Privacy Policy

Learn how we protect your personal information and respect your privacy throughout your migration journey

Our Commitment to Your Privacy

At Ocyana Global Migration, we are committed to protecting your personal information and being transparent about how we use it

Data Protection

We implement robust security measures to protect your personal information from unauthorized access, disclosure, or misuse.

Transparency

We are clear about what information we collect, how we use it, and with whom we share it for your migration process.

Your Rights

You have the right to access, correct, or delete your personal information. We respect and facilitate these rights.

Confidentiality

Your migration details and personal information are kept strictly confidential and used only for legitimate purposes.

Legal Compliance

We strictly adhere to all applicable privacy laws and regulations to ensure your data is handled according to the highest legal standards.

Data Retention

We only keep your personal information for as long as necessary to provide our services and comply with legal requirements.

Last Updated

This Privacy Policy was last updated on January 15, 2025. We may update this policy from time to time to reflect changes in our practices or applicable laws.

Introduction

Welcome to Ocyana Global Migration. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any way.

By using our services or providing us with your personal information, you consent to the collection and use of information in accordance with this Privacy Policy.

Important Note

Migration processes often require sharing personal information with government agencies, educational institutions, and other authorized third parties. We only share information when necessary for your migration application and with your explicit consent.

Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us when you:

  • Contact us for consultations or services
  • Fill out application forms or assessment questionnaires
  • Subscribe to our newsletters or communications
  • Attend our events or webinars
  • Use our website or online services

Types of Personal Information:

  • Contact Information: Name, address, phone number, email address
  • Identity Information: Passport details, national ID, date of birth, nationality
  • Educational Information: Academic qualifications, transcripts, certificates
  • Employment Information: Work history, job offers, employer details
  • Financial Information: Bank statements, income proof, funding sources
  • Family Information: Spouse and children details for family applications
  • Health Information: Medical examination results (when required)
  • Immigration History: Previous visas, travel history, immigration status

Automatically Collected Information

When you visit our website, we may automatically collect certain information:

  • IP address and location data
  • Browser type and version
  • Pages visited and time spent on our website
  • Referring website information
  • Device information and operating system

How We Use Your Information

We use the information we collect for the following purposes:

Migration Services

  • Assess your eligibility for various migration programs
  • Prepare and submit visa applications on your behalf
  • Communicate with government agencies and institutions
  • Provide ongoing case management and updates
  • Arrange medical examinations and document verification

Communication and Support

  • Respond to your inquiries and provide customer support
  • Send appointment reminders and important updates
  • Provide information about changes in immigration laws
  • Notify you about relevant services and opportunities
  • Conduct satisfaction surveys and gather feedback

Business Operations

  • Maintain accurate records for regulatory compliance
  • Process payments and manage billing
  • Improve our services and website functionality
  • Conduct internal research and analytics
  • Comply with legal and regulatory requirements

Marketing and Communications

  • Send newsletters with migration updates and tips
  • Invite you to events, webinars, and seminars
  • Share success stories and testimonials (with permission)
  • Provide information about new services or programs

Legal Basis for Processing

We process your personal information based on your consent, contractual necessity for providing our services, legal compliance requirements, and legitimate business interests in delivering quality migration services.

Information Sharing and Disclosure

We may share your personal information in the following circumstances:

Authorized Third Parties

  • Government Agencies: Immigration departments, embassies, and consulates for visa processing
  • Educational Institutions: Universities and colleges for admission applications
  • Medical Practitioners: For required health examinations
  • Document Verification Services: For authenticating educational and professional credentials
  • Legal Advisors: When legal consultation is required for complex cases

Service Providers

We may share information with trusted service providers who assist us in:

  • Document translation and certification services
  • Courier and mailing services for document delivery
  • IT services and website maintenance
  • Payment processing and financial services
  • Marketing and communication platforms

Legal Requirements

We may disclose your information when required by law or in response to:

  • Court orders or legal proceedings
  • Government agency requests or investigations
  • Regulatory compliance requirements
  • Protection of our rights, property, or safety
  • Protection of our clients' rights and safety

Important

We will never sell, rent, or trade your personal information to third parties for their marketing purposes. All information sharing is done strictly for the purpose of facilitating your migration process or as required by law.

Data Security

We implement comprehensive security measures to protect your personal information:

Technical Safeguards

  • SSL encryption for all data transmission
  • Secure servers with firewall protection
  • Regular security updates and patches
  • Access controls and authentication systems
  • Data backup and recovery procedures

Physical Safeguards

  • Secure office premises with restricted access
  • Locked filing cabinets for physical documents
  • Secure document disposal procedures
  • CCTV monitoring and alarm systems

Administrative Safeguards

  • Staff training on privacy and security protocols
  • Confidentiality agreements with all employees
  • Regular security audits and assessments
  • Incident response and breach notification procedures
  • Access controls based on job responsibilities

Data Breach Response

In the unlikely event of a data breach, we will:

  1. Immediately investigate and contain the breach
  2. Assess the scope and impact of the incident
  3. Notify affected individuals within 72 hours
  4. Report to relevant authorities as required by law
  5. Take corrective measures to prevent future breaches

Your Privacy Rights

You have the following rights regarding your personal information:

Access and Portability

  • Request access to your personal information we hold
  • Obtain a copy of your data in a structured, readable format
  • Request transfer of your data to another service provider

Correction and Updates

  • Correct inaccurate or incomplete personal information
  • Update your contact details and preferences
  • Modify consent preferences for marketing communications

Deletion and Restriction

  • Request deletion of your personal information (subject to legal requirements)
  • Restrict processing of your data in certain circumstances
  • Object to processing based on legitimate interests

Communication Preferences

  • Opt-out of marketing emails and newsletters
  • Choose your preferred communication methods
  • Set frequency preferences for updates

How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within 30 days and may require verification of your identity.

Cookies and Tracking Technologies

What Are Cookies

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze website usage.

Types of Cookies We Use

  • Essential Cookies: Required for basic website functionality
  • Performance Cookies: Help us understand how visitors use our website
  • Functional Cookies: Remember your preferences and settings
  • Marketing Cookies: Used to show relevant advertisements (with consent)

Managing Cookies

You can control cookies through your browser settings:

  • Block all cookies or only third-party cookies
  • Delete existing cookies from your device
  • Set notifications when cookies are being sent
  • Choose which websites can set cookies

Note: Disabling cookies may affect website functionality and your user experience.

Data Retention

We retain your personal information for different periods depending on the purpose:

Active Cases

  • Personal and case information retained throughout the migration process
  • Regular updates and communications maintained in active files
  • Documents and correspondence preserved for case continuity

Completed Cases

  • Case files retained for 7 years after completion (legal requirement)
  • Financial records kept for 7 years for tax and audit purposes
  • Communications and correspondence archived securely

Marketing and Communications

  • Newsletter subscriptions until you unsubscribe
  • Event registrations for 2 years after the event
  • Website analytics data for 26 months

Disposal of Information

When retention periods expire, we securely dispose of information through:

  • Secure deletion of digital files
  • Professional shredding of physical documents
  • Certificate of destruction for sensitive materials
  • Secure wiping of storage devices

International Data Transfers

As part of the migration process, your information may be transferred to other countries:

Necessary Transfers

  • Visa applications submitted to destination country governments
  • University applications sent to international institutions
  • Medical examinations conducted by approved panel physicians
  • Document verification through international agencies

Safeguards for International Transfers

  • Transfers only to countries with adequate data protection laws
  • Contractual safeguards with international service providers
  • Compliance with destination country privacy requirements
  • Secure transmission methods for all international communications

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in our business practices
  • Updates to applicable laws and regulations
  • Improvements to our services and technology
  • Feedback from clients and regulatory authorities

Notification of Changes

When we make significant changes to this policy, we will:

  • Post the updated policy on our website
  • Send email notifications to registered clients
  • Display prominent notices on our website
  • Provide reasonable notice before changes take effect

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us About Privacy

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please don't hesitate to contact us:

Privacy Officer

Ocyana Global Migration
Address: C/G/04, Sir James Peiris Mawatha, Colombo 02, Sri Lanka
Email: ocyanamigration@gmail.com
Phone: +94 77 710 8380

We are committed to addressing your privacy concerns promptly and will respond to all inquiries within 30 days.