Privacy Policy | ModernVisa

1. Information We Collect

ModernVisa collects the following categories of information:

Account information: Name, email address, role (agency admin, agent, or client), and password (stored as a secure hash).
Immigration case data: Passport details, visa application forms, employment authorization documents, travel history, work authorization information, and other documents required for H-2A or H-2B visa processing.
Agency information: Organization name, business address, billing details, and agent roster.
Communications:Messages exchanged between agents and clients within the platform's secure messaging system.
Usage data: Log data including IP address, browser type, pages visited, and timestamps, collected automatically when you use the platform.
Device information: Device type, operating system, and browser version used to access the platform.

2. How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the ModernVisa platform
Process and track H-2A and H-2B visa case workflows on your behalf
Facilitate secure communication between agencies and applicants
Send case status notifications and alerts
Process subscription payments and send billing communications
Respond to support requests and troubleshoot issues
Analyze platform usage to improve features and performance
Comply with legal obligations and enforce our Terms of Service
Detect and prevent fraud, abuse, or security incidents

3. Data Sharing and Disclosure

We do not sell your personal information. We share information only in the following circumstances:

Within your agency: Case data is shared among authorized agents and administrators within your agency workspace.
Service providers: We use third-party vendors to provide infrastructure (cloud hosting), payment processing, email delivery, and analytics. These providers are contractually bound to protect your data and may only use it to provide services to us.
Legal requirements: We may disclose information when required by law, court order, or government request, or to protect the rights, property, or safety of ModernVisa, our users, or the public.
Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to the same privacy protections.

4. Data Retention

We retain your information for as long as your account is active or as needed to provide platform services. After account termination:

Account and case data is retained for 90 days to allow for data export requests
After 90 days, active case data is deleted from production systems
Billing records are retained for 7 years as required by applicable accounting and tax laws
Anonymized usage analytics may be retained indefinitely
Data subject to a legal hold will be retained until the hold is lifted

5. Data Security

We implement industry-standard security measures to protect your information, including:

TLS encryption for all data transmitted to and from the platform
AES-256 encryption for data stored at rest
Role-based access controls limiting data access to authorized personnel
Multi-factor authentication available for all accounts
Regular security audits and penetration testing
SOC 2 compliant infrastructure through our cloud provider

No method of transmission or storage is 100% secure. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

6. GDPR Rights

If you are located in the European Economic Area (EEA), you have the following rights regarding your personal data:

Access: Request a copy of the personal data we hold about you
Rectification: Request correction of inaccurate personal data
Erasure: Request deletion of your personal data, subject to legal retention requirements
Restriction: Request that we restrict processing of your personal data
Portability: Request transfer of your data in a machine-readable format
Objection: Object to processing of your personal data based on legitimate interests

You also have the right to lodge a complaint with your local data protection authority. To exercise any of these rights, contact us at legal@modernvisa.com.

7. CCPA Rights

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected about you in the past 12 months
Right to Delete: Request deletion of your personal information, subject to certain exceptions
Right to Opt-Out: Opt out of the sale of your personal information — ModernVisa does not sell personal information
Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To submit a CCPA request, contact us at legal@modernvisa.com.

8. Cookies and Tracking

ModernVisa uses cookies and similar tracking technologies to maintain session state, remember your preferences, and analyze platform usage. We use:

Essential cookies: Required for authentication and platform functionality
Analytics cookies: Used to understand how the platform is used and improve its performance (PostHog)

You can configure your browser to refuse cookies, but some platform features may not function correctly without them.

9. Children's Privacy

ModernVisa is not directed to children under 16 years of age, and we do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will notify you of material changes by email or through the platform. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the platform after changes take effect constitutes acceptance of the revised policy.

11. Contact Us

For privacy-related inquiries, data subject requests, or questions about this policy, please contact us at legal@modernvisa.com.