Terms for using VisaDesk as an agency platform.
These terms describe how agencies access the service, how subscriptions work, what responsibilities users carry, and where liability boundaries sit.
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By creating an account or using VisaDesk, you agree to these terms on behalf of yourself and the agency you represent. If you do not agree, do not use the service.
1. Definitions
- Service: The VisaDesk web application, APIs, dashboards, and related tools.
- Agency: The visa or immigration business subscribing to the service.
- User: Any person granted access under an agency account.
- Client Data: Information an agency enters about its own clients and cases.
- Subscription: The active plan under which the agency accesses the service.
2. Acceptance of Terms
By registering an account, logging in, or confirming acceptance during signup, you agree to these terms. If you are acting for an organization, you represent that you have authority to bind that organization.
3. Description of Service
VisaDesk is a business operations platform built for visa and immigration agencies. It may include tools for case tracking, passport workflows, finance, reporting, notifications, user permissions, audit logs, and a public tracking portal.
We may improve, change, or discontinue features over time. Material changes that affect core functionality will be communicated with reasonable notice.
4. Account Registration and Security
- You must provide accurate registration information and keep it current.
- You are responsible for protecting credentials and limiting account sharing.
- You must notify us promptly if you suspect unauthorized access.
- Each agency is responsible for the activity performed under its account.
Shared credentials weaken the audit trail and may violate your internal compliance obligations.
5. User Roles and Access
Agencies control which staff members can access which parts of the service. Agency admins are responsible for assigning roles responsibly and ensuring users only receive the access required for their work.
6. Subscription Plans, Billing, and Trials
- Subscriptions are billed in advance according to the selected plan.
- Applicable taxes may be added where required by law.
- Free trials, if offered, are subject to the terms presented at signup.
- Trial abuse or account duplication to avoid charges is prohibited.
- Plan changes may affect access, usage limits, and billing immediately or at renewal depending on the change.
Continued use of the service after a trial ends or after a valid price change notice constitutes acceptance of the applicable paid plan terms.
7. Cancellation and Refunds
Agencies may cancel from their account settings. Cancellation generally takes effect at the end of the current billing period unless otherwise stated in writing.
Refunds are not guaranteed except where required by law or where we determine a billing error or qualifying service failure occurred.
8. Acceptable Use
You must not use the service to:
- Store or process fraudulent or unlawful visa-related documents.
- Violate privacy, immigration, or other applicable laws.
- Upload harmful code, scrape the platform, or attempt unauthorized access.
- Resell or sublicense the service without permission.
- Use the platform in a way that disrupts other agencies or the service itself.
We may suspend or terminate accounts that breach this policy.
9. Client Data and Data Ownership
Client data entered into VisaDesk remains the property of your agency. You grant us a limited right to host, process, and transmit that data only so we can provide the service to you.
- Your agency is responsible for having the right to collect and store client information.
- Your agency is responsible for its own privacy notices and lawful use of client records.
- VisaDesk acts as a processor for client data handled through the platform.
10. Public Tracking Portal and Notifications
If your agency enables public tracking links or automated notifications, you are responsible for how those features are used and what information they expose to clients or third parties.
- Anyone with a tracking link may be able to see the status exposed there.
- You must have permission to send SMS or email notifications to recipients.
- We are not responsible for delivery failures caused by incorrect data, carrier issues, or recipient filtering.
11. Availability, Intellectual Property, and Confidentiality
We aim for reliable service but do not guarantee uninterrupted uptime. The platform, code, documentation, and trademarks remain our intellectual property or that of our licensors.
Each party must keep confidential any non-public information shared in connection with the service, except where disclosure is required by law.
12. Disclaimer, Limitation of Liability, and Indemnity
The service is provided on an “as is” and “as available” basis to the maximum extent permitted by law.
We are not liable for indirect, incidental, or consequential damages such as loss of profits, revenue, goodwill, or business opportunity arising from the use of the service.
Our aggregate liability for claims related to the service will not exceed the fees paid by your agency during the three calendar months immediately preceding the event giving rise to the claim, unless applicable law requires otherwise.
You agree to indemnify us against claims arising from your violation of these terms, unlawful use of the service, or your handling of client data.
13. Termination and Changes
Either party may terminate the relationship according to the subscription rules and these terms. We may suspend or terminate access immediately if there is non-payment, abuse, or a material breach.
We may revise these terms from time to time. Material changes will be announced in advance where reasonably possible.
14. Governing Law and Disputes
These terms are governed by the laws applicable to the operating entity behind VisaDesk, unless a different arrangement is required by law or set out in a separate written agreement.
15. Contact Information
For questions or notices related to these terms, contact us at: