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Privacy Policy

Last updated: October 13, 2026

Introduction

VisaCalm ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our visa document generation services.

Site Operator

VisaCalm (visa-requirements.io) is operated by Iron Pig, an independent studio. The data controller for the purposes of UK GDPR and EU GDPR is Iron Pig. For all privacy-related enquiries, contact hello@iron-pig.com.

Information We Collect

To generate visa application documents, we collect information you voluntarily provide, including:

  • Personal details (name, date of birth, nationality)
  • Passport information (passport number, issue/expiry dates)
  • Travel information (destinations, dates, flight details)
  • Accommodation details (hotel names, addresses, booking references)
  • Employment information (employer name, position, address)
  • Financial information descriptions (for cover letters)

How We Use Your Information

Your information is used solely to:

  • Generate the visa documents you request
  • Provide AI-powered content suggestions (cover letters, itineraries)
  • Improve our services and user experience

Data Storage and Security

Apart from trip reminder sign-ups (described below), we do not permanently store your personal data on our servers. All document generation happens in real-time, and your information is processed only for the duration needed to generate your documents. Once you download or close the page, your data is not retained on our servers.

Browser-based storage (localStorage): Some tools store data locally in your browser to improve your experience. This includes the details you type into the cover letter, sponsor letter, trip planner and Document Studio forms (which can include your name, passport number, date of birth and address), saved traveller profiles, saved trips, and Schengen calculator trip history. This stored data stays on your device — it is only sent to our servers when you ask a tool to generate a document, as described below. It remains in your browser until you clear it. Use the "Clear my saved details" link on any of those tools (or on the My Saved Details page) to remove it, especially on a shared or public computer. Using a different browser or device will not show your saved data.

For AI-powered features (cover letters, travel itineraries, passport analysis), your input is sent to our AI providers for processing. These providers have their own privacy policies and data handling practices. The passport analysis tool sends only your selected nationality (not personal information) to generate a general travel analysis.

Trip Reminders and Rule-Change Alerts

If you sign up for trip reminders or rule-change alerts, we collect:

  • Your email address
  • The trip you signed up for (your passport and destination)
  • Your travel date, if you give one
  • A record of your consent: the wording you agreed to, when you agreed, your IP address and the page you signed up on

Lawful basis: your consent (UK GDPR Article 6(1)(a)), given by ticking an unticked box. We send a confirmation email first and send nothing else until you click the link in it.

What we send: one reminder 7 to 14 days before your travel date, and an email when we log a change to the entry rules for your trip. Emails may include offers from our partners, as stated when you signed up. Links in our emails point to VisaCalm pages.

Who processes it: your details are stored in our database, hosted by Neon. Emails are sent by Resend, which acts as our processor and may process data in the United States under the safeguards in its data processing agreement. We do not sell your email address or share it with partners.

How long we keep it: we delete your details 30 days after your travel date. If you do not confirm, we delete them after 7 days. If you gave no travel date, we keep them until you unsubscribe, then delete them within 30 days.

Unsubscribing: every email has a one-click unsubscribe link. You can also email hello@iron-pig.com to withdraw consent or ask us to delete your details.

Cookies and Analytics

We use cookies with your consent for the following purposes:

  • Essential cookies - Required for the website to function (theme preferences, consent status)
  • Analytics cookies - Help us understand how visitors use our site (Vercel Analytics, PostHog, Google Analytics)
  • Advertising cookies - Used to display relevant advertisements (Google AdSense)

When you first visit our site, you will be asked to accept or reject non-essential cookies. Before you decide, we record anonymous aggregate pageview counts — no cookies, no persistent identifier, no profile — so we can measure how the site is used. Analytics and advertising cookies are only set after you accept. If you reject, no analytics events are recorded at all. You can change your preferences at any time using the "Cookie Settings" link in the footer.

Third-Party Services

Our service uses the following third-party providers:

  • Vercel - Hosting, infrastructure, and analytics
  • PostHog - Product analytics (with consent). Events are anonymous: we never send your name, email, passport details or other form contents to PostHog.
  • Google AdSense - Advertising (with consent)
  • Anthropic/OpenAI - AI-powered content generation
  • Mapbox - Map displays for trip planning
  • Resend - Sends trip reminder and rule-change emails, if you sign up
  • Neon - Database hosting for trip reminder sign-ups

Each provider has their own privacy policy governing their handling of data.

Affiliate Links

Some pages include affiliate links to third-party travel products (Saily, SafetyWing, Wise, and NordVPN). When you click an affiliate link, the destination website may use cookies to track that you were referred by VisaCalm. This tracking is handled entirely by the third-party service — we do not receive or store any personal data about your purchase.

We track affiliate link clicks anonymously through our analytics (PostHog) to understand which recommendations are useful. This data is aggregated and does not identify individual users. For full details, see our Affiliate Disclosure.

Your Rights

Apart from trip reminder sign-ups, we do not store your personal data, so there is nothing to access, correct, or delete. If you signed up for trip reminders, you can ask us to access, correct, or delete your details, or withdraw your consent, by emailing hello@iron-pig.com. You can also complain to the Information Commissioner's Office (ICO). If you have concerns about data processed through our AI providers, please refer to their respective privacy policies.

Children's Privacy

Our services are not intended for children under 18. We do not knowingly collect information from children under 18 years of age.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date.

Contact Us

If you have questions about this Privacy Policy, please contact us at hello@iron-pig.com