VisaTrack

Privacy Policy

Last updated: 23 February 2026

VisaTrack ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our visa application tracking service.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

  • Email address (for authentication and communication)
  • Name (for personalization)
  • Password (stored securely using industry-standard hashing)

1.2 Application Tracking Data

When you use our service, we collect:

  • Application labels (user-defined names for your applications)
  • Application status (workflow status such as "In Progress" or "Submitted")
  • Relationship milestone dates (e.g., when your relationship started, cohabitation began)
  • Application milestone dates (e.g., lodgement date, grant date)
  • Requirement completion statuses
  • Structured prompt responses (limited to 1,000 characters per response)

1.3 Information We Do NOT Collect

We are committed to data minimization. We explicitly do not collect:

  • Passport numbers
  • Full dates of birth
  • Physical addresses
  • Document numbers or identification numbers
  • Private message transcripts
  • Free-form personal notes (we use structured prompts instead)

Our structured prompt system includes warnings reminding you not to enter sensitive information such as passport numbers or private messages.

2. How We Use Your Information

We use the information we collect to:

  • Provide and maintain our visa application tracking service
  • Enable you to track your progress against visa requirements
  • Calculate and display your application completion progress
  • Authenticate your account and maintain your session
  • Process your subscription and billing (if applicable)
  • Send important service-related communications

3. Data Storage and Security

Your data is stored securely using industry-standard practices:

  • All data is transmitted using HTTPS encryption
  • Passwords are hashed using secure algorithms (never stored in plain text)
  • Session cookies use HttpOnly, Secure, and SameSite=Lax attributes
  • Access to data is restricted to authorized personnel only

4. Data Retention

  • Active accounts: Your data is retained for as long as your account is active.
  • Deleted accounts: When you delete your account, all your personal data is immediately and permanently deleted (cascade deletion).
  • System logs: Technical logs are retained for 30 days for security and debugging purposes, then automatically deleted.

5. Your Rights

You have the right to:

  • Access your data: View all information we hold about you through your account.
  • Delete your account: Permanently delete your account and all associated data at any time from your account settings.
  • Update your information: Modify your account details and application data.

6. Cookies

We use essential cookies for authentication and session management. For more details, please see our Cookie Policy.

7. Third-Party Services

We use the following third-party services:

  • Stripe: For payment processing. Stripe's privacy policy applies to payment data. We do not store your credit card information.
  • Hosting providers: Our service is hosted on secure cloud infrastructure.

8. Australian Privacy Principles

VisaTrack is designed with the Australian Privacy Principles (APPs) in mind. We are committed to:

  • Collecting only the minimum data necessary for our service
  • Using data only for the purpose it was collected
  • Maintaining appropriate security measures
  • Providing transparency about our data practices
  • Giving you control over your personal information

9. Data Breaches

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches (NDB) scheme.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us through our support channels.

Note: VisaTrack provides general information to help you organize your visa application. It is not legal advice. For official information about Australian visas, please refer to the Department of Home Affairs.