
As we celebrate Data Privacy Week, it is an appropriate moment to reflect on the importance of protecting the sensitive personal data that we manage on behalf of governments around the world. At TLScontact, we manage nearly 4 million visa applications annually, handling literally millions of pages of confidential applicant data and highly sensitive biometric information. This is a significant responsibility that we do not take lightly, and we implement a range of measures to ensure the secure handling at all times of the applicant data that is entrusted to us.
Visa applications are a high-stakes and highly sensitive business. Each application represents pages of confidential personal data and is often accompanied by biometric data: photos and fingerprints. Submitting such personal data for a visa application can understandably cause anxiety for applicants. Many wonder what will happen to their data once it is handed over. As a trusted intermediary between governments and citizens, we implement a range of robust privacy measures to ensure that applicant data is safe in our hands.
Building trust through rigorous data protection
Operating across numerous countries, we must navigate a complex web of jurisdictions, laws, and requirements, all while adhering to the specific directives of the governments we represent. Officially considered as consular information, the data that we handle is subject to heightened security protocols and protected under international law, which prohibits unauthorised disclosure.
This underscores the critical importance of our data protection measures, which are structured according to three key principles:
- Purpose limitation
We only collect applicant data for the strict purpose of supporting their application process. This principle ensures that applicant data is not used for any purpose beyond what is necessary to facilitate the issuance of visas. By maintaining a clear focus on this purpose, we reduce the risks associated with data misuse and reinforce applicant trust.
- Strict purge rules
We retain applicant data for only a limited period. Once it has been transferred to consular visa departments or secure government servers, it is promptly deleted from our systems, in line with rigorous purge policies that we put in place with each of the governments that we represent. For biometric data, our protocols are even stricter: there is zero on-site data retention. Biometric information is transferred to government servers on the same day it is collected, minimising any potential risks.
- Data encryption
To safeguard data both in storage and during transmission, we employ advanced encryption technologies. Data is encrypted “at rest” when stored on our systems and “in transit” when transferred to secure government platforms. This dual-layered approach ensures that applicant data remains protected against unauthorised access or breaches at all times.
- A collaborative approach to privacy
Data privacy is a complex and ever-evolving field, and it is one we take extremely seriously. Our data privacy team work tirelessly to uphold our commitments, ensuring compliance with all relevant regulations and standards. We are supported by our cyber security colleagues, whose expertise helps to fortify our defences against potential threats.
We recognise that protecting personal data is not just a legal obligation but a moral one. It reflects our respect for the individuals who entrust us with their information and our commitment to maintaining their confidence. As we continue to evolve and enhance our processes, we remain guided by the principle that data privacy is integral to our mission. By working together, we can build a safer, more secure digital landscape for everyone.
Article written by Sofia Yanez,
Data Privacy Lead