Privacy Policy

This Privacy Policy explains how Schengen Solutions UK collects, uses, stores and protects personal data when you contact us, submit an enquiry, complete our onboarding process or use our services.

We are committed to handling personal data responsibly, securely and transparently in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

  1. Who we are

Schengen Solutions UK is the trading name of Sherwyn Pon, a sole trader based in the United Kingdom.

For the purposes of applicable data protection law, Sherwyn Pon trading as Schengen Solutions UK is the data controller responsible for the personal data described in this Privacy Policy.

For privacy and data protection enquiries, you can contact us at hello@ssuk.me.

  1. Personal data we collect

We may collect and process personal data including:

  • your name;
  • email address;
  • telephone and WhatsApp number;
  • home address and postcode;
  • date of birth;
  • nationality;
  • passport copies and passport or travel document information;
  • immigration or residency information where relevant to your application;
  • intended travel destination(s) and travel dates;
  • purpose of travel;
  • information about other applicants travelling with you;
  • appointment and visa application information;
  • information and documentation you provide as part of our onboarding process;
  • supporting documentation provided as part of our document vetting service;
  • information contained in enquiries, correspondence and communications with us; and
  • payment, invoicing and transaction information.

Where necessary to provide our services, supporting documents supplied to us may contain additional personal information, including financial, employment, accommodation, travel, family or other information relevant to a visa application.

We do not process payment card information directly through our website.

  1. Information relating to other applicants

Where you provide personal information about another person, including a spouse, partner, family member, child, colleague or other applicant, you confirm that you have the appropriate authority or permission to provide that information to us.

Where information relates to a child or minor, it should be provided by or with the authority of their parent, guardian or other person legally entitled to act on their behalf.

  1. How we collect personal data

We may collect personal data:

  • directly from you when you contact us or submit an enquiry;
  • when you complete our onboarding process;
  • when you provide documents or information in connection with our services;
  • through communications with us, including telephone calls, email, SMS, WhatsApp and social media messaging; and
  • through forms completed on our website.

We do not record telephone calls.

  1. How we use your personal data

We may use personal data to:

  • respond to enquiries;
  • assess how we may be able to assist you;
  • onboard clients and administer our services;
  • facilitate and secure visa appointments;
  • assist with priority or emergency appointment requests where applicable;
  • review supporting documentation where our document vetting service has been requested;
  • communicate with you regarding appointments, applications and our services;
  • communicate or liaise with relevant visa processing centres and appointment service providers where reasonably necessary to provide the services you have requested;
  • prepare and issue invoices and administer payments;
  • maintain appropriate business and client records;
  • operate and administer our services;
  • maintain information security;
  • prevent fraud, misuse or unlawful activity;
  • comply with legal, regulatory, tax and accounting obligations; and
  • establish, exercise or defend legal claims, including debt recovery and dispute resolution.

We do not sell personal data to third parties.

We do not use personal data for direct marketing communications unless there is an appropriate lawful basis for doing so.

  1. Lawful bases for processing

The lawful basis we rely upon will depend on why we are processing your personal data. These may include:

  • Contract – where processing is necessary to take steps at your request before entering into a contract or to provide services under our agreement with you. This may include onboarding, appointment booking, document vetting and communicating with you in connection with those services.
  • Legitimate interests – where reasonably necessary to respond to enquiries, operate and administer our business, maintain appropriate records, protect our business, prevent misuse, recover outstanding amounts and establish, exercise or defend legal claims.
  • Legal obligation – where processing is necessary to comply with applicable legal, tax, accounting or regulatory requirements.
  • Consent – where consent is required or is otherwise the appropriate lawful basis for the particular processing activity.

Where we rely on legitimate interests, we consider the nature and purpose of the processing and balance our interests against the rights and interests of the individuals concerned.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

  1. Who we share personal data with

We may share personal data where reasonably necessary to provide our services, administer our business or comply with our legal obligations.

Depending on the circumstances, this may include:

  • visa processing centres and appointment service providers officially appointed by the relevant Embassy, Consulate or competent authority, where necessary to provide the services you have requested;
  • email, communication and productivity service providers;
  • cloud storage, document management and online form providers;
  • website hosting and infrastructure providers;
  • banking and payment service providers, including providers used to generate or administer payment links;
  • accounting, invoicing and payment administration providers;
  • social media and messaging platforms where you communicate with us through those platforms;
  • professional advisers, including accountants and legal advisers;
  • debt recovery providers or legal representatives where reasonably necessary; and
  • other technology and operational service providers reasonably required to provide our services and administer our business.

We only share personal data where there is an appropriate reason for doing so and seek to limit the information shared to what is reasonably necessary for the relevant purpose.

Some of the third-party technology and operational service providers we use may process personal data outside the United Kingdom.

Where we transfer personal data outside the United Kingdom, we will do so in accordance with applicable UK data protection law and use appropriate safeguards where required.

  1. Third-party websites and platforms

Our website may contain links to third-party websites, social media platforms or other external services.

Those third parties may collect and process personal information in accordance with their own privacy policies.

We are not responsible for the privacy practices, security or content of third-party websites or platforms.

  1. Data retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and processed. Retention periods may vary depending on the nature of the information, the services provided and the purpose for which the information is held.

When determining how long personal data should be retained, we take into account factors including:

  • whether the information remains necessary to provide, complete or administer our services;
  • whether it is necessary to maintain appropriate records of client instructions, onboarding, appointments and services provided;
  • whether the information may reasonably be required to respond to subsequent enquiries, complaints or disputes;
  • whether it may be necessary to establish, exercise or defend legal claims, including in relation to payment or the performance of our services;
  • any applicable legal, tax, accounting or regulatory record-keeping requirements; and
  • the nature of the information and whether there remains a legitimate and proportionate reason for retaining it.

Different categories of personal data may therefore be retained for different periods. In particular, passport copies, supporting visa documentation and other application documents will generally be retained for a shorter period than contractual records, appointment records, material client correspondence, invoices and transaction records.

We periodically review the personal data we retain. Where information is no longer reasonably required for the purpose for which it was collected, or for an applicable legal, contractual or legitimate business purpose, it will be deleted or securely disposed of.

  1. Your rights

Subject to applicable data protection law, you may have the right to:

  • request access to personal data we hold about you;
  • request correction of inaccurate or incomplete personal data;
  • request deletion of your personal data in certain circumstances;
  • object to certain processing;
  • request restriction of processing;
  • request transfer of certain personal data;
  • withdraw consent where processing is based on consent; and
  • lodge a complaint with the Information Commissioner’s Office or another relevant supervisory authority.

These rights are not absolute and may be subject to exemptions or other legal requirements.

We do not currently undertake automated decision-making or profiling which produces legal or similarly significant effects.

Further information regarding your data protection rights is available from the Information Commissioner’s Office (ICO).

  1. Data security

We take reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, disclosure, alteration or destruction.

Access to personal data is limited to persons and service providers who reasonably require access for the purposes for which the information is processed.

While we take appropriate steps to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure.

  1. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services, legal obligations or the way in which we process personal information.

The latest version will be published on our website together with the applicable effective date.

  1. Contact

For privacy or data protection enquiries, or to exercise any of your data protection rights, please contact:

Schengen Solutions UK
Email: hello@ssuk.me

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

Effective date: 1 August 2026

Schengen Solutions UK. All rights reserved.