top of page

Privacy Policy

Privacy Notice

Last updated: 10 August 2025

1. Introduction

RIVA – Rhine Immigration & Visa Assistance e.K. (“RIVA”, “we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This notice explains how we collect, use, and safeguard your information in accordance with the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

2. Who We Are

RIVA – Rhine Immigration & Visa Assistance e.K.
Address: Berliner Ring 30, 38440 Wolfsburg, Germany
Email: info@riva-visa.de
Phone: +49 152 140 25190
Managing Director: Rami Gamil

If applicable, the contact details of our Data Protection Officer (DPO) will be provided here. At present we do not have a designated DPO.

3. Data We Collect

We may collect the following personal data:

  • Identification details (full name, date of birth, address, passport/ID number)

  • Contact information (email address, phone number)

  • Case‑related information for visa and immigration services

  • Copies of relevant supporting documents (e.g., diplomas, work contracts, certificates)

Cookies and Website Usage Data

In addition to the above, when you visit our website we may collect information about your device, browser, IP address and usage patterns through cookies and similar technologies. Cookies are small text files placed on your device that help us understand how our website is used, improve its functionality and deliver a better user experience.

4. How We Use Your Data

We process your personal data only for the purposes of:

  • Providing visa and immigration administrative services

  • Booking and managing appointments with public authorities

  • Preparing and submitting documents on your behalf

  • Communicating with relevant authorities as instructed by you

  • Improving our website functionality through cookies and analytics (see section above)

5. Legal Basis for Processing

We process your personal data on the following legal bases:

  • Consent (Art. 6(1)(a) GDPR) – when you have given explicit permission for specific processing activities; you have the right to withdraw your consent at any time (see Section 9 below).

  • Performance of a contract (Art. 6(1)(b) GDPR) – when processing is necessary to deliver our services under our contract with you.

  • Legal obligations (Art. 6(1)(c) GDPR) – when retention or disclosure is required by law.

  • Legitimate interests (Art. 6(1)(f) GDPR) – when processing is necessary for our legitimate business interests, provided such interests are not overridden by your rights and interests. We rely on legitimate interest only where appropriate, such as improving website security or communications.

6. Data Requirements and Consequences

Certain personal data (e.g., identification details and contact information) are necessary for us to fulfil our contractual obligations to you and to comply with legal requirements. Failure to provide this data may result in our inability to process your visa/immigration application or to provide the requested services.

7. Sharing Your Data

We share your personal data only when necessary to provide the agreed services, such as:

  • Public authorities, consulates and embassies involved in your application

  • Service providers under contract with RIVA (e.g., translators, couriers)

  • Legal professionals you have authorised to act on your behalf

All third parties are required to handle your data securely and in compliance with GDPR. We do not sell your personal data.

8. International Data Transfers

If your data is transferred outside the European Union, we ensure an adequate level of protection in accordance with GDPR requirements, such as EU adequacy decisions or Standard Contractual Clauses (SCCs). Copies of these safeguards can be requested through our contact details provided above.

9. Data Retention

We keep your personal data only as long as necessary for the purposes stated or as required by law:

  • Visa case files: five years from case completion

  • Certain documents: six or ten years under the German Commercial Code (HGB) and Tax Code (AO)

After the retention period, data is securely deleted or destroyed.

10. Your Rights

You have the right to:

  • Access your personal data

  • Request correction or deletion

  • Restrict processing

  • Object to processing

  • Request data portability

  • Withdraw consent at any time by contacting us using the details in Section 2

  • Lodge a complaint with a supervisory authority; in Germany, the responsible authority is the data protection authority for Lower Saxony. Contact details are available at datenschutz.niedersachsen.de  (phone: +49 511 120 4500).

We do not use automated decision‑making or profiling in providing our services.

11. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Secure, password‑protected systems

  • Encrypted communication channels

  • Access controls and staff confidentiality agreements

12. Data Breach Notification

If a data breach occurs, we will notify the relevant supervisory authority and affected individuals where legally required.

13. Contact & Complaints

If you have any questions or concerns about how we handle your personal data, please contact:

RIVA – Rhine Immigration & Visa Assistance e.K.
Email: info@riva-visa.de
Phone: +49 152 140 25190

You can also contact the Lower Saxony State Commissioner for Data Protection (Landesbeauftragte für den Datenschutz Niedersachsen) if you believe your rights have been violated.

bottom of page