Specialist Travel Visa, Passport & Administration Solutions

Terms & Conditions

VisaSmart Travel Solutions ltd

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These Terms and Conditions govern the relationship between you, our client (referred to as “you” in these terms) and Visasmart Travel Solutions Limited, Company No. 12625106, for the provision of a requested service.  These Terms exclude those of your chosen services of any embassy, passport office or delivery/return carrier for your documents which must also be adhered to and agreed when using our services. The Visasmart Travel Solutions Ltd terms & Privacy Policy is exclusive to the services provided by the company and the company does not accept any responsibility or liability for third party services, such as but not limited to, governing bodies and carriers. By using the services of Visasmart Travel Solutions Ltd, you specifically agree and confirm that VisaSmart Travel Solutions Ltd shall not be liable to you for any failure on your part to comply with the necessary requirements for your travel, government body, supply of any document supplied by third parties and/or for the performance of any third-party delivery company. These Terms are subject to change without prior notice. 

 

Visasmart Travel Solutions Ltd provide comprehensive listings of documentation and forms that you generally need to provide to apply for your chosen service within our website and/or via email. The listings we provide are not in the control of Visasmart Travel Solutions Ltd and are the general requirements known to us for any issuing authority but are not exhaustive. As such, the listings are subject to change at any given time without notice.

 

Once an order has been received and your documentation assessed, you will receive an e-mail from us acknowledging that we have received your order. Any further instruction will be relayed within the email and an invoice supplied (for non-account holders). Your process will begin the following business day after the receipt of all requested documentation and payment. Visasmart Travel Solutions Ltd reserves the right to retain documents until full payment is received.

 

Should any order be subsequently cancelled before your documentation is supplied to any issuing authority, you will be charged a cancellation fee of £25.00 plus the return costs for your documents.

 

Visasmart Travel Solutions Ltd will attend an issuing authority on your behalf where applicable. The acceptance of any order documentation is subject to being accepted by the respective issuing authority.  The client expressly authorises and accepts this and agrees that no refund will be provided in the event of cancellation, rejection, or withdrawal once documentation has been provided to the respective authority.
 

Changes to any order cannot be made once the service is in process. Should the client need to change any information or delivery address after the documents have been submitted to an authority, the request must be made in writing and the request await approval.

 

By submitting an order or using the services provided by Visasmart Travel Solutions Ltd, you agree that Visasmart Travel Solutions Ltd total liability to you for all claims, causes of action, liabilities and damages of any kind shall not, in any circumstance or for any reason, exceed the service fee paid for the ordered service where Visasmart Travel Solutions Ltd is at fault.  Any claims filed to Visasmart Travel Solutions Ltd must be filed within 10 calendar days from the date of invoice or return of documents, whichever is the latter.  Any claim is deemed as expired if made after 10 calendar days. In the case of any claims made, visa fees and service charges are non-refundable once any service has been applied for with the required authority. Any claim made can only be considered if services have been paid for in full. 

 

It remains your personal responsibility to check your documents on receipt. You are required to notify Visasmart Travel Solutions Ltd immediately by email if you identify any discrepancy in the documentation issued by any issuing authority. Visasmart Travel Solutions Ltd will endeavour to have the documents returned to the issuing authority in question for corrections to be requested but cannot guarantee the outcome of any request. Any notification of error received after 10 business days from the return of your documents will be treated as a new service.

 

The issuance of any documentation is exclusively at the discretion of the issuing authority and immigration officials. In the case of a visa, Immigration holds the final decision to admit entry into the country or region being visited, even when all the stipulated requirements have been met.

No guarantee can be given for any issuing authority to issue documents within a specified time frame. Issuing authorities reserve the right to request additional documentation, personal attendance and hold the exclusive right to make the final judgement as to the type of document they may issue, how quickly it will be issued and for what duration it will be issued for. By making an application, you agree to comply with any such request or change made by any authority being applied to. Non-refundable fares or reservations must not be purchased until all visas/documents have been secured for your travel. Visasmart Travel Solutions Ltd shall not be liable for any loss, expense or delay arising from the purchase or acquisition of travel tickets or accommodation before or after the issue or delivery of the relevant Visa/Passport or other document and our services are solely to apply to an issuing authority on your behalf.

 

Visasmart Travel Solutions Ltd will return completed orders by your chosen method. Third party delivery companies are subject to the conditions set by these individual companies. Visasmart Travel Solutions Ltd accepts no liability for loss or delays incurred when using third party delivery companies and its sole remedy will be to apply for the basic replacement cost of the item lost or mailing fee if delayed as the sender. The total compensatory award will be at the discretion of the third-party carrier only.

 

Fees and services may differ between the time an order is placed and when the ordered is completed. Visasmart Travel Solutions Ltd will endeavour to communicate any changes to the client via email but the client remains liable for any additional fees or changes of any service requirement or timing.

 

 Visasmart Travel Solutions Ltd may select the most appropriate service available if given a time constraint by the client. Any additional cost relative to a service change will be relayed to the client before the service proceeds to be mutually agreed.  

 

Fees paid to an issuing authority by Visasmart Travel Solutions Ltd on your behalf are non-refundable.

 

When documentation has been submitted to an authority on your behalf and the request is rejected for any reason, Visasmart Travel Solutions Ltd will make an additional attempt to secure the requested service at your request, only if deemed appropriate. You will be required to pay any additional fees requested by the issuing authority and VisaSmart Travel Solutions Ltd may charge an additional £25 for any additional visit.

 

Processing of any order/service is carried out on working days only (Monday to Friday). This excludes bank holidays, or other closures for any means whatsoever of any authority or of VisaSmart Travel Solutions Ltd.

 

Visasmart Travel Solutions Ltd shall not be held responsible for expense and/or delays arising from or in connection with incomplete application forms, incorrectly or falsely completed application forms or inaccurate or incomplete supporting documentation. Any expense or cost incurred by the client due to delays or non-issuances shall not be the responsibility of, nor shall any charges be levied upon, Visasmart Travel Solutions Ltd.

 

Should a passport, document or other item be lost, misplaced, damaged, delayed or destroyed, Visasmart Travel Solutions Ltd shall only be liable where such document is in their possession and any liability shall be limited to the basic replacement cost of that item. VisaSmart Travel Solutions Ltd does not accept responsibility for items misplaced, damaged, delayed or destroyed by a delivery service or issuing authority.

Passport covers and any original documents such as, but not limited to, bank statements, educational and birth certificates that have been requested for submission to any authority remains the client’s sole responsibility.  Visasmart Travel Solutions Ltd accepts no responsibility for the loss or damage of such documents and it remains the client’s sole responsibility to replace them if not returned.

 

These terms and conditions and any document expressly referred to in them constitute the agreement between us and supersedes any/all previous discussions, correspondence, negotiations, previous arrangement, understanding or agreement between us relating to the services being applied. Where Visasmart Travel Solutions Ltd is unable to carry out any obligation under the service agreement due to any circumstance out of its control, Visasmart Travel Solutions Ltd shall be excused from any such obligations.

 

Any dispute arising under this agreement shall be governed by the laws of England and Wales and both parties agree to submit to the exclusive jurisdiction of the courts of England.

 

 All content and forms found within our website are the sole property of the author and for use only by clients of Visasmart Travel Solutions Ltd. Copying, supply or publishing of the same on third party sites or media is strictly prohibited. Legal action will be taken for any unauthorised use.

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Disclaimer

Visasmart Travel Solutions Ltd is a visa & passport agency and not an embassy or other issuing authority. Our service involves checking documentation and supplying two visits to the relative issuing authority (submitting your request to the respective authority and collecting the document when ready). Any additional visit required may incur additional expenses which always remains the clients’ responsibility. We are not able to make any decisions regarding your application and all immigration regulations for all countries must be adhered to. We will advise on requirements based on our most recent experience and current regulation. These can change daily. All embassies reserve the right to request additional documents or your personal attendance at any time. VisaSmart Travel Solutions Ltd will not advise on any visas on arrival or that of any service that we do not offer.
Whilst every effort is made to provide accurate information within our website, information and requirements for our services, requirements and prices are constantly changing and there may be a delay before we are advised of such changes by an issuing authority. As a result, Visasmart Travel Solutions Ltd is unable to guarantee complete accuracy. Information, processing times and charges supplied are solely for guidance purposes only.
VisaSmart Travel Solutions Ltd is a privately owned business in the UK with no other affiliated companies.

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Data Protection & Privacy Statement

We understand and appreciate that supplying your personal data is difficult when applying for your visa or passport. Your privacy is extremely important to us and is a crucial part of our service. We confirm that we will only use the information that we are provided with about you lawfully, in accordance with the service we are providing.

You confirm that you will supply information & data about yourself in compliance with the governing body regulations that you are applying for and that such information is true.

Due to the legal basis of our services, it is an implied term when placing your order with us that you agree and consent to the data supplied being handled and stored by us for legitimate interests. We do not share data with any other party other than those that are relevant to providing our service such as the governing body you are applying to. As we cannot provide the service we offer without the data requested, should consent be removed during your process, all documents will need to be withdrawn and returned or destroyed accordingly and the service will become void. Should the process have begun, the security or removal of any data provided to any relevant body is not within our responsibility.
For those who apply for our services through an employer, tour operator or overseas agent, we assume that your consent is provided before any information is provided by them. They may provide you with a document to sign for this. 

For the purposes of providing a visa, passport, or legalisation service, we need to collect certain personal details from you. These details will include documentation that contains your data. We will deliver the relevant regulated documents to the governing office being applied and do not store copies of any of these documents. Any copies or duplicates that are sent to us and unused, will be destroyed or returned accordingly within 30 days. Although your data security and privacy are important to us, we cannot guarantee the security of any data provided to any governing body electronically or in paper form. This information is provided at your own risk and is your responsibility to view the privacy information of each party relevant to your service.
Any supplied information on our order application forms your agreement with us once accepted. This is the only personal data that is stored by our company apart from any receipts obtained by a governing body for the payment of your document process that may or may not contain your surname. For accounting purposes, we are unable to destroy any receipt for payments, but we securely destroy all order forms stored 1 month from your completed application date unless there is a complaint or legal practice preventing us from doing so. Any data sent to us electronically is typically deleted after 3 months from your completion date but may be sooner.
We do not share or sell any data that we hold with any third party apart from the relevant governing office or third party relevant to completing the service who are also prohibited from using information for any other purpose. Security measures are in place to protect your information which is reviewed regularly. We will only contact the passport holder, or the person designated on any order form in direct consultation for the service being provided. We do not use any contact information to conduct any survey of any nature and confirm the sole purpose of holding your contact information is to complete the service purchased and for accounting or legal purposes thereafter.
For your security, we do not accept any payment information such as card details. Payments made are in the complete control of the client, being made personally via bank transfer or PayPal.
We have designed our website so that you can visit us without identifying yourself or revealing any personal information. As with most websites, ours will also use cookies, which are small pieces of information that a website can store in a designated file on your computer. Cookies allow a web application to respond to you as an individual by remembering the last page you were on. By gathering and remembering information about your preferences, the web application can make your visit to our website faster. Cookies and history can be deleted by you at any time using the settings in your personal device.

You are entitled to ask us, in writing, for the data being held or processed, for what purpose and to whom they have been disclosed. We will respond to your request within 30 days of receiving your written request but please note that your data is processed by the governing office as per your application who will only disclose the information they store to the applicant and not to us as your representative. In certain limited circumstances where receipts are requested from the relevant processing body, we are entitled to refuse your request where we feel that it would be a breach of another client’s data.
If you believe that any of your personal details which we are processing are inaccurate or incorrect, please contact us immediately.

Any changes to this Privacy Policy will be made through a revised posting on our website.