Privacy Policy

1. Introduction

NVC File Check ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and your rights with respect to it. By creating an account or using the Service, you consent to the practices described in this Policy.

This Policy applies to the NVC File Check website and all related services. It does not apply to third-party websites, applications, or services that may be linked to or integrated with our Service.

2. Information We Collect

2.1 Account Information

When you register, we collect your full name, email address, and a hashed password. We never store your password in plain text. We may also collect your billing name and address if you provide it through the billing information form.

2.2 Immigration Documents You Upload

The core function of the Service requires you to upload immigration documents, which may include:

• DS-260 forms and related immigration forms;
• Passports and national identity documents;
• Birth certificates, marriage certificates, and civil documents;
• Police clearance certificates;
• Medical examination records (I-693 and related documents);
• Financial sponsorship documents (I-864 Affidavit of Support);
• Employment and tax records;
• Photographs and other supporting materials.

These documents are highly sensitive. We treat them with a high level of care. See Section 5 for how we protect this data.

2.3 Case Information

We collect information you enter about your immigration case, including applicant names, case identifiers, and document types.

2.4 Payment Information

We do not collect or store your payment card details on our servers. All payment processing is handled by Stripe, Inc., which is PCI-DSS compliant. We receive limited transaction metadata from Stripe (e.g., transaction ID, plan purchased, amount, and status) for our records. Your use of Stripe is subject to Stripe's Privacy Policy.

2.5 Usage and Technical Data

We may collect technical information such as your IP address, browser type, operating system, pages visited, time and date of visits, and session data. This information is used for security, fraud prevention, and service operation — not for behavioral advertising.

2.6 Support Communications

If you contact us via the support system, we collect the contents of your messages and any attachments, along with your name and email, to respond to and resolve your inquiry.

3. How We Use Your Information

We use the information we collect exclusively to:

• Provide the Service: Store, process, and analyze your documents using AI to generate review reports;
• Authenticate and secure your account: Verify your identity, prevent unauthorized access, and enforce security controls;
• Process payments: Facilitate transactions via Stripe and maintain payment records;
• Communicate with you: Send transactional emails (email verification, password reset, payment receipts, case expiry warnings, and your AI review report if you choose email sharing);
• Provide customer support: Respond to your support tickets;
• Comply with legal obligations: Retain records as required by law and respond to valid legal process;
• Improve the Service: Analyze aggregated, anonymized usage data to improve reliability and performance. We do not use your individual immigration documents to train AI models.

We do not use your information for behavioral advertising, sale to data brokers, or any purpose not listed above.

4. AI Processing of Your Documents

To generate a review report, the text content of your uploaded documents is transmitted to a third-party AI model API (currently Anthropic or OpenAI). This transmission is performed over encrypted connections (TLS). The AI provider processes your document data solely to return the analysis result; it does not retain your documents for its own training on a persistent basis under our current agreements. However, you should review the privacy policies of the applicable AI provider for full details:

• Anthropic Privacy Policy
• OpenAI Privacy Policy

By using the Service, you consent to the transmission of your document content to the applicable AI provider for analysis purposes.

5. How We Protect Your Information

We implement commercially reasonable technical and organizational security measures, including:

• Encryption of data in transit using TLS (HTTPS);
• Password hashing using bcrypt with a sufficient cost factor — plaintext passwords are never stored;
• AI API keys and other sensitive configuration values stored in encrypted form (AES-256-CBC) in the database;
• Uploaded documents stored in a non-web-accessible server directory with strict file-type validation;
• CSRF token protection on all state-modifying requests;
• Rate limiting and session-based access controls.

No method of electronic transmission or storage is 100% secure. While we use commercially reasonable means to protect your information, we cannot guarantee its absolute security. In the event of a data breach affecting your rights, we will notify you as required by applicable law.

6. Data Retention and Deletion

We retain your personal account information for as long as your account is active or as needed to provide the Service. Uploaded documents and case data are retained according to your plan's expiry schedule. When a case reaches the end of its read-only grace period, all associated documents and report data are permanently deleted from our servers. Account information may be retained for a limited period after account deletion to fulfill legal obligations and resolve disputes.

You may request deletion of your account by contacting us at support@nvcfilecheck.com. We will process your request within a reasonable time, subject to our legal retention obligations.

7. Sharing of Your Information

We do not sell, rent, or trade your personal information. We share your information only in the following limited circumstances:

• AI Providers: Document content is transmitted to our AI provider to perform the analysis, as described in Section 4;
• Stripe: Payment metadata is shared with Stripe to process transactions;
• Email Service Providers: Your email address and report content may be passed through an SMTP provider to deliver transactional emails;
• Legal Process: We may disclose your information if required by a valid court order, subpoena, government demand, or applicable law, or to protect the rights, property, or safety of NVC File Check, our users, or others;
• Business Transfers: In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction, subject to the same privacy protections.

8. Cookies and Tracking Technologies

We use strictly necessary session cookies to operate the Service (e.g., to keep you logged in and to transmit CSRF tokens). We do not use third-party tracking cookies or behavioral advertising cookies. For full details, see our Cookie Policy.

9. Children's Privacy

The Service is not directed to children under the age of 18. We do not knowingly collect personal information from individuals under 18. If you believe a minor has provided us with personal information, please contact us at support@nvcfilecheck.com and we will delete it promptly.

10. International Users

The Service is operated from the United States. If you are accessing the Service from outside the United States, please be aware that your information will be transferred to, processed, and stored in the United States, which may have different data protection laws than your country of residence. By using the Service, you consent to the transfer and processing of your information in the United States.

If you are located in the European Economic Area (EEA), United Kingdom, or another jurisdiction with comprehensive data protection legislation, you may have additional rights under applicable law (including the right to access, correct, erase, restrict processing of, or port your personal data). To exercise any such rights, please contact us at support@nvcfilecheck.com. We will respond within the timeframe required by applicable law.

11. Your Choices and Rights

Depending on your jurisdiction, you may have the right to:

• Access a copy of the personal information we hold about you;
• Correct inaccurate personal information;
• Request deletion of your personal information (subject to legal retention obligations);
• Object to or request restriction of certain processing;
• Withdraw consent where processing is based on consent;
• Lodge a complaint with your local data protection authority.

To exercise these rights, contact us at support@nvcfilecheck.com with sufficient information to verify your identity.

12. Links to Third-Party Sites

The Service may contain links to third-party websites or services. We have no control over and are not responsible for the content, privacy practices, or terms of service of those sites. Visiting a linked site is at your own risk, and we encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the bottom of this page and may notify you by email or in-app notice. Your continued use of the Service after any changes constitutes your acceptance of the updated Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: support@nvcfilecheck.com