Privacy Policy

01 Introduction

OVW Management Group ("we," "us," or "our") is committed to protecting the privacy and personal information of our clients, website visitors, and anyone who interacts with our services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at ovwmanagementgroup.com or engage with our advisory services.

OVW Management Group is a private consultancy providing visa consultation, documentation guidance, and administrative support services. We are not a government agency and do not process or issue visas.

By using our website or services, you consent to the collection, use, and processing of your personal information as described in this Privacy Policy.

02 Information We Collect

We collect several types of information from and about users of our website and services:

Personal Information You Provide

• Full name (first name and surname)
• Email address
• Telephone or mobile number
• Postal or physical address (if provided)
• Information about your enquiry or service requirements
• Identity and travel documentation (only when required for consultation, and always with your explicit consent)
• Employment or business information (for corporate clients)
• Any additional information you choose to share with us

Information Collected Automatically

• IP address and approximate geographic location
• Browser type and version
• Device information (device type, operating system)
• Pages visited and time spent on our website
• Referring website or source
• Interaction with our website (clicks, scrolls, form completions)

03 How We Collect Information

We collect information through the following methods:

• Direct submissions: When you complete contact forms on our website, send us emails, or communicate via WhatsApp or telephone.
• Automatic collection: Through cookies, web beacons, and similar technologies when you visit our website.
• Third-party analytics: Through services such as Google Analytics that help us understand how visitors use our website.
• Advertising platforms: Through Google Ads and other advertising platforms that track ad performance and website interactions.
• In-person or telephone consultations: When you meet with our advisory team or contact us for consultation services.

04 Purposes of Processing

We use the personal information we collect for the following purposes:

• To respond to your enquiries and provide requested consultation services
• To provide advisory support, documentation guidance, and administrative assistance
• To communicate with you about your enquiry, application, or service engagement
• To coordinate document submissions to relevant authorities on your behalf
• To send you follow-up communications, service updates, and relevant information
• To improve our website, services, and user experience
• To analyse website usage and marketing campaign performance
• To comply with legal obligations, including record-keeping requirements
• To protect our rights, property, or safety, and that of our clients or others
• To prevent fraud, security breaches, or illegal activities

05 Legal Basis for Processing

Under the Protection of Personal Information Act (POPIA), we process your personal information based on one or more of the following legal grounds:

• Consent: You have given us clear consent to process your personal information for a specific purpose.
• Contractual necessity: Processing is necessary for the performance of a service agreement with you, or to take steps at your request before entering into such an agreement.
• Legal obligation: Processing is necessary to comply with legal or regulatory obligations we are subject to.
• Legitimate interests: Processing is necessary for our legitimate interests or those of a third party, provided your rights and freedoms are not overridden.
• Protection of a legitimate interest: Processing is necessary to protect your legitimate interests or the legitimate interests of others.

06 Sharing With Third Parties

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

Service Providers

We may share your information with trusted service providers who assist us in operating our business, including:

• Website hosting and technical service providers
• Analytics providers (such as Google Analytics)
• Advertising platforms (such as Google Ads and Meta)
• Email service providers
• Customer relationship management (CRM) systems
• Payment processing services (where applicable)

Relevant Authorities and Embassies

Where you engage us for visa consultation or documentation services, we may need to share your information with relevant embassies, consulates, or government authorities as part of the application preparation and submission process. This sharing is done only with your explicit consent and only to the extent necessary to provide the requested service.

Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe such disclosure is necessary to protect our rights, comply with legal proceedings, or address suspected illegal activities.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

07 International Data Transfers

Some of our service providers and processing activities may involve the transfer of your personal information outside of South Africa, particularly for cloud storage, analytics, and advertising services.

When we transfer your information internationally, we take appropriate measures to ensure it remains protected in accordance with POPIA requirements, including:

• Ensuring the recipient country has adequate data protection laws, or
• Implementing contractual safeguards with the receiving party, or
• Obtaining your explicit consent for the transfer

08 Data Retention

We retain your personal information for as long as necessary to:

• Fulfil the purposes for which it was collected
• Provide ongoing services to you as a client
• Comply with legal, accounting, or reporting requirements
• Resolve disputes and enforce our agreements

When your personal information is no longer needed for these purposes, we will securely delete or anonymise it. Specific retention periods vary based on the nature of the information and applicable legal requirements. General enquiry data is typically retained for 12 months, while client engagement records may be retained for up to 7 years to comply with tax and legal record-keeping requirements.

09 Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols
• Secure storage of documents and files
• Access controls limiting who can view personal information
• Regular security assessments and updates
• Employee training on data protection and confidentiality
• Secure disposal of information when no longer required

While we take reasonable steps to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security of your information.

10 Your Rights Under POPIA

Under the Protection of Personal Information Act, you have the following rights regarding your personal information:

• Right of access: You may request confirmation of what personal information we hold about you and request a copy.
• Right to correction: You may request correction of inaccurate or incomplete personal information.
• Right to deletion: You may request deletion of your personal information, subject to legal retention requirements.
• Right to object: You may object to the processing of your personal information for certain purposes, including direct marketing.
• Right to withdraw consent: Where processing is based on consent, you may withdraw your consent at any time.
• Right to lodge a complaint: You have the right to lodge a complaint with the Information Regulator (South Africa).

To exercise any of these rights, please contact us using the details provided in the Contact Information section below. We will respond to your request within a reasonable timeframe and in accordance with POPIA requirements.

11 Cookies Policy

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse website traffic, and personalise content.

Types of Cookies We Use

• Essential cookies: Required for the website to function properly. These cannot be disabled.
• Analytics cookies: Help us understand how visitors interact with our website (Google Analytics).
• Advertising cookies: Used to deliver relevant advertisements and measure ad campaign performance (Google Ads, Meta Pixel).
• Functional cookies: Remember your preferences and settings for a better user experience.

Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing ones. Please note that disabling essential cookies may affect website functionality.

For more information about managing cookies, visit allaboutcookies.org.

12 Third-Party Links

Our website may contain links to third-party websites, services, or embedded content (such as Google Maps or social media platforms). We are not responsible for the privacy practices or content of these third-party services.

We encourage you to review the privacy policies of any third-party websites you visit through links on our site.

13 Children's Privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal information from children without parental or guardian consent.

If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete that information promptly. If you believe we may have collected information from a child, please contact us immediately.

14 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will notify you by:

• Updating the "Last Updated" date at the top of this policy
• Posting a prominent notice on our website
• Sending you an email notification (for material changes)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our website or services after any changes indicates your acceptance of the updated policy.

15 Contact Information

If you have any questions about this Privacy Policy, wish to exercise your rights, or need to report a privacy concern, please contact us:

Thank you for trusting OVW Management Group with your personal information. We are committed to protecting your privacy and handling your data with care.