Privacy Policy and Cookies

We may revise this Privacy Policy whenever our legal duties, business operations, or compliance expectations change. Every new version takes effect as soon as it is published. We recommend checking this page from time to time so you always have the latest information.

This policy is available on our website at all times. If you need help understanding any part of it, please contact our Customer Service Team using the email address shown on the Contact Us page or by sending a message through the online contact form.

Privacy & Confidentiality

We value open and straightforward handling of user information, including how it is collected, used, and disclosed. We only handle personal data in ways that are relevant to the services we provide and the obligations we must follow. For this policy, personal information means any detail that can identify a person on its own or when combined with other information.

Types of personal information we collect

Depending on the service requested, our website, portal, or software may gather several categories of personal data. The exact details collected can vary based on the application step you are completing and the support you need from us.

Personal information you provide

To help the relevant authority assess a visa application, we must collect certain personal details and pass them along as required. This allows the application to be reviewed accurately and processed without unnecessary delay. Applicants provide that information by completing the online form.

Requested Documentation

We may also ask for supporting documents that are needed to complete an application correctly. These records help us verify identity, confirm eligibility, and satisfy official requirements. Examples include identity cards, passports, residence permits, birth certificates, bank statements, invitation letters, and parental consent letters for minors.

Device information

When people use our website, portal, or software, we may collect technical details about the device they use, such as the browser, operating system, IP address, approximate location, and usage patterns. This helps us understand how visitors access the platform and where improvements may be needed. It also supports security monitoring and site performance checks.

How your personal information is used

We process the information we collect only for purposes connected to the services we provide. We do not use it for unrelated activities, and we limit handling to what is necessary for service delivery, support, and compliance. User data may be used in the following ways:

To process your visa application, document process / ETA documents.

The application details you enter are used to prepare the request and send it to the proper authority for review. We use this information to complete the submission accurately and keep the process moving. That authority receives the information so it can assess the file and decide whether the visa should be issued or refused.

To communicate with you

We rely on your contact details to answer messages, respond to support questions, issue updates, and keep you informed about the progress of your visa case. This lets us provide clear communication at each stage of the service. It also helps us respond quickly when additional information is needed.

To improve this website and our services

We study usage patterns and collected data so we can make the platform simpler to use, more stable, and more effective for visitors. The insights we gather help us improve navigation, page performance, and service quality. They also guide updates that make the website easier to use over time.

To comply with the law

When legal duties, regulatory demands, investigations, or official procedures apply, we may need to provide personal information to the appropriate body. Any disclosure is limited to what is necessary for that specific request or proceeding. We do this only when the law or a lawful authority requires it.

Other purposes

Your information may also support policy enforcement, fraud prevention, security improvements, and checks that our services are being used in line with our terms. These uses help us keep the platform reliable and protect both users and operations. They also help us identify suspicious activity more quickly.

How your personal information is shared

We disclose personal information only when a legitimate operational, service, or legal need exists. We do not share information casually or beyond the purpose for which it was collected. Every disclosure is limited to the minimum amount needed.

With governments

The details you submit and any supporting files may be passed to the government so your visa application can be reviewed and resolved. This step is necessary because the final decision rests with the relevant authority. We only transmit the information required for that review.

With third-party service providers

External providers may handle services such as payment processing, email delivery, advertising support, and analytics, and they are given only the data necessary to perform those functions. They are not given access to more information than is needed for their assigned role. Where possible, we work with providers that maintain their own security and privacy safeguards.

With our affiliate companies

Because our operations may span several countries, we may share limited information with affiliated entities and transfer data within our internal structure when needed. These exchanges help us coordinate support, manage requests, and keep services consistent across locations. Any sharing remains focused on business need and service delivery.

For legal purposes

We may disclose information to a relevant authority when a law, regulation, or official requirement obliges us to do so. In those cases, the disclosure is restricted to the information required by the request. We follow the applicable legal process before sharing anything.

We may also provide information to satisfy legal obligations, respond to official demands, enforce our policies, protect our business, defend our rights, or manage legal exposure. These disclosures are made only when necessary and appropriate. We aim to balance compliance with careful handling of personal data.

Managing and deleting your personal information

You can contact us at any time to request deletion of your personal information or to ask for an electronic copy of the information we keep about you. We will review such requests in line with the law and our internal procedures. Where we are allowed to do so, we will act on your request promptly.

Security and Retention of Personal Data

We protect stored information with passwords, firewalls, and physical safeguards, and we use additional controls to reduce the risk of loss, theft, misuse, or unwanted changes. Personal information is retained for up to three years unless a longer period is required by law, after which it is removed automatically. No data sent over the internet can be guaranteed to be completely secure, so we encourage careful use of online channels.

Amendments to this Privacy Policy

We may update this Privacy Policy without issuing advance notice, and each revision takes effect as soon as it is posted. The current version always controls how we handle personal information. We suggest reviewing it periodically so you remain informed.

Users should review the latest policy terms before buying or using any service on our website, portal, or software. That helps ensure you understand the current rules that apply to your use of the platform. It also reduces confusion if the policy is updated later.

Third Party Websites

Our website may contain links to sites operated by other organizations. Those sites are controlled by their own operators, not by us. We are not responsible for their privacy practices, so you should review their policies before submitting personal information.

Children's data

When minors are included, parents or guardians authorize the submission of their information through the online form. We use children's data only for the visa-related service requested and do not use it for unrelated purposes. Any handling of minor data is limited to the application being processed.

Who we are and how you can contact us

our website, portal or software belongs to Malawi eVisa, a private company that offers online visa application, ETA, and travel document support services. Our role is to guide travelers through the submission process, organize the required documents, and assist with government-related processing steps. We focus on making the service easier to use while keeping the process clear.