange Personal Information of applicants. Personal Information will only be used for the purposes of providing Visa Application Services.
However the VMS Ukraine may be required to disclose and share Personal Information when it is necessary to comply with a court order, or other legal, statutory or regulatory process served on the VMS Ukraine.
Service Provider Arrangements
The VMS Ukraine may disclose some aspects of Personal Information to third parties providing services such as courier delivery and SMS. Such third party service providers are given access to such information only to the extent necessary to perform their defined functions and are not authorized to use or disclose Personal Information for any other purposes. The VMS Ukraine discloses to third party providers of express courier services information about the applicants’ name and surname, address and phone number. Such information is not provided to the SMS service provider. All third party service providers are legally bound to comply with the security and privacy regulations established by the VMS Ukraine and in compliance with applicable laws and regulations.
Short Messaging Service Disclaimer
The short messaging service is provided to visa applicants who wish to have an update on the status of their application.
The time to deliver the SMS is dependent on several factors such as the traffic on the mobile network; whether the applicant’s mobile phone is switched on and within reach; whether the applicant’s phone has been switched off or out of coverage over 24 hours; whether the memory of the phone is full (applicable mostly for outdated models); whether the subscriber has activated an option of spam filter. As a result, the VMS Ukraine is not in a position to guarantee a maximum time to deliver an SMS by the network operator.
Application Form Filling Disclaimer
The application form filling service is available to visa applicants as a paid additional service.
The VMS Ukraine staff inputs the information as provided by the applicant. It shall be the duty of the Applicant to ensure that the information provided to the VMS Ukraine is accurate, complete and up to date. The VMS Ukraine staff inputs the information on the visa application form as provided by the applicant and cannot be held responsible for the authenticity of the information provided by the visa applicant. The VMS Ukraine is not involved in the process of making a decision about issuing a visa, which is at the sole discretion of the Consular Authority.
Most cookies are “session cookies,” meaning that they are automatically deleted from the website user’s hard drive at the end of a session, i.e. when the applicant/user exits the website. However “Persistent cookies” remain in place across multiple visits to the website of the VMS Ukraine.
Retention and Destruction of Personal Information
Application packages collected by the VMS Ukraine from applicants shall not be copied or retained by the VMS Ukraine. Unless otherwise mandated by the Consular Authority, any other papers, hard copies, forms or other records containing Personal Information will be destroyed by a secure shredding process immediately after a passport’s return to an applicant.
The VMS Ukraine performs secure disposal or destruction of Personal Information on any equipment or devices used for storing such information. When disposing of equipment or devices used for storing Personal Information (such as filing cabinets, computers, diskettes, and audio tapes), the VMS Ukraine takes all appropriate measures to ensure the complete removal or deletion of any stored Personal Information, in order to prevent access by unauthorized parties.
Legal obligations regarding disclosure of Personal information
The VMS Ukraine and its third party service providers/vendors may provide Personal Information in response to a search warrant or other legally valid inquiry pursuant to a contravention of law/order, or to an investigative body, or as otherwise required or permitted by the applicable law. The VMS Ukraine may also disclose Personal Information where necessary for the establishment, exercise or defense of legal claims, or as otherwise permitted by law of land and EU rules and regulations.
The VMS Ukraine reserves the right to make additions, modifications or alterations to these “Terms of Service” at any given time; hence applicants are advised to visit the the VMS Ukraine website in order to access the latest information.