Privacy Policy

1. Who we are

Quality Immigration is an immigration consultancy run by Elena Diachenko and based in the Netherlands. We support individuals and families with visa, relocation, work, study and naturalisation matters in the Netherlands, across Europe and worldwide.

For the purposes of the General Data Protection Regulation (GDPR, in Dutch the AVG), Quality Immigration is the controller of the personal data described in this policy. Our details are:

Trading name

Quality Immigration

Owner

Elena Diachenko

Country of establishment

The Netherlands

Registered address

[Registered address: TO BE PROVIDED BY CLIENT]

Chamber of Commerce (KvK) number

[KvK number: TO BE PROVIDED BY CLIENT]

VAT (BTW) number

[BTW/VAT number: TO BE PROVIDED BY CLIENT]

Email

info@quality-immigration.com

Telephone

+31 6 82044117

We have not appointed a Data Protection Officer, as we are not required to do so. Privacy questions are handled directly by Elena Diachenko.

2. What personal data we collect

Data you give us through the enquiry form. When you submit the contact form on this website, we collect your name, your email address, your telephone number where you choose to provide it, your current country and your destination country, the service you are interested in, the content of your message, and the fact and time of your consent to being contacted.

Data you give us during an engagement. If you become a client, you will normally share documents and information needed to prepare or review an application. Depending on the matter this can include passport and identity details, dates of birth, nationality, family and marital status, addresses and immigration history, education and employment records, and financial or housing evidence requested by an authority. Some of this qualifies as a special category of personal data or as data relating to identification documents, and we ask you to send only what is actually needed for your matter.

Data you give us by contacting us directly. If you write to us by email, message us on a social channel, or call us, we hold the content of that correspondence and your contact details.

Data collected automatically. When you visit this website, limited technical and usage data may be processed, such as your IP address, browser and device type, the pages you view and the time of your visit. Details of the cookies involved and how consent is handled are set out in our Cookie Policy.

We do not knowingly collect personal data from children. Where a matter concerns a minor, we process their data on the instructions of a parent or legal guardian.

3. Why we process your data, and on what legal basis

• To answer your enquiry and prepare a proposal. Legal basis: steps taken at your request prior to entering into a contract, and our legitimate interest in responding to people who approach us.
• To deliver our consultancy services. Legal basis: performance of the contract between you and Quality Immigration.
• To handle documents needed for an application, including special categories of data and identification data. Legal basis: performance of the contract, and, where the law requires it, your explicit consent, which you may withdraw at any time.
• To communicate with you about your matter. Legal basis: performance of the contract, or our legitimate interest in maintaining the client relationship.
• To meet legal and administrative obligations, including tax and accounting duties. Legal basis: compliance with a legal obligation.
• To operate, secure and improve this website, including anonymous or aggregated statistics. Legal basis: consent where cookies require it, otherwise our legitimate interest in a safe and functional website.
• To establish, exercise or defend legal claims. Legal basis: our legitimate interest in protecting our position.

We do not use your personal data for automated decision making or profiling that produces legal effects for you.

4. How long we keep your data

We keep personal data no longer than is necessary for the purposes described above.

• Enquiries that do not lead to an engagement are kept for a maximum of two years from the last contact, and are then deleted.
• Client files, including case documents, are kept for the duration of the engagement and for a reasonable period afterwards so that we can respond to follow-up questions and to any dispute. Where documents are covered by a statutory retention period, for example financial records under Dutch tax law, we keep them for the period the law prescribes.
• Invoices and accounting records are kept for seven years, as required in the Netherlands.
• Consent records for the website banner are kept for the period set by the consent management tool we use.

When a retention period ends, data is deleted or irreversibly anonymised.

5. Who we share your data with

We do not sell personal data, and we do not share it for advertising purposes.

We share personal data only where it is necessary:

• With authorities, embassies, consulates or institutions to which an application is submitted, and only with your knowledge and on your instructions.
• With service providers who process data on our behalf, such as our website host, email and cloud storage provider, form and consent tools, and our accountant. These parties act as processors, work under a written data processing agreement, and may not use your data for their own purposes.
• Where we are legally obliged to do so, for example following a lawful request from a competent authority.

6. International transfers

Our services are international by nature. Where an application requires it, personal data may be sent to an authority or institution outside the European Economic Area, on your instructions and as part of the service you have asked us to perform.

Some of our service providers may also process data outside the EEA. In that case we rely on an adequacy decision of the European Commission, or on the European Commission’s Standard Contractual Clauses together with any additional safeguards that are appropriate. You may ask us which safeguard applies to a specific transfer.

7. Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. These include encrypted connections to this website, access controls and strong authentication on the accounts we use, storage limited to reputable providers, and a strict need-to-know approach within our practice. No method of transmission or storage is completely secure, so we ask you not to send sensitive documents through unsecured public channels. If you would prefer a secure method of sharing documents, please ask us.

8. Your rights

Under the GDPR you have the following rights in relation to your personal data:

• Access. To be told whether we process your data and to receive a copy of it.
• Rectification. To have inaccurate or incomplete data corrected.
• Erasure. To have your data deleted where one of the grounds in the GDPR applies.
• Restriction. To have our processing limited in certain circumstances.
• Data portability. To receive the data you provided in a structured, commonly used, machine-readable format, and to have it sent to another controller where technically feasible.
• Objection. To object to processing based on our legitimate interests, on grounds relating to your particular situation.
• Withdrawal of consent. To withdraw consent at any time where processing is based on consent. This does not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, write to info@quality-immigration.com. We may ask you for information to confirm your identity before we act, so that data is not disclosed to the wrong person. We respond within one month, and will tell you if we need to extend that period.

If you believe we have not handled your data properly, we would like the chance to put it right. You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl), or with the supervisory authority in the EU country where you live or work.

9. Changes to this policy

We may update this policy to reflect changes in our services, our tools or the law. The current version is always published on this page, with the date of the last update shown at the top. Material changes affecting an ongoing engagement will be communicated to you directly.

10. Contact

For any question about this policy or about how we handle your personal data:

Email

info@quality-immigration.com

Telephone

+31 6 82044117

Postal address

[Registered address: TO BE PROVIDED BY CLIENT]