Policies

Privacy and Data Protection Policy

1. Introduction

Viv Europe (“Viv Europe”, “we”, “our”, or “us”) is committed to protecting your privacy and handling your personal data responsibly and transparently.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our digital platforms and services, including:

Together, the Website and Portal are referred to as the “Platform.”

By accessing or using the Platform, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are (Data Controller)

The data controller responsible for your personal data is:

Viver Europa, Lda. (operating as Viv Europe)

NIPC: 515916145

Address: Praça da Justiça, No. 168, São Victor, Braga District, Postal Code 4715-125, Portugal

Email: [email protected]

3. What Personal Data We Collect

Depending on how you interact with Viv Europe, we may collect the following categories of personal data:

3.1 Information you provide directly

  • Full name
  • Email address
  • Phone number
  • Nationality and personal details relevant to your immigration process
  • Documents and information submitted through forms or the Portal
  • Any information shared in messages with Viv Europe (including support communications)

3.2 Documents you upload

The Portal may allow you to upload documents necessary for your relocation or visa process, which may include sensitive information, such as:

  • Passport copies or identity documents
  • Proof of address
  • Criminal record certificates
  • Financial documents (bank statements, income proof, etc.)
  • Insurance documents
  • Visa application-related forms and supporting documentation
  • Other documents required by third parties or public authorities

3.3 Technical and usage data

When you use the Platform, we may collect technical information such as:

  • Device type and browser information
  • IP address
  • Log data related to Platform performance and security
  • Activity data within the Portal (for example, steps completed or document uploads)

4. How We Use Your Personal Data

We process your personal data for the following purposes:

  • To provide our services and deliver the support described in your Service Agreement
  • To assess eligibility and respond to inquiries submitted through the Website
  • To create and manage your Portal account
  • To guide your relocation journey, track progress, and request documents
  • To communicate with you regarding your process, deadlines, and service updates
  • To process payments and manage billing (when applicable)
  • To improve the Platform experience, performance, and reliability
  • To maintain security, prevent fraud, and protect our systems
  • To comply with legal and regulatory obligations, including GDPR, AML, and CTF requirements where applicable

5. Legal Basis for Processing (GDPR)

We process personal data only when we have a valid legal basis under GDPR, including:

  • Performance of a contract: to deliver the services you requested and manage your client relationship
  • Legitimate interests: to operate and improve the Platform, ensure security, prevent abuse, and maintain service quality
  • Legal obligation: to comply with legal and regulatory requirements
  • Consent: where required, such as certain communications or optional data processing activities

6. How We Store and Protect Your Data

Viv Europe applies strong technical and organizational security measures to protect your personal data and documents.

All documents and data uploaded through the Portal are stored using Supabase infrastructure configured with the highest privacy and security settings available, including strict access controls and private storage policies.

Your data is protected through encryption, and access is strictly limited to:

  • You (the client), through your secure Portal account, and
  • Authorized Viv Europe personnel, solely for the purpose of delivering the services you requested.

We use reasonable safeguards to prevent unauthorized access, disclosure, alteration, or destruction of your data. However, no digital system can guarantee absolute security.

7. Who We Share Your Data With

Viv Europe does not sell your personal data.

We may share your personal data only when necessary to provide services, comply with the law, or operate the Platform, including with:

7.1 Service providers and platform partners

We may use trusted third-party service providers to support Platform functionality, such as:

  • Supabase (database and secure storage)
  • Intercom (client communication)
  • Stripe (payment processing)
  • Notification systems and automation tools (such as Make.com)
  • Scheduling and meeting tools (such as Google Meet)
  • Email and communication providers

These providers may process data only to the extent necessary to provide their services and are expected to follow confidentiality and security obligations.

7.2 Professional partners and authorities (case-related)

With your consent, or where required to provide contracted services, we may share necessary information with vetted third parties involved in your process, such as:

  • Legal advisors or external lawyers
  • Immigration authorities
  • Other professionals involved in your case (e.g., accountants or insurance providers)

7.3 Legal requirements

We may disclose personal data where required by law, court order, or legal process, or where necessary to protect our legal rights.

8. International Data Transfers

Some of the service providers we use may process data outside the European Economic Area (EEA). Where this occurs, Viv Europe takes steps to ensure appropriate safeguards are in place in accordance with GDPR requirements.

9. Data Retention

We retain personal data only for as long as necessary to:

  • Provide services under your Service Agreement
  • Comply with legal, regulatory, and accounting requirements
  • Maintain records related to the delivery of services and compliance obligations

When data is no longer required, we take steps to securely delete or anonymize it in accordance with applicable laws and internal policies.

10. Your Rights Under GDPR

If you are located in the EU/EEA, you have rights under GDPR, including the right to:

  • Access your personal data
  • Correct inaccurate or incomplete data
  • Request deletion of your data (where applicable)
  • Restrict processing in certain situations
  • Object to processing based on legitimate interests
  • Request portability of your data (where applicable)
  • Withdraw consent at any time (where processing is based on consent)

To exercise your rights, contact us at [email protected].

11. Cookies and Tracking

Our Website may use cookies or similar technologies to improve functionality, enhance user experience, and measure performance.

If we use analytics or marketing cookies, we may request your consent through a cookie banner or consent tool, where required by law.

You may adjust your browser settings to block or delete cookies. Please note that some Website features may not function properly if cookies are disabled.

12. Children’s Privacy

Viv Europe’s services and Platform are not intended for children, and we do not knowingly collect personal data from individuals under the age of 18.

13. Changes to This Privacy Policy

Viv Europe may update this Privacy Policy from time to time. The most recent version will always be available on the Platform.

By continuing to use the Platform after updates are posted, you acknowledge the updated Privacy Policy.

14. Contact

If you have any questions about this Privacy Policy or how Viv Europe handles your personal data, please contact:

[email protected]