This Privacy Policy explains how Azerbaijan Travel & Visa Consultancy, operated by Nexus Solutions Global Ltd, collects, uses, stores and shares personal information when you visit our website, enquire about our services or request assistance with an Azerbaijan e-Visa application.
We are an independent private consultancy based in the United Kingdom. We are not affiliated with the Government of Azerbaijan or the official ASAN Visa portal.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other data protection legislation applicable to our activities.
Please read this policy before submitting an application or uploading personal documents.
1. Introduction
Nexus Solutions Global Ltd is responsible for determining how and why personal information is processed in connection with our consultancy services, except where another organisation independently determines its own processing activities.
For these purposes, Nexus Solutions Global Ltd acts as a data controller under the UK GDPR.
Our details
- Business name: Azerbaijan Travel & Visa Consultancy
- Legal operator: Nexus Solutions Global Ltd
- Country of establishment: United Kingdom
- Privacy contact: support@evisazerbaijann.com
- Registered correspondence address: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
This policy applies to personal information collected through our website, application forms, customer correspondence and the administrative activities necessary to provide our services.
When an application is submitted through the official Azerbaijani visa system, the competent authorities process the relevant information for their own immigration purposes. Their responsibilities and legal powers are separate from our responsibilities as a private consultancy.
2. Information We Collect
The personal information we collect depends on the services you request and how you interact with our website.
Personal and Identity Information
When you apply for visa assistance, we may collect:
- Full name and other names required for the application.
- Date of birth and country of birth.
- Nationality and citizenship.
- Sex, where required for the application.
- Occupation.
- Passport type and issuing country.
- Passport number, issue date and expiry date.
- Other details necessary to assess eligibility or prepare the requested application.
Contact and Address Information
We may collect:
- Email address and telephone number.
- Permanent residential address.
- Country, region, city and postal code.
- Intended accommodation address in Azerbaijan.
- Correspondence and information provided to customer support.
Travel and Application Information
This may include:
- Intended arrival date.
- Selected service and application type.
- Eligibility assessment information.
- Application reference and recorded status.
- Official visa application reference, where applicable.
- Application outcome and related correspondence.
Supporting Documents
Our consultancy application form contains two document upload fields labelled Passport and Copy of a Travel Document.
These files may contain photographs, passport numbers, dates of birth, nationality and other identifying details.
The purpose and necessity of each requested document must be explained at the point of collection. The presence of two upload fields does not mean that the official ASAN system independently requires two different copies of the same document.
We aim to avoid requesting duplicate or unrelated documentation unless there is a genuine need connected with the application.
A photograph appearing in a passport is not automatically biometric data under the UK GDPR. Additional rules may apply if an image is processed using technology for uniquely identifying a person.
We do not treat all passport information as special-category personal data merely because it appears on an identity document.
Payment and Transaction Information
Where payment is requested, we may process:
- Selected service and amount payable.
- Transaction reference and payment status.
- Payment date.
- Refund or payment dispute information.
- Limited billing information supplied by the payment provider.
Complete payment card numbers and security codes should be entered only through the authorised payment provider's interface, not sent to us by email.
Technical and Website Information
Depending on the technologies used, we may collect:
- IP address.
- Browser and device information.
- Date and time of access.
- Website pages requested.
- Technical errors and relevant security logs.
- Cookie preferences and consent records.
Optional analytics and tracking technologies are subject to the applicable privacy and electronic communications requirements.
Information Obtained From Other Sources
We may receive relevant information from payment providers, authorised service providers, official visa systems or other parties involved in fulfilling the agreed service.
Where UK GDPR transparency requirements apply, we will identify the relevant source and categories of information and provide the required privacy information within one month of obtaining it, or earlier if we first contact you or disclose the information to another recipient, unless a lawful exception applies.
Information Required to Provide the Service
Passport and application details necessary for the requested service are required to assess, prepare or submit your application.
If this information is not provided, we may be unable to proceed.
Information requested solely for optional marketing is not a condition of receiving our consultancy service.
3. How We Use Your Information
We process personal information for specific purposes connected with our services and legal responsibilities.
Providing Consultancy and Application Support
We use relevant information to:
- Receive and assess applications.
- Check eligibility for the requested service.
- Identify missing or inconsistent details.
- Request corrections and supporting documents.
- Prepare and handle agreed application procedures.
- Communicate application updates.
- Receive and communicate an official decision.
Application Administration and Tracking
We use application references, registered contact details and appropriate verification information to help protect access to individual application records.
Knowledge of an application reference alone must not provide access to confidential passport information or supporting documents.
Payment Administration
We use transaction information to confirm payments, reconcile records, investigate duplicate charges, handle refunds and respond to payment disputes.
Customer Support
We process relevant contact information and application records to answer enquiries and resolve service-related problems.
Security and Fraud Prevention
We may use relevant technical and application records to investigate suspicious activity, prevent unauthorised access and protect our customers and systems.
Legal Compliance and Disputes
We may retain or disclose information where required by law or where lawfully necessary to establish, exercise or defend legal claims.
Service Improvement
We may use appropriately limited information to identify technical problems and improve our website and services.
Where reasonably possible, we use aggregated or anonymised information instead of identifiable passport or application records.
Marketing Communications
Submitting a visa application does not automatically mean that you have agreed to receive unrelated marketing.
Where marketing consent is required, we will request it separately.
You may opt out of promotional communications using the relevant unsubscribe method or by contacting us.
4. Legal Basis for Processing
We rely on the lawful basis appropriate to each processing activity under Article 6 of the UK GDPR.
| Processing activity | Lawful basis |
|---|---|
| Responding to an adult customer's enquiry and undertaking a requested initial assessment | Steps taken at the individual's request before entering into a contract — Article 6(1)(b) |
| Providing contracted consultancy services to the individual who entered into the contract | Performance of a contract — Article 6(1)(b) |
| Processing information necessary to arrange and confirm payment for an agreed service | Performance of a contract — Article 6(1)(b) |
| Retaining records required for tax, accounting or other statutory obligations | Compliance with a legal obligation — Article 6(1)(c) |
| Protecting systems, investigating fraud and managing relevant business risks | Legitimate interests — Article 6(1)(f), subject to the required balancing assessment |
| Establishing, exercising or defending legal claims | Legitimate interests — Article 6(1)(f), where supported by the circumstances and the relevant assessment |
| Service improvement activities involving identifiable information | Legitimate interests — Article 6(1)(f), where justified and subject to relevant electronic communications rules |
| Optional activities requiring consent, including certain marketing or tracking activities | Consent — Article 6(1)(a), together with any additional applicable requirements |
Where we rely on legitimate interests, these may include protecting our systems, resolving disputes, preventing misuse and improving the reliability of our services.
We assess whether the relevant processing is necessary and whether the individual's rights and interests outweigh those interests.
Applications Concerning Children
Where an adult submits an application on behalf of a child, we assess the lawful basis for processing the child's personal information separately from the adult's contract.
A parent or guardian entering into a service agreement does not automatically make Article 6(1)(b) applicable to every processing activity involving the child.
The applicable basis must be established before the child's information is collected and processed. Where legitimate interests are relied upon, a documented balancing assessment must support that decision.
Parental authority to submit an application and consent under data protection law are separate matters.
Special-Category Information
If a particular processing activity involves special-category personal information, an appropriate Article 9 condition must also be identified where required.
We do not rely on acceptance of this Privacy Policy as a substitute for an appropriate lawful basis or a separate consent required by law.
Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing lawfully carried out before the withdrawal.
5. Information Sharing
Providing visa assistance may require information to be shared with organisations directly involved in the requested service.
Azerbaijani Authorities and Official Visa Systems
Where you have engaged us to handle an official application, relevant information may be submitted through the applicable Azerbaijani visa procedures.
This may include personal details, passport information, travel information and supporting documentation.
The competent authorities determine the official application outcome independently of our consultancy.
Hosting and Technology Providers
Service providers may support website hosting, application administration, document storage, communications and technical maintenance.
Their responsibilities depend on the particular service and contractual arrangement.
Where a provider acts as our data processor, the relationship must be governed by appropriate data processing terms meeting the requirements of Article 28 of the UK GDPR.
Some providers may act as independent controllers for particular activities. We will distinguish those roles where relevant.
Payment Service Providers
An authorised payment provider may process transaction information necessary to provide its payment services.
Depending on its activities, it may act as a processor, an independent controller or in another legally recognised role.
The applicable privacy arrangements depend on the actual provider and service used.
Professional Advisers
Where necessary and lawful, information may be shared with professional advisers, such as accountants or legal advisers, and relevant technical specialists subject to appropriate confidentiality obligations.
Legal and Regulatory Disclosures
Information may be disclosed where required by applicable law, valid legal process or another lawful basis.
We do not sell passport copies or customer application records, and we do not disclose those documents to unrelated third parties for their independent advertising purposes.
6. International Data Transfers
Our company is based in the United Kingdom, but an Azerbaijan e-Visa application involves an official process administered outside the UK.
Certain technology providers may also process or access information from other countries.
These arrangements can involve international transfers of personal information.
Transfers to Azerbaijani Authorities
Submitting application information to the competent Azerbaijani authorities is a separate international transfer from any transfer involving our technology providers.
The contractual lawful basis for providing our consultancy service does not, by itself, satisfy the UK GDPR's international transfer requirements.
Azerbaijan is not currently covered by a general UK adequacy regulation for personal data transfers.
Before making a restricted transfer, we must identify and document an applicable lawful transfer mechanism.
Depending on the circumstances, the UK GDPR permits certain safeguards or narrowly applicable exceptions. These cannot be assumed to apply automatically.
In particular, the fact that transfers are connected with visa applications does not mean that the contractual necessity exception can be used indiscriminately for every regular or systematic transfer.
We must assess the actual recipient, purpose, legal requirements and relevant safeguards before the transfer takes place.
Transfers Involving Technology Providers
Transfers relating to hosting, document storage, support or communications must be assessed separately from official visa submissions.
Where required, these transfers must be supported by a recognised mechanism, such as an applicable adequacy regulation, the UK International Data Transfer Agreement, an applicable UK Addendum or another lawful mechanism.
Appropriate transfer risk assessments and supplementary protections must be considered where required.
Information About Transfer Safeguards
Where international transfer rules apply, you may contact us for information about the mechanism and safeguards relevant to your information.
7. Data Security
Passport details, identity documents and application records require careful handling.
Personal information must be protected by security measures appropriate to its sensitivity and the risks involved.
These include, as applicable:
- Restricting access to authorised personnel.
- Using role-based permissions for application records.
- Protecting passport and supporting document storage.
- Securing the transmission of personal information.
- Applying appropriate authentication and access controls.
- Reviewing access logs and relevant security events.
- Maintaining procedures for identifying and responding to suspected breaches.
- Requiring appropriate confidentiality and security standards from relevant service providers.
Personal application documents can be accepted only through authorised channels with appropriate security measures in place.
No electronic system can be guaranteed to eliminate every security risk.
Where a personal data breach occurs, we will assess the risk, investigate the circumstances and make notifications required by law, including notification to the ICO within the applicable 72-hour period where the relevant legal threshold is met.
Where the law requires notification to affected individuals, we will provide that notification without undue delay.
Please submit passport and travel documents only through the authorised application channels made available for that purpose.
8. Data Retention
We retain personal information only for as long as necessary for the relevant purpose, subject to applicable legal obligations.
Different categories of information may require different retention periods.
Application Records
Information relating to an active application is retained for the period necessary to assess the application, provide the agreed service and communicate the relevant outcome.
After the case is closed, information is retained only where a further lawful purpose justifies it, such as resolving a specific dispute or complying with a legal obligation.
Passport and Travel Documents
Passport images and supporting travel documents are handled separately from ordinary accounting records because of the information they contain.
We delete passport and travel-document copies when they are no longer needed to complete the application or resolve a specific outstanding issue, unless a documented legal obligation or legal hold requires continued retention.
We do not assume that retaining financial records requires retaining complete passport images for the same period.
Payment and Accounting Records
Relevant financial and transaction records may be retained for the periods required by applicable accounting, tax and other legal requirements.
Unnecessary identity-document copies should not be retained solely because a related transaction record must be preserved.
Correspondence and Security Records
Customer correspondence, security logs and records of relevant acknowledgements are retained for periods justified by their purpose, such as investigating incidents, addressing complaints or demonstrating compliance.
Backups and Deletion
Where personal information is subject to a valid deletion requirement, we must address both operational data and relevant backups.
If backup copies cannot be erased immediately, they must be placed beyond operational use until removed under a documented backup-retention schedule.
Information subject to deletion must not be restored into active use merely because an older backup is recovered.
Our retention arrangements must specify the relevant periods or the criteria used to determine them, together with the applicable deletion and backup procedures.
You may contact us for information about the retention criteria relevant to your records.
9. Your Data Protection Rights
Depending on the circumstances and applicable legislation, you may have the following rights.
Right of access: Request confirmation of whether we process your personal information and obtain a copy of information to which you are entitled.
Right to rectification: Request correction of inaccurate or incomplete information.
Right to erasure: Request deletion where the relevant statutory conditions apply.
Right to restriction: Request that certain processing activities be restricted where provided by law.
Right to object: Object to processing based on legitimate interests or other applicable grounds. You also have the right to object to direct marketing involving your personal information.
Right to data portability: Receive certain information in a structured, commonly used and machine-readable format where the legal requirements are met.
Right to withdraw consent: Withdraw consent for processing activities based on that consent.
Rights relating to automated decisions: Exercise applicable protections concerning significant decisions made solely through automated processing.
Automated Eligibility Checks
Our application process may use automated eligibility rules to determine whether a traveller can proceed through a particular online application route.
These checks are not official immigration decisions.
An automated check that prevents a person from progressing through our consultancy form must not be confused with a visa refusal issued by the Azerbaijani authorities.
If you believe an eligibility result is incorrect, you may contact our team to request clarification and appropriate human review.
Where a decision made solely by our systems has a legal or similarly significant effect on you, we will provide the safeguards required by applicable law, including an explanation and an appropriate opportunity to make representations, obtain human intervention and contest the decision.
How to Exercise Your Rights
Contact:
Please describe your request and provide enough information for us to identify the relevant records.
We may ask for proportionate identity verification where necessary.
We normally respond to UK GDPR rights requests within one calendar month.
Where permitted because of the complexity or number of requests, we may extend the response period by up to two further months. We will notify you within the initial period and explain why an extension is necessary.
For subject access requests, the response period may be paused for reasonably necessary clarification only where the law permits.
Your rights are not absolute. If an exemption applies or we cannot fulfil a request completely, we will explain the relevant reason.
Data Protection Complaints
You may contact us if you believe that we have handled your personal information incorrectly.
We will acknowledge a data protection complaint within 30 days, investigate it without undue delay and provide appropriate updates.
Where relevant, you may also complain to the Information Commissioner's Office (ICO).
10. Cookies and Similar Technologies
Our website may use cookies and related technologies to support:
- Essential website functions.
- Secure sessions and application forms.
- Permitted user preferences.
- Website performance and diagnostics.
- Analytics or service improvement, where lawfully implemented.
- Optional marketing functions, if introduced.
Certain technologies may be necessary to provide a service you request.
Other technologies may require consent under the UK Privacy and Electronic Communications Regulations.
Where an exemption permits eligible statistical or preference-related technologies without consent, we will meet the relevant conditions, including providing information and an appropriate opportunity to object where required.
We will not regard continued browsing as valid consent for technologies that require affirmative consent.
Advertising or marketing trackers requiring consent must remain inactive until valid consent has been obtained.
The cookies and similar technologies actually used on our website, together with their purposes and relevant retention periods, will be explained in our separate Cookie Policy.
Cookie preferences will be managed through the controls required for the technologies in use.
11. Children's Privacy
Our consultancy services are primarily intended for adults arranging travel and visa applications.
Where an application relates to a child, personal information may be provided by a parent, legal guardian or another person with appropriate authority.
We handle children's information with particular care and collect only the information necessary for the applicable service.
We assess the lawful basis for processing a child's data separately from the legal basis applicable to an adult customer's contract.
Authority to apply on behalf of a child is not automatically equivalent to consent under data protection law.
Where consent is the appropriate lawful basis, the relevant rules for children's consent and parental authorisation will be followed.
If we discover that a child's information has been collected without a valid legal basis, we will take appropriate steps to address the matter.
Parents and guardians may contact us about information submitted on behalf of a child.
12. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, technology, data processing arrangements or legal obligations.
The date at the beginning of this page identifies its latest published version.
Where we materially change how personal information is used, we will provide any additional information required by law before beginning the new processing activity.
Where new consent is legally necessary, we will obtain it before undertaking the relevant activity.
Updating this policy does not retrospectively make unlawful processing lawful.
13. Contact Us
For questions about this Privacy Policy or the handling of your personal information, please contact:
Azerbaijan Travel & Visa Consultancy
Operated by Nexus Solutions Global Ltd
United Kingdom
Email: support@evisazerbaijann.com
Correspondence address: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Please avoid sending complete passport images or unnecessary identity documents with an initial privacy enquiry. We will explain any secure verification steps that may be required.
For information about our services, visit:
- How It Works
- Payment & Refund Policy
- Cookie Policy
Independent consultancy notice: Azerbaijan Travel & Visa Consultancy is a private consultancy operated by Nexus Solutions Global Ltd. We are not affiliated with, authorised by or endorsed by the Government of Azerbaijan or the official ASAN Visa portal. Official visa decisions are made by the competent Azerbaijani authorities.