Legal & policies

Last updated: 2026-06-15

Privacy Policy

This policy explains what personal data Beyond Passports collects when you use our visa, eVisa, ETA and IDP-guidance facilitation service, why we collect it, how long we keep it, and the rights you have over it. The data controller is Beyond Passports Ltd, company registration number 17331903, registered at Unit 82a James Carter Road, Mildenhall, Bury St. Edmunds, IP28 7DE. For any privacy question, email privacy@beyondpassports.co.uk.

We are registered with the UK Information Commissioner's Office (ICO) as a data controller under reference ZC197159. You can verify this on the public ICO register at ico.org.uk.

What data we collect

• Identity & contact details: your name, email address, phone number and billing address.
• Passport & travel details: passport number, nationality, date and place of birth, travel dates, destination and trip purpose.
• Documents you upload: passport scans, photographs and any supporting documents needed for your application.
• Order & payment information: your order reference, the service options you chose, and payment confirmation (card details are handled by our payment processor, Stripe, and are not stored by us).
• Technical data: limited device, browser and usage information needed to operate and secure the site.

Why we collect it and our lawful basis

We process your data primarily to perform our contract with you (UK GDPR Article 6(1)(b)): checking, preparing and submitting your application and keeping you updated. Where we process special-category or sensitive details contained in travel documents, or pass them to an authority, we rely on your explicit consent (Article 9(2)(a)), which you may withdraw at any time. We also process limited data to meet legal obligations (such as tax and accounting) and for our legitimate interests in securing, supporting and improving the service.

How long we keep it (retention & auto-purge)

We keep data only as long as needed to deliver your order and meet our legal duties. Sensitive passport scans, photographs and supporting documents are automatically purged approximately 90 days after your order is closed (completed or cancelled). Basic order and accounting records (order reference, fee paid and dates) are retained for the period required by UK tax and consumer law (generally up to six years), then deleted.

Sub-processors

We share data only with carefully selected providers acting on our instructions under a data-processing agreement:

• Stripe: payment processing.
• HubSpot: CRM, to manage your case and our communications with you.
• Email provider: to send order confirmations, updates and replies.
• Hosting provider: to run and secure this website and store your data.
• Anthropic: AI assistance used to help check and prepare application content. We do not use your data to train third-party AI models.
• Trustpilot: independent reviews. After your order is delivered we send your name and email to Trustpilot so it can invite you to leave a review. You can opt out of review invitations at any time.
• Google (Analytics 4 & Tag Manager): website analytics, to understand how the site is used and improve it. Loaded only if you accept cookies.
• Microsoft (Clarity): anonymised usage analytics and session statistics, including aggregated heatmaps and replays with text and inputs masked. Loaded only if you accept cookies.
• Meta (Facebook Pixel): measures the effectiveness of our advertising and may be used for marketing audiences. Loaded only if you accept cookies.

Cross-border transfers

Some of our sub-processors (for example Stripe, HubSpot, Anthropic, Trustpilot, Google, Microsoft and Meta) may process data in the United States. Where data is transferred outside the UK, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement (IDTA), the UK Extension to the EU-US Data Privacy Framework, or equivalent contractual protections, so your data continues to receive an essentially equivalent level of protection.

Cookies

We use a small number of essential cookies to run this site (for example to keep your session secure). These do not need consent. With your permission we also load non-essential third-party cookies for:

• Reviews — Trustpilot, to show genuine customer reviews.
• Analytics — Google Analytics 4 and Microsoft Clarity, to understand how the site is used (Clarity may record anonymised sessions with text and inputs masked).
• Marketing — Meta (Facebook) Pixel, to measure advertising.

We ask before loading any of these: when you first visit, you can Accept all or Reject non-essential, and we remember your choice. If you reject, none of these cookies or scripts are set. You can change your mind by clearing this site's cookies in your browser, which brings the banner back.

Your rights

You have the right to access, correct, erase, restrict or object to our processing of your data, to data portability, and to withdraw consent where processing is consent-based. To exercise any of these, contact us at privacy@beyondpassports.co.uk and we will respond within one month, as required by law.

Complaining to the ICO

If you are unhappy with how we have handled your data, you can lodge a complaint with the UK Information Commissioner's Office (ICO). Contact the ICO at ico.org.uk, by phone on 0303 123 1113, or by post at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would, however, appreciate the chance to resolve your concern first.

Last updated: 2026-06-15

Terms of Service

These terms govern your use of Beyond Passports's service. Beyond Passports is operated by [to complete] (company registration number [to complete]), and you can reach us at [to complete]. By placing an order you agree to these terms. Please read them alongside our Privacy Policy and Disclaimer below.

Nature of our service

Beyond Passports provides independent facilitation and guided self-service: we help you complete, check and submit applications for visas, eVisas and travel authorisations. We are not a government body, are not affiliated with gov.uk or any embassy, and we do not provide legal or immigration advice. If you need regulated immigration advice, please consult a qualified adviser.

Our service fee vs government fees

The price you pay us is a service fee for our assistance. It is separate from, and additional to, any government or official application fee, which is set and collected by the relevant authority. Where a government fee applies, we will make the amount clear before you pay.

Your responsibilities

• Provide accurate, complete and truthful information and documents.
• Check the details we prepare on your behalf before submission.
• Apply in good time for your travel dates and respond promptly to requests.

We are not responsible for delays, refusals or losses caused by inaccurate or late information supplied by you.

No guarantee of approval

All decisions on visas, eVisas and travel authorisations are made solely by the relevant government or official authority. We cannot and do not guarantee that any application will be approved, nor the time a decision will take. Any "express" or "priority" option speeds our handling only. It does not speed or influence the authority's decision.

Cancellation & refunds

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 you have a 14-day right to cancel from the day you place your order, for a full refund of our service fee. Important exception: if you ask us to begin work within the 14-day period and acknowledge that you do so, you will pay for the work reasonably carried out up to the point you cancel; and once the service has been fully performed with your consent (for example, once your application has been submitted to the authority), you lose the right to cancel under these Regulations. Government and official fees that have already been paid to a third party on your behalf are generally non-refundable to us. To cancel, email complaints@beyondpassports.co.uk with your order reference; our refund policy and any deductions are summarised at checkout and in your confirmation email.

Liability

To the extent permitted by law, our liability for any claim arising from the service is limited to the amount of the service fee you paid us for the relevant order. We are not liable for the decisions, processing times, fees or conduct of any government or official authority. Nothing in these terms excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud. These terms do not affect your statutory rights.

Governing law

These terms, and any dispute arising from them or from our service, are governed by the laws of England and Wales, and are subject to the exclusive jurisdiction of the courts of England and Wales. If you live elsewhere in the UK, you may instead bring proceedings in your local courts as permitted by law.

Last updated: 2026-07-23

Refund Policy

This policy explains what is and isn't refundable, and the two ways we make things right. It sits alongside your statutory cancellation rights, which are set out under Terms of Service and are not reduced by anything here.

What your payment covers

Your order can include two things:

• Our service fee. Our work: preparing and checking your application, matching you to the right consulate, and supporting you through to a decision.
• Third-party costs we pay on your behalf. The appointment booking fee, travel insurance, and any government or visa fees.

Our service fee: 100% refundable

You can claim a full refund of our service fee at any time before your application is submitted, subject to the terms below and to your statutory rights.

Third-party costs: non-refundable once incurred

Government and visa fees, travel insurance, and a confirmed appointment booking are paid to third parties on your behalf and cannot be recovered by us, so they are deducted from any refund. Before an appointment is confirmed, that charge is still refundable.

If your application is refused, or you cancel a refundable order, you choose one of two:

• Option 1: Refund. We refund 100% of our service fee. Any appointment-booking fee and insurance already paid are deducted (they have been spent on your behalf). The remaining balance is returned to your original payment method within 14 days.
• Option 2: Free next application. Instead of a refund, we handle your next application to a selected destination completely free, and we cover the appointment-booking and insurance costs ourselves. One free re-application per order. The eligible destinations are confirmed with you at the time of the claim.

The choice is yours.

When this does not apply

Our refund and free-re-application offer covers our service. It does not apply where:

• We assessed your case and told you in advance that your application carried a significant risk of refusal (around 50% or higher), and you chose to proceed. Where that advice is on record (in your meeting notes or chat), a later refusal is not covered.
• The refusal follows from inaccurate or incomplete information you provided, or from documents you were asked for but did not supply.
• The refusal or loss involves fraud or falsified documents.

Important: no guarantee of approval

All decisions are made solely by the relevant government or official authority. This policy is a goodwill commitment about our own service. It is not a guarantee that any application will be approved. See Terms of Service.

Your statutory rights

This offer is in addition to your rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, including your 14-day right to cancel, and other UK consumer law. Nothing in this policy reduces those rights.

How to claim

Email refunds@beyondpassports.co.uk with your order reference, and tell us whether you would prefer a refund or a free next application. Any deductions are summarised at checkout and in your confirmation email.

Last updated: 2026-06-15

Complaints Procedure

We want every customer to be happy with our service. If something has gone wrong, we'd like the chance to put it right.

How to raise a complaint

Email complaints@beyondpassports.co.uk with your order reference, a description of the issue and what outcome you'd like. You can also call us on the number at the top of this page.

Our response timescale

• We will acknowledge your complaint within 5 working days of receiving it.
• We aim to provide a full written response, and to resolve the matter, within 28 days. If we need longer (for example, where we're waiting on a third party), we'll explain why and give you a new date.

Escalation

If you're not satisfied with our final response, you may ask for it to be reviewed by a senior member of our team, who will reply with our final position. Where relevant, you may also raise the matter with an alternative dispute resolution body, or contact Trading Standards via the Citizens Advice consumer service on 0808 223 1133. Complaints specifically about how we handle your personal data can be taken to the ICO.

Last updated: 2026-06-15

Disclaimer

Beyond Passports is an independent service. We are not affiliated with, endorsed by, or connected to gov.uk, the UK government, any embassy, consulate or official authority. Official applications can be made directly with the relevant authority, usually for the government fee alone.

The information on this website is provided as general guidance only and does not constitute legal or immigration advice. Visa and travel-authorisation requirements depend on your nationality, country of residence and individual circumstances, and they change frequently.

Before you travel or apply, always verify requirements with official sources: the destination government's official website, your nearest embassy or consulate, and gov.uk for UK-specific guidance. We are not liable for decisions you make in reliance on general information published here.

No guarantee of outcome. Visa, eVisa and travel-authorisation decisions are made solely by the relevant authority; we cannot guarantee any approval. Some authorisations, such as an ETA, do not produce a physical document. Any "express" or "priority" option speeds our own handling only, preparing and submitting your application faster. It does not speed up, influence or change the government's processing time or decision.