When you apply for a visa through MyTripPrime, we collect personal information and supporting documents required by embassies, consulates and visa processing centres. This policy explains what we collect, which file formats are accepted, how your documents are handled, and your responsibilities as an applicant.

1. Information we collect for visa applications

In addition to uploaded files, we collect the following details for each traveller:

• Full name, gender, date of birth and nationality
• Passport number and passport expiry date
• Travel date and return date (where applicable)
• Contact email and phone number
• Visa type, destination country and processing speed selected
• Payment method and transaction reference

2. Documents you may be asked to upload

Required documents depend on the destination country and visa type. The apply form shows the exact list for your selection. Common documents include:

• Passport front page - clear scan of the bio page; passport must be valid for at least 6 months beyond travel.
• Passport-size photograph - white background, recent (within 6 months), typically 35x45 mm.
• Flight itinerary - confirmed or tentative return ticket.
• Hotel booking - confirmed accommodation for the entire stay.
• Bank statement - usually the last 3 months, stamped by the bank where required.
• Employment letter - on company letterhead with salary and leave approval (UK, USA, Schengen and similar destinations).
• Income tax returns (ITR) - last 2-3 years with computation (UK applications).
• Travel insurance - coverage as required by the destination (e.g. Schengen: EUR 30,000 minimum).

Some items - such as cover letters or DS-160 confirmation pages - may be prepared by MyTripPrime on your behalf and do not require an upload. Only documents marked for upload on the application form should be submitted as files.

3. Accepted file formats and limits

• Allowed extensions: .jpg, .jpeg, .png, .pdf
• Not accepted: Word (.doc, .docx), Excel, HEIC, WEBP, ZIP, screenshots in unsupported formats, or renamed files that do not match their actual content.
• Maximum size: 5 MB per file
• Quality: Documents must be legible, uncropped where full pages are required, and in original colour unless the embassy specifies otherwise. We do not compress uploaded files - embassies may require original-quality scans.

4. How we use your documents

We use collected information and uploads solely to:

• Review applications for completeness before submission to the relevant authority.
• Prepare, file and track your visa application.
• Communicate with you about status updates, missing documents or embassy requests.
• Comply with legal, regulatory and audit requirements.

We do not sell your passport data or uploaded documents to third parties.

5. Who we share documents with

Your documents may be shared only as necessary with:

• Embassies, consulates and government visa portals for the destination country.
• Authorised visa application centres (VFS, TLS, BLS and similar).
• Our vetted visa processing partners operating under confidentiality obligations.
• Regulatory or law-enforcement authorities where required by law.

6. Storage and security

• Uploaded files are stored securely on MyTripPrime servers separate from the main booking database.
• File names are sanitised and stored under your application reference number.
• Access is restricted to authorised staff involved in visa processing and support.
• We use technical measures including secure connections (HTTPS) for all uploads and account access.

7. Data retention

• Visa application records and uploaded documents are retained for the period required to complete processing and meet legal, tax and regulatory obligations.
• Typically, documents are kept for up to 24 months after application closure unless a longer period is required by law or embassy rules.
• You may request deletion of your data subject to our legal obligations and whether the application is still active.

8. Your responsibilities

• Upload only genuine, accurate and current documents belonging to the named traveller.
• Ensure passport details entered match the uploaded passport scan exactly.
• Do not upload documents containing information for travellers not included in the application.
• Notify us promptly if any document changes after submission (e.g. new passport, revised itinerary).
• Understand that visa approval is at the sole discretion of the issuing authority; MyTripPrime cannot guarantee approval.

9. Rejected or invalid uploads

Files that exceed the size limit, use an unsupported format, fail content validation, or appear altered may be rejected. Our team will contact you to request corrected uploads. Incomplete applications may be delayed or cancelled in line with our Cancellation & Refund Policy.

10. Related policies

This policy should be read together with our:

• Privacy Policy - how we handle personal data across all services.
• Terms & Conditions - rules for using MyTripPrime visa assistance.
• Cancellation & Refund Policy - refunds for government and service fees.

11. Contact