Privacy Policy

1. Who We Are

The Visa Doctor (TheVisaDoctor.com) is a visa document preparation service operated by Ikaya Experience LLC. We help individuals and families in East Africa prepare complete, correctly formatted visa applications for Canada, the USA, the UK, Australia, and Dubai. We are not a law firm and do not provide immigration legal advice.

When we refer to “we,” “us,” or “our” in this policy, we mean Ikaya Experience LLC, operating as The Visa Doctor. When we refer to “you,” we mean anyone who visits our website, submits an inquiry, or purchases our services.

2. What Information We Collect

Information you give us directly:

• Full name, email address, and phone number (via our contact and intake forms)
• Visa destination, travel purpose, and number of applicants
• Payment information (processed securely through our payment gateway — we do not store your card details)
• Documents you share with us to support your application preparation, such as bank statements, employment letters, and travel history

Information collected automatically:

• Basic website usage data (pages visited, time on site, device type) via standard analytics tools
• Your approximate location (country/region level)

We do not collect more than we need to do our job.

3. How We Use Your Information

We use the information we collect to:

• Provide and deliver the document preparation service you purchased
• Communicate with you about your application, including over WhatsApp (for paying clients)
• Process payments securely through our third-party payment gateway
• Respond to pre-purchase inquiries submitted through our contact form
• Improve our website and service based on aggregate usage patterns
• Comply with any legal obligations that apply to us

We do not use your information for automated decision-making or profiling.

4. Payment Processing

Payments are handled by a third-party payment gateway. When you pay for our services, your payment details (card number, billing address, etc.) are entered directly into the payment gateway’s secure environment — they are never seen or stored by us. Transactions may appear under Ikaya Experience LLC on your payment statement.

The payment gateway processes your transaction on our behalf and may collect its own data in accordance with its own privacy policy. We encourage you to review their terms before completing a purchase.

What we do receive from the gateway is a confirmation that payment was successful, your name, email address, and the amount paid.

5. How We Share Your Information

We do not sell your personal information. We do not share it with advertisers.

We may share limited information with:

• Our payment processor, to complete your transaction
• Form and communication tools we use to operate our service (such as Jotform), which may store form submissions on our behalf
• Legal or regulatory authorities, if we are required to do so by law

Any third-party tools we use are selected carefully and are contractually required to protect your data.

6. Documents You Share With Us

As part of the service, you may share sensitive personal documents with us — such as bank statements, payslips, or identification. We use these only to prepare your visa documents. We do not share them with any third party beyond what is necessary to complete your service. We recommend you share only what is requested.

7. How We Store and Protect Your Information

We take reasonable steps to protect your information from unauthorised access, loss, or misuse. These include using secure communication tools and limiting access to your data to only those who need it to deliver your service.

That said, no system is completely secure. If you have concerns about sharing sensitive documents, please reach out to us before doing so.

We retain your information for as long as necessary to deliver your service and for a reasonable period afterward in case of follow-up questions or disputes. You may request deletion of your data at any time (see Section 9).

8. Your Rights

Depending on where you are located, you may have the right to:

• Access the personal information we hold about you
• Correct any inaccurate information
• Request deletion of your data
• Withdraw consent for any processing based on consent
• Lodge a complaint with a relevant data protection authority

To exercise any of these rights, contact us using the details in Section 10.

9. Cookies and Analytics

Our website uses basic analytics to understand how visitors use the site (e.g., which pages are most visited). This data is aggregated and not linked to your identity.
If you prefer not to be tracked, most browsers allow you to disable cookies or use private browsing mode.

10. Contact Us

If you have questions about this privacy policy or how we handle your information, please contact us:

• The Visa Doctor, operated by Ikaya Experience LLC
• Website: TheVisaDoctor.com
• Email: info.thevisadoctor@gmail.com

We aim to respond to all privacy-related inquiries within five business days.

11. Changes to This Policy

We may update this policy from time to time. When we do, we will update the “Last Updated” date at the top. If there are significant changes, we will make them easy to find on our website. Continued use of our service after changes take effect constitutes acceptance of the updated policy.

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1. Sisi Ni Nani

The Visa Doctor (TheVisaDoctor.com) ni huduma ya kuandaa nyaraka za maombi ya visa, inayoendeshwa na Ikaya Experience LLC. Tunawasaidia watu binafsi na familia zilizopo Afrika Mashariki kuandaa maombi kamili ya visa yaliyopangwa kwa usahihi kwa ajili ya Canada, Marekani, Uingereza, Australia, na Dubai. Sisi si kampuni ya sheria, na hatutoi ushauri wa kisheria kuhusu uhamiaji.

Tunapotumia maneno “sisi,” “kwetu,” au “yetu” katika sera hii, tunamaanisha Ikaya Experience LLC, inayofanya kazi kama The Visa Doctor. Tunapotumia neno “wewe,” tunamaanisha mtu yeyote anayetembelea tovuti yetu, kutuma swali, au kununua huduma zetu.

2. Taarifa Tunazokusanya

Taarifa unazotupatia moja kwa moja:

• Jina kamili, barua pepe, na namba ya simu kupitia fomu zetu za mawasiliano na fomu za kukusanya taarifa za awali
• Nchi unayoomba visa kwenda, sababu ya safari, na idadi ya waombaji
• Taarifa za malipo, ambazo huchakatwa kwa usalama kupitia mfumo wetu wa malipo — hatuhifadhi taarifa za kadi yako
• Nyaraka unazotutumia ili kusaidia maandalizi ya ombi lako, kama vile taarifa za benki, barua za ajira, na historia ya safari

Taarifa zinazokusanywa kiotomatiki:

• Taarifa za msingi kuhusu matumizi ya tovuti, kama kurasa zilizotembelewa, muda uliotumika kwenye tovuti, na aina ya kifaa, kupitia zana za kawaida za uchambuzi
• Mahali ulipo kwa makadirio, kwa kiwango cha nchi au eneo

Hatukusanyi taarifa zaidi ya tunazohitaji ili kufanya kazi yetu.

3. Jinsi Tunavyotumia Taarifa Zako

Tunatumia taarifa tunazokusanya kwa ajili ya:

• Kutoa na kukamilisha huduma ya maandalizi ya nyaraka uliyonunua
• Kuwasiliana nawe kuhusu ombi lako, ikiwemo kupitia WhatsApp kwa wateja waliolipia huduma
• Kuchakata malipo kwa usalama kupitia mfumo wa malipo wa mtu wa tatu
• Kujibu maswali yanayotumwa kabla ya kununua huduma kupitia fomu yetu ya mawasiliano
• Kuboresha tovuti na huduma zetu kwa kuzingatia mwenendo wa matumizi kwa ujumla
• Kutimiza wajibu wowote wa kisheria unaotuhusu

Hatutumii taarifa zako kwa maamuzi ya kiotomatiki au kuchambua wasifu wako kwa njia ya profiling.

4. Uchakataji wa Malipo

Malipo hushughulikiwa na mfumo wa malipo wa mtu wa tatu. Unapolipia huduma zetu, taarifa zako za malipo, kama namba ya kadi na anwani ya malipo, huingizwa moja kwa moja kwenye mazingira salama ya mfumo huo wa malipo. Taarifa hizo hazionekani kwetu na hatuzihifadhi. Muamala wako unaweza kuonekana kwenye taarifa yako ya malipo chini ya jina Ikaya Experience LLC.

Mfumo huo wa malipo huchakata muamala kwa niaba yetu na unaweza kukusanya taarifa zake kwa mujibu wa sera yake ya faragha. Tunakushauri usome masharti yao kabla ya kukamilisha malipo.

Tunachopokea kutoka kwenye mfumo wa malipo ni uthibitisho kwamba malipo yamefanikiwa, jina lako, barua pepe yako, na kiasi ulicholipa.

5. Jinsi Tunavyoshiriki Taarifa Zako

Hatuuzi taarifa zako binafsi. Hatushiriki taarifa zako na watangazaji.

Tunaweza kushiriki taarifa chache na:

• Mchakataji wetu wa malipo, ili kukamilisha muamala wako
• Zana za fomu na mawasiliano tunazotumia kuendesha huduma yetu, kama vile Jotform, ambazo zinaweza kuhifadhi majibu ya fomu kwa niaba yetu
• Mamlaka za kisheria au za udhibiti, ikiwa tutahitajika kufanya hivyo kwa mujibu wa sheria

Zana zozote za mtu wa tatu tunazotumia huchaguliwa kwa umakini na zinapaswa kulinda taarifa zako kwa mujibu wa makubaliano ya kimkataba.

6. Nyaraka Unazotutumia

Kama sehemu ya huduma, unaweza kututumia nyaraka nyeti za binafsi, kama vile taarifa za benki, hati za mshahara, au vitambulisho. Tunazitumia nyaraka hizi kwa ajili ya kuandaa nyaraka zako za visa pekee. Hatushiriki nyaraka hizo na mtu yeyote wa tatu isipokuwa pale inapohitajika ili kukamilisha huduma yako. Tunashauri utume tu nyaraka zilizoombwa.

7. Jinsi Tunavyohifadhi na Kulinda Taarifa Zako

Tunachukua hatua zinazofaa kulinda taarifa zako dhidi ya ufikiaji usioidhinishwa, upotevu, au matumizi mabaya. Hatua hizi ni pamoja na kutumia zana salama za mawasiliano na kupunguza ufikiaji wa taarifa zako kwa watu wanaohitaji taarifa hizo ili kutoa huduma yako.

Hata hivyo, hakuna mfumo ulio salama kwa asilimia mia moja. Ikiwa una wasiwasi kuhusu kutuma nyaraka nyeti, tafadhali wasiliana nasi kabla ya kufanya hivyo.

Tunatunza taarifa zako kwa muda unaohitajika ili kutoa huduma yako na kwa kipindi cha kawaida baada ya hapo iwapo kutakuwa na maswali ya ufuatiliaji au migogoro. Unaweza kuomba taarifa zako zifutwe wakati wowote. Tazama Sehemu ya 9.

8. Haki Zako

Kulingana na mahali ulipo, unaweza kuwa na haki ya:

• Kupata taarifa binafsi tunazoshikilia kukuhusu
• Kusahihisha taarifa yoyote isiyo sahihi
• Kuomba taarifa zako zifutwe
• Kuondoa idhini kwa uchakataji wowote unaotegemea idhini yako
• Kuwasilisha malalamiko kwa mamlaka husika ya ulinzi wa taarifa binafsi

Ili kutumia haki hizi, wasiliana nasi kwa kutumia maelezo yaliyopo Sehemu ya 10.

9. Vidakuzi na Uchambuzi wa Tovuti

Tovuti yetu hutumia uchambuzi wa msingi kuelewa jinsi wageni wanavyotumia tovuti, kwa mfano kurasa zinazotembelewa zaidi. Taarifa hizi hujumlishwa na haziunganishwi na utambulisho wako.
Ikiwa hupendi kufuatiliwa, vivinjari vingi hukuruhusu kuzima vidakuzi au kutumia hali ya kuvinjari kwa faragha.

10. Wasiliana Nasi

Ikiwa una maswali kuhusu sera hii ya faragha au jinsi tunavyoshughulikia taarifa zako, tafadhali wasiliana nasi:

• The Visa Doctor, inayoendeshwa na Ikaya Experience LLC
• Tovuti: TheVisaDoctor.com
• Barua pepe: info.thevisadoctor@gmail.com

Tunalenga kujibu maswali yote yanayohusu faragha ndani ya siku tano za kazi.

11. Mabadiliko ya Sera Hii

Tunaweza kusasisha sera hii mara kwa mara. Tunapofanya hivyo, tutabadilisha tarehe ya “Ilisasishwa Mwisho” iliyo juu ya ukurasa. Ikiwa kutakuwa na mabadiliko makubwa, tutayahakikisha yanaonekana kwa urahisi kwenye tovuti yetu. Kuendelea kutumia huduma yetu baada ya mabadiliko kuanza kutumika kutamaanisha kuwa umekubali sera iliyosasishwa.