IMPORTANT NOTICE: Indian Embassy/Consulates, CKGS Visa Application Centers and Contact Center will remain closed on Tuesday, December 25, 2018 on account of  Christmas Day.

Data Privacy Policy

This Data Privacy Policy is issued by Cox and Kings Global Services USA LLC (“CKGS”).

Upon visa applications or queries, personal data that the applicant (“you”) submit to us or that we otherwise collect about you will be processed in accordance with the General Data Protection Regulation (2016/679) (“GDPR”). Here you can read about how we process personal data.

  1. Background
    CKGS is engaged by the

    Embassy of India in Washington DC, USA (Embassy),
    2107 Massachusetts Avenue, NW
    Washington, DC 20008

    to manage visa application services on behalf of the Embassy. With some exceptions highlighted in this Data Privacy Policy, CKGS processes your personal data on behalf of and in accordance with the instructions of the Embassy for the purpose of processing your visa application. As for processing activities CKGS undertakes on behalf of the Embassy, CKGS is the processor and the Embassy is the controller. Please be aware that CKGS can leave no guarantees concerning and takes no legal responsibility for the Embassy’s processing of personal data.

    In addition to the processing activities CKGS carries out on behalf of the Embassy, CKGS provides services associated with the visa application services, such as payment services and notification services. For the processing undertaken to render these services, CKGS is the controller.

    This Data Privacy Policy describes the processing activities CKGS undertake as a processor on behalf of the Embassy and the processing activities CKGS undertake in its role as a controller.


  2. Visa Application Process
    1. Controller of Personal Data
      Unless otherwise stipulated, the Controller of CKGS’s processing of personal data for the purpose of processing your visa application is the Embassy. CKGS processes personal data on behalf of and in accordance with the instructions of the Embassy, and is therefore the processor of the Embassy.

      The following information describing the visa application process is subject to change depending on the instruction of the Embassy with regards to the processing.


    2. Consent
      By submitting your personal data, you actively consent to our processing of your personal data as outlined in this Data Privacy Policy.


    3. Creating the application
      The applicant visits the CKGS website and clicks a link to apply for visa. The link takes the applicant to the Indian Government’s website for visa applications (https://indianvisaonline.gov.in/visa/index.html) (herein after the “Indiansvisaonlinewebsite”). The Indianvisaonlinewebsite is operated by the Indian Government. Please refer to the Indianvisaonlinewebsite for information about how your personal data is processed at the Indianvisaonlinewebsite.

      In order to apply for a visa, the applicant needs to fill out a visa application form at the Indianvisaonline website in which the applicant needs to provide personal data. The data required depends on the requirements of the Embassy, but typically includes data such as full name, date and place of birth, personal identification number, passport number, information about parents, references, employment and employment history, countries visited in the past 10 years, etcetera. Additional information may be, as and when requested by the Embassy, required from persons from amongst others the Islamic Republic of Pakistan or Bangladesh etc.

      The applicant prints the application as a PDF file and takes to the CKGS office. The applicant also needs to provide additional information to CKGS together with the printed application:

      • The applicant needs to provide flight tickets to evidence that they are traveling to and back from India. CKGS may use the details on your flight ticket to confirm that the flight is booked and not cancelled.
      • The applicant may, in some cases, need to provide documentation evidencing that the applicant can support itself financially. Such documentation may for instance consist of bank details, bank statement, and/or a guarantor.

      In addition to the printed application the applicant hands in to CKGS, CKGS will download an encrypted copy of the application from the Indianvisaonlinewebsite to CKGS’s internal IT system. As the downloaded application is encrypted CKGS can only read basic data in the application, such as name, address, passport number etc. CKGS cannot read other data contained in the electronic application document, such as information about applicant’s parents etc.

      Upon the applicant’s submission of the application, CKGS controls that the basic information of the application are complete.If the application needs to be refined, the applicant will be requested to log back in to Indianvisaonlinewebsite, fill out a new application, and bring a printed copy thereof to CKGS. CKGS may on rare occasions assist the applicant with the refinement by adjusting the application directly in the CKGS data base. CKGS can only refine parts of the application that CKGS has access to, i.e. the basic application data.


    4. Processing the Application
      When the application is correct, the applicant will needs to provide their passport to CKGS. CKGS will retain the passport during the application process, in order to confirm the identity of the applicant. At this stage, the application will be given a tracking ID. In addition to the passport, the applicant will be required to take a photo and to sign the application.


    5. Sending of Application to the Embassy
      When the application is complete, CKGS will provide the Embassy or the Applicant will provide CKGS who in turn will give the Embassy with one electronic copy and one paper copy of the application, including the passport, photo taken and other personal data in the application.


    6. Final stages and retention
      When the Embassy has processed the application, CKGS will be informed as to whether the Embassy has approved the visa application or not. CKGS in its turn inform the applicant thereof.
      The Embassy will also return the applicant’s passport to CKGS. The applicant can either pick up their passport at the CKGS office or request that CKGS sends the passport to the applicant via postal service.

      After the application process, CKGS retains all applications until instructed by the Embassy to delete information. Should the contract between CKGS and the Embassy expire or terminate, CKGS will return all personal data CKGS has processed as a processor on behalf of the Embassy, to the Embassy, and permanently delete all remaining copies.


    7. SMS and email notification services
      Throughout the application process, the applicant receives information about various steps of the process (including inter alia when the application has been delivered to the embassy, when the embassy has made a decision, etc.).
      CKGS provides a notification service whereby the applicant can receive updates about the progress of the application process via SMS or email. These services come at an additional cost. CKGS is the controller of the processing activities necessary in order for CKGS to provide the SMS and email notification services. The legal basis for such processing is that it is necessary for CKGS to process the telephone number or email address in order to fulfil the agreement with the applicant regarding CKGS’s provision of the SMS or email services to the applicant.
      If the applicant has not paid for such services, they can obtain the same information by logging in to their Indianvisaonlinewebsite account.


    8. Payment of the visa application
      CKGS is the controller of the processing of payment in order to accept payment, except that card or online payments processing company are controllers for their processing of your personal data. We advise you to refer their data Privacy policy.
      CKGS retains payment documentation, receipts and the order form in which the applicant has approved the CKGS terms and conditions, in order to comply with law regarding financial reporting and tax payment.


    9. Processing of personal data in connection with queries
      In connection with a query, contact details and personal data contained in your query that you submit to us will be processed only for correspondence with regard to your query.


    10. Recipients
      Embassy
      CKGS will transfer all personal data that CKGS processes on behalf the Embassy to the Embassy.

      CKGS’s group IT team
      CKGS may engage its CKGS group IT team based in India to adjust applications electronically, if the local visa application team is unable to do so. The CKGS group IT team does only adjust the basic data in the application, not the encrypted data.

      CKGS’s external software team
      CKGS engages an external IT software team based in India. On rare occasions, the external IT software team may have access to personal data, in the course of them providing IT services to CKGS.

      Courier Services
      We use courier services to deliver your passport at your preferred address.

      Other Recipients
      Otherwise, passing your personal data on to third parties, selling it to third parties or transmitting it to third parties in another way is excluded, unless CKGS is obliged by law or by a court decision to pass the data on, or if passing the data on is necessary for the pursuit of claims and criminal-law prosecution in the event of attacks on CKGS IT infrastructure.


  3. Right to information, correction and deletion of data etc.
    Pursuant to the GDPR, you are upon a written and duly signed request entitled to information regarding our processing of your personal data. You are also entitled to ask for correction of incorrect data and for the deletion of data. You may also, at any time, revoke your consent to our processing of your personal data. You also have the right to data portability.
    CKGS shall retain your personal data for any such period necessary to fulfill the purposes as outlined herein unless a longer retention period is required or permitted under laws applicable to it.

    The criteria used to determine the retention period includes the following:

    • Any legal obligation upon CKGS;
    • Is it necessary to retain the data based on our legitimate interest in exercising our legal rights or defending ourselves against claims

  4. Concerns regarding CKGS processing of personal data
    If you have concern about the way CKGS processes personal data, please email us at the below mentioned email.
    If you have concerns regarding the way the Embassy processes your personal data, please contact the Embassy.


  5. Communication
    For any communication with regards to this Data Privacy Policy you may write to us at dataprivacy@ckgs.com .


  6. Information regarding cookies
    This website uses cookies. According to Chapter 6, section 18 of the Electronic Communications Act (2003:389) all visitors to a website need to be informed if cookies are used and how they can be blocked. Cookies serve to make the website user-friendly, flexible and effective for you as a user. Cookies on this website are not used to save passwords. Should you leave CKGS website via a link and arrive at third-party websites, it is possible that cookies are used by the linked website providers. CKGS is not legally responsible for these third-party website cookies.

    A cookie is a small text file that a website transfers to your computer to allow it to remember specific information about your session while you are connected. Your computer will only share the information in the cookie with the website that provided it and no other website can request it. There are two types of cookies:

    • Session: Session cookies last only as long as your web browser is open. Once you close your browser, the cookie is deleted. Websites may use session cookies for technical purposes such as to enable better navigation through the site, or to allow you to customize your preferences for interacting with the site.
    • Persistent: Persistent cookies are saved on a user's hard drive in order to determine which users are new to the site or are returning and for repeat visitors, to block recurring invitations to take the satisfaction survey for checking results of Customer Satisfaction Index.


    If you do not wish to have session or persistent cookies stored on your machine, you can turn cookies off in your browser. You will still have access to all information and resources on our website. However, turning off cookies may affect the functioning of some websites. Be aware that disabling cookies in your browser will affect cookie usage at all other websites you visit as well.

    We use the following cookies on our website:

    Cookie name Purpose (Google Analytics)
    _utma This cookie keeps track of the number of times a visitor has been to the site pertaining to the cookie, when their first visit was, and when their last visit occurred. Google Analytics uses the information from this cookie to calculate things like Days and Visits to purchase.
    __utmb , __utmc The B and C cookies are brothers; working together to calculate how long a visit takes. __utmb takes a timestamp of the exact moment in time when a visitor enters a site, while __utmc takes a timestamp of the exact moment in time when a visitor leaves a site. __utmb expires at the end of the session. __utmc waits 30 minutes, and then it expires. __utmc has no way of knowing when a user closes their browser or leaves a website, so it waits 30 minutes for another page view to happen, and if it doesn’t, it expires.
    __utmt This cookie is set by Google Analytics. According to their documentation it is used to throttle the request rate for the service - limiting the collection of data on high 2 traffic sites. It expires after 10 minutes.
    __utmz __utmz keeps track of where the visitor came from, what search engine you used, what link you clicked on, what keyword you used, and where they were in the world when you accessed a website. It expires in 15,768,000 seconds – or, in 6 months. This cookie is how Google Analytics knows to whom and to what source / medium / keyword to assign the credit for a Goal Conversion or an Ecommerce Transaction. __utmz also lets you edit its length with a simple customization to the Google Analytics Tracking code.
    PHPSESSID The PHPSESSID cookie is native to PHP and enables websites to store serialised state data. On the Action website it is used to establish a user session and to pass state data via a temporary cookie, which is commonly referred to as a session cookie. As the PHPSESSID cookie has no timed expiry, it disappears when the client is closed.

  7. CCTV
    CKGS uses closed-circuit television (CCTV) camera in all our offices. The use of CCTV is a requirement of the Embassy.