Privacy

How we handle your information

Effective date: 4 November 2026

VisaPlex Limited is responsible for the personal information it collects to respond to enquiries and provide its services. You can contact Ava Sanchez Neal about privacy at ava@visaplex.com .

This notice explains the website and the main ways we handle enquiries and client information. Your service agreement and any notice provided when we request particular documents explain the arrangements for your matter. This notice does not change an agreement you have already accepted.

This website

The website enquiry form is currently unavailable and does not submit information. You can contact us by email, phone or WhatsApp using the contact page . Please start with a brief description of what you need. Do not send passport numbers, medical records, bank statements or other sensitive evidence with a first enquiry; we will explain the appropriate document channel.

Information you give us

If you contact us, we receive your contact details, the information you choose to provide and the related correspondence. We use this to understand your request, respond, consider whether we can assist and keep an appropriate record of our communication.

You can choose what to provide. Without the information reasonably needed to answer a question or provide an agreed service, we may not be able to help. Sending an enquiry does not mean we have accepted your matter or protected a deadline.

If you become a client, we will explain what further information is needed for the agreed work. Depending on the matter, this can include identity, immigration, employment, education, relationship, financial, health or character information. We ask for relevant information rather than an unrestricted collection of your records.

Information from other people

With the necessary authority, information may come from Immigration New Zealand, a previous adviser, an employer, a family member or another person involved in your matter. We must comply with the Privacy Act when collecting information indirectly, including telling the person concerned about the collection where required. An exception may apply in some circumstances.

Please tell us if you are providing information about someone else and explain your authority to do so. Being a family contact or paying the fees does not automatically give a person authority over another adult’s information or application. Arrangements for joint clients and children are confirmed for the particular matter.

How information is used and shared

We use information to respond to enquiries, provide agreed advice and representation, administer our services, keep required records and deal with complaints or legal and professional obligations.

People working on our behalf may need access for those purposes. Our practice uses Google Workspace for email and working documents, and digital services to support administration and preparation. We remain responsible for our handling of personal information.

Disclosure to INZ or another person in a client matter is governed by the client’s authority and our professional obligations. We may also disclose information where required by law or for a permitted regulatory purpose. We do not sell personal information. An enquiry is not consent to unrelated marketing.

Digital and AI-assisted work

VisaPlex uses AI-assisted tools to help with tasks such as organising information, research and drafting. These tools can make mistakes. They do not hold an immigration adviser licence or decide visa applications. Ava is responsible for the immigration advice she provides.

Use of digital tools does not remove our confidentiality and privacy obligations. Where a proposed use involves your personal information, the relevant purpose, service-provider arrangements and any authority needed must be addressed. You can ask Ava about the tools used for your matter and raise a concern before providing sensitive material. This website notice is not blanket consent to upload your information into any AI service.

Website hosting, cookies and links

This website is hosted through Cloudflare. Serving a webpage involves technical information such as an IP address and browser request data being handled by the hosting service. This is different from information you choose to send to VisaPlex.

This website does not offer an AVA planning workspace, an online account or a working document-upload form. We have not enabled advertising or audience-analytics scripts in this website’s code. Hosting and security services may still handle technical request information; this is not a promise that no information is processed.

If you follow a link to WhatsApp, an official government website or another external service, that service has its own privacy practices. You can choose to email us instead of using WhatsApp.

Before enabling an enquiry form, analytics or another feature that changes collection, we will update the relevant notice and complete the appropriate checks.

Storage, overseas services and retention

Our work uses electronic records, including email and documents in Google Workspace. Service providers may process information outside New Zealand. The Privacy Act continues to apply to our responsibilities. Overseas processing on our behalf and disclosure to an overseas recipient for its own purposes have different legal requirements; we must consider the applicable safeguards rather than assume a provider’s location settles the question.

We are required to take reasonable steps to protect personal information against loss, unauthorised access and misuse. No website, email service or storage system can be guaranteed risk-free. Please contact us promptly if you believe information has reached the wrong person.

We keep information for the purposes for which it is lawfully needed. Licensed immigration advisers must keep each client file for at least seven years after it closes. Other records may have different retention requirements. We do not promise immediate deletion where legal or professional record-keeping obligations apply.

Your access and correction rights

You can ask whether we hold personal information about you, request access to it and ask us to correct it. Email ava@visaplex.com and describe what you are seeking. We may need to confirm your identity or your authority to act for someone else.

We must respond as soon as reasonably practicable and generally within 20 working days, unless a lawful extension applies. Access can be subject to lawful withholding grounds. If we do not make a correction you request, you can ask for a statement of the correction sought to be attached to the information.

Questions or complaints

Please contact Ava at ava@visaplex.com if you have a question or concern. You can also contact the Office of the Privacy Commissioner at privacy.org.nz . You do not have to waive your privacy rights to raise a complaint.

Changes

We will date changes to this notice. Updating the page does not itself authorise a new use of information previously collected or change an accepted service agreement.