Privacy Policy

Last Updated: June 2026

Effective Date: June 1, 2026

1. INTRODUCTION

AQ Systems LLC ("iVisaPortal," "we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (australia.ivisaportal.com) or use our optional Australia ETA assistance services.

This policy is designed to comply with applicable privacy laws including the European Union General Data Protection Regulation (GDPR), the United Kingdom GDPR, the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), the Australian Privacy Act 1988, and other applicable privacy laws.

A. Information You Provide Directly:

- Personal identification: full legal name, date of birth, place of birth, nationality, gender

- Contact information: email address, phone number, mailing address

- Travel document data: passport number, passport country of issue, passport issue date, passport expiry date

- Travel details: purpose of travel, expected arrival date, departure date

- Payment information: billing name, billing address, partial card information (full card data is processed only by our PCI-DSS compliant payment processor and never stored on our servers)

- Communications: any messages or correspondence you send to us

B. Information We Collect Automatically:

- Technical data: IP address, browser type and version, device type, operating system, time zone, language preference

- Usage data: pages visited, time spent on site, click patterns, referring website

- Cookies and similar technologies: see our Cookie Policy for details

We use your personal data only for the following purposes:

- To review and assist with the preparation of your ETA application

- To communicate with you about your application and our service

- To provide customer support and respond to inquiries

- To process payments and detect fraudulent transactions

- To comply with legal obligations

- To improve our website and services

- To send service-related notifications (not marketing) about your application

We do NOT sell your personal data to third parties.

For users in the European Economic Area, United Kingdom, or Switzerland, our legal basis for processing your personal data is one or more of the following:

- Performance of a contract: processing necessary to provide the services you requested

- Legal obligation: processing required to comply with applicable laws

- Legitimate interests: improving our services, preventing fraud, and securing our website

- Consent: where you have explicitly consented (you can withdraw consent at any time)

We share your personal data only as follows:

A. Service Providers:

We share information with vetted third-party service providers who perform services on our behalf, including:

- Payment processors for payment processing

- Cloud hosting providers for secure data storage

- Email service providers for transactional communications

- Analytics providers for website analytics

All service providers are contractually required to protect your data and use it only for the purposes we specify.

B. Legal Requirements:

We may disclose information if required to do so by law, court order, or governmental request, or to protect our rights, property, or safety.

C. Business Transfers:

If AQ Systems LLC is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before personal data becomes subject to a different privacy policy.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

- Application data: retained for up to 7 years to comply with tax, accounting, and legal record-keeping obligations

- Payment records: retained as required by financial regulations

- Marketing/analytics data: retained for up to 26 months

- Customer support communications: retained for 3 years

After the retention period, your data is securely deleted or anonymised.

We implement industry-standard technical and organisational measures to protect your personal data, including:

- TLS/SSL encryption for all data transmissions

- Encrypted storage of sensitive data at rest

- Strict access controls limiting employee access to personal data

- Regular security reviews

- PCI-DSS compliance for payment data handling

No method of transmission over the Internet is 100% secure, but we use commercially reasonable measures to protect your information.

We are based in the United States. If you access our services from outside the United States, your information may be transferred to and processed in the United States. For transfers from the EEA, UK, or Switzerland to the United States, we rely on appropriate safeguards such as Standard Contractual Clauses.

Depending on your jurisdiction, you may have the following rights:

- Right of access to the personal data we hold about you

- Right of rectification of inaccurate or incomplete data

- Right of erasure ("right to be forgotten")

- Right to restrict processing

- Right to data portability

- Right to object to certain types of processing

- Right to withdraw consent at any time (where consent is the legal basis)

- Right to non-discrimination for exercising your rights (CCPA)

- Right to opt out of the sale of personal information (we do not sell your data)

- Right to lodge a complaint with your local data protection authority (for Australian residents, the Office of the Australian Information Commissioner)

To exercise any of these rights, contact us at support@ivisaportal.com. We will respond within the timeframe required by applicable law.

Our services are not directed to children under 16, and we do not knowingly collect personal information from children under 16 without parental consent. Where a child is included in a travel application, the information is provided and managed by a parent or legal guardian. If we become aware that we have collected such information improperly, we will promptly delete it.

For information about how we use cookies and similar technologies, please see our Cookie Policy.

We may update this Privacy Policy from time to time. The "Last Updated" date indicates when the policy was last revised.

For questions about this Privacy Policy or to exercise your privacy rights:

AQ Systems LLC

Attn: Privacy Officer

5900 Balcones Dr, Ste 100

Austin, TX 78731

United States

Email: support@ivisaportal.com