Privacy Policy

SchengenFile ("we", "us", "our") is a brand operated by Trip360 Travel & Tourism Co., registered in Riyadh, Kingdom of Saudi Arabia. We respect your privacy and are committed to protecting the personal data you share with us when you use schengenfile.com and our document preparation services (the "Service"). This Privacy Policy explains what data we collect, why we collect it, how we use and safeguard it, and the rights you have over it.

Because most of our customers apply for visas to European Union member states, we align our practices with the principles of the EU General Data Protection Regulation (GDPR), alongside applicable data protection laws in the Kingdom of Saudi Arabia.

To deliver our Service, we collect only the information required to prepare your documents. Depending on the package or items you order, this may include:

• Full name as it appears on your passport;
• Date of birth, nationality, and gender;
• Passport number, place of issue, issue date, and expiry date;
• Email address, WhatsApp number, and mailing address;
• Travel details: destination country, entry and exit airports, dates of travel, hotel city, number of applicants;
• Visa appointment details (consulate, appointment date, application centre);
• Occupation and employer information when required for add-ons such as No-Objection Certificates or sponsor letters;
• Any additional information you voluntarily provide through the dashboard messaging system.

We also collect limited technical data automatically, such as your IP address, browser type, device information, and pages visited, in order to operate and secure the Service.

We use your personal data solely for the following purposes:

• To prepare the specific documents you have ordered (flight reservations, hotel bookings, insurance certificates, application forms, cover letters, itineraries, and add-ons);
• To communicate with you about your order, respond to your questions, and provide customer support;
• To process payments and prevent fraud;
• To maintain, secure, and improve the Service;
• To comply with our legal, regulatory, and accounting obligations.

We do not use your data for behavioural advertising, and we do not sell your personal information to third parties.

Where GDPR applies, we rely on the following legal bases to process your data:

• Performance of a contract — to deliver the documents and services you have ordered.
• Legal obligation — to comply with tax, accounting, and other legal requirements.
• Legitimate interests — to secure our platform, prevent fraud, and improve the Service, provided such interests are not overridden by your rights.
• Consent — where you have explicitly agreed to a specific use of your data (for example, optional communications).

Your personal data is stored in secure databases hosted on reputable cloud infrastructure. Access to customer records is restricted to authorised SchengenFile staff who need it to fulfil your order or provide support, and is protected by role-based access controls, strong password requirements, and audit logging.

All data in transit between your browser and our servers is protected by industry-standard TLS encryption. Sensitive fields, including passport information, are stored on servers with encryption at rest. We regularly review our security practices to ensure they remain appropriate to the sensitivity of the data we handle.

No system can be guaranteed 100% secure. However, we implement organisational and technical measures designed to protect your data against accidental or unlawful destruction, loss, alteration, or unauthorised disclosure.

We share your personal data only with third parties that are strictly necessary to fulfil your order or operate the Service. These may include:

• Global Distribution Systems (GDS) and airline booking systems that issue verifiable flight itineraries;
• Hotel providers and hotel booking platforms that issue confirmed accommodation vouchers;
• Licensed travel insurance providers who issue Schengen-compliant certificates;
• Our payment processor for the sole purpose of processing your payment;
• Email and hosting service providers who help us deliver the Service;
• Legal, accounting, or regulatory authorities where we are required by law to disclose information.

These recipients are only permitted to use your data to perform the specific service they provide to us and are contractually required to keep your data confidential. We never sell, rent, or trade your personal information.

Card and payment details are entered directly into a checkout hosted by our PCI-DSS compliant payment processor. SchengenFile does not receive or store your full card number, CVV, or bank credentials. We only receive a payment confirmation, a truncated reference (e.g. the last four digits of the card), and the transaction status needed to reconcile your order.

We keep your order data (including passport, travel, and contact details) for a period of 24 months from the date of your order, after which it is deleted or irreversibly anonymised. This retention period allows us to provide continuity of service for repeat customers, resolve disputes, and comply with our accounting and tax obligations.

You may request earlier deletion at any time, subject to any overriding legal obligation to retain certain records (for example, tax invoices, which we are required to keep for the statutory retention period).

You have the following rights in relation to your personal data:

• Right of access — request a copy of the personal data we hold about you.
• Right of rectification — ask us to correct data that is inaccurate or incomplete.
• Right of erasure — ask us to delete your data, subject to our legal retention obligations.
• Right to restrict processing — ask us to limit how we use your data in certain circumstances.
• Right to data portability — receive your data in a structured, commonly used, machine-readable format.
• Right to object — object to processing based on our legitimate interests.
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.
• Right to lodge a complaint — with a competent data protection authority.

To exercise any of these rights, please contact support@schengenfile.com. We will respond within 30 days.

We use only basic functional cookies that are strictly necessary for the operation of the Service, such as keeping you signed in to your dashboard and remembering your order in progress. We do not use advertising cookies or third-party marketing trackers.

You can configure your browser to block or delete cookies, but doing so may prevent certain parts of the Service, such as sign-in, from functioning correctly.

The Service is not directed to children under 18. Where an application is placed for a minor, it must be submitted by a parent or legal guardian, who takes responsibility for the accuracy of the minor's data and for these Terms.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The "Last updated" date at the top of this page shows when the policy was most recently revised. Where a change is material, we will use reasonable efforts to notify registered users by email or through the dashboard.

For privacy questions, data access requests, or to exercise any of your rights, please contact us at support@schengenfile.com. Postal correspondence may be sent to Trip360 Travel & Tourism Co., Riyadh, Kingdom of Saudi Arabia.