Privacy Policy

This Privacy Policy explains how Intergate Immigration Service (Pty) Ltd (“Intergate Immigration”, “we”, “us”, or “our”) collects, uses, shares, and protects your personal information when you visit or interact with our website and related platforms.

1. Who We Are

Intergate Immigration Service (Pty) Ltd is responsible for the personal information this policy describes. It is the “responsible party” under South Africa’s Protection of Personal Information Act (POPIA) and, where the GDPR applies, the “controller”.

Intergate Immigration Service (Pty) Ltd
Company registration number 2014/002902/07
Registered in South Africa
Office: 55 Somerset Road, Green Point, Cape Town 8005, South Africa

We provide immigration advisory, visa assistance, and related services to individuals and corporate clients globally.

Information Officer

Our Information Officer under POPIA is Flonique Ashbury, Operations Director. You can reach her at info@intergate-immigration.com, with your email addressed to the Information Officer. Requests for access to records under the Promotion of Access to Information Act (PAIA) can be sent to her in the same way. They are made on the prescribed form, Form 2 (“Request for Access to Record”), which the Information Regulator publishes on its website at inforegulator.org.za/paia-forms.

2. Information We Collect

A. Information You Provide Directly

• Contact forms
• Our online eligibility assessment
• Email enquiries
• WhatsApp messages and phone calls
• Client onboarding (CMS)
• Submission of application documents

This may include:

• Full name
• Email address
• Phone number
• Country of residence/nationality
• Passport or ID copies
• CVs/resumes
• Address and personal details
• Marital and family information (if applicable)
• Supporting documentation for immigration purposes

Our online eligibility assessment saves your contact details once you continue past its first step, together with how you reached our website (for example the advert, search term or website you came from) and which of our pages you viewed before it. It also records your device type, browser language and time zone, the country our lookup found for your IP address, and how long you spend on each step. If you do not finish it, our team receives what you entered and that information, so that we can follow up with you. When you send our contact form, our team also receives how you reached our website and which of our pages you viewed. With your enquiry, the contact form also sends the country our lookup found for your IP address, your browser language, time zone and device type. We use these, and the same details from the assessment, to pass your enquiry to the right client manager. If you arrived through one of our QR codes, for example on a team member’s card, your browser remembers which one for 30 days, so that your enquiry reaches the right person.

B. Information Collected Automatically

• IP address
• Browser type and device
• Pages visited
• Time spent on site
• Location data
• Referral sources
• Interactions with forms and links

Tools used: Google Analytics, Microsoft Clarity, cookies, and PPC tracking.

3. How We Use Your Information

• Respond to enquiries
• Provide immigration advice and services
• Manage your immigration case
• Manage client relationships
• Send updates or newsletters
• Improve our website and marketing
• Comply with legal obligations

If you have subscribed to our newsletter, you can unsubscribe at any time.

We do not sell your personal data.

4. Legal Basis for Processing (POPIA & GDPR)

• Your consent
• Performance of a contract
• Legal obligations
• Legitimate interest

5. Sharing of Information

We may share data with internal staff, authorities, service providers, partners, and financial processors, only where necessary and under confidentiality.

Services our website and team use

• Google Analytics 4 and Google Ads (Google): measure how visitors use our website and which of our adverts lead to an enquiry. If advertising cookies are on for your visit, contact details you enter in one of our forms, such as your email address, may be sent to Google in hashed form (a one-way code, not readable text), so that Google can match the enquiry to an advert and measure conversions for us.
• Microsoft Clarity (Microsoft): when analytics cookies are on, records clicks, scrolling and other interactions on our pages, so that we can find and fix problems with the website.
• Cloudflare Turnstile (Cloudflare): checks that our contact and assessment forms are sent by a person and not by an automated program. It processes technical information about your browser and device.
• Amazon Web Services (AWS): hosts our website and runs the system that receives our forms and sends the emails that go with them, from its Europe (Ireland) region. Our contact pages and our online assessment also ask AWS which country you are in, based on your IP address. The contact pages use it to show you a local phone number, and both use it to pass your enquiry to the right client manager. AWS works this out at its server nearest to you and passes the country to our service in Germany (Frankfurt).
• Our team and client management system: every form you send is emailed to our team, and may be recorded in our client management system, where we manage your enquiry.
• WhatsApp and phone: if you contact us by WhatsApp or phone, the provider of that service processes your messages or call.
• Scheduling: when we arrange a call with you, we may send you a booking link from our scheduling provider (currently Calendly, moving to Cal.com), which then processes details such as your name, email address and the time you choose.

6. International Data Transfers

Your data may be transferred outside South Africa with safeguards in line with POPIA/GDPR requirements.

Amazon Web Services hosts our website and form system in the European Union (Ireland), and the country lookup on our contact pages and online assessment in Germany (Frankfurt). Google, Microsoft, Cloudflare and the other service providers named in section 5 may process data outside South Africa.

7. Data Security

• Encrypted storage
• Secure document handling
• Access controls
• Password-protected systems
• Staff confidentiality agreements

However, no online platform is 100% risk-free.

8. Data Retention

We retain data as long as necessary for services, compliance, and record-keeping. You may request deletion where legally permissible.

Two periods are fixed:

• Our form system automatically deletes what you enter in the online assessment after 7 days, counted from when you start it. Anything that has reached our team by email, or been recorded in our client management system, is kept as described above.
• Technical logs of our form system, which can include personal details such as your IP address, are kept for 7 days, then archived for about 12 months and deleted.

9. Your Rights

• Access your data
• Correct or update information
• Withdraw consent
• Request deletion
• Object to processing
• Request restriction of processing
• Request data portability

To use any of these rights, contact our Information Officer (section 1). You also have the right to lodge a complaint with the Information Regulator (South Africa), Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg 2191, telephone +27 10 023 5200. It takes complaints under POPIA through the eServices portal on its website, inforegulator.org.za/complaints. If you live in the European Economic Area, the United Kingdom or Switzerland, you may also complain to the data protection authority where you live.

10. Cookies & Tracking Technologies

We use cookies for functionality, analytics, and marketing. On your first visit, our cookie banner lets you accept or reject the optional analytics and advertising cookies. You can change your choice at any time through the “Cookie preferences” link at the foot of every page. In the European Economic Area, the United Kingdom and Switzerland the optional cookies stay off until you accept them; elsewhere they are on unless you reject them. You can also disable cookies via browser settings.

11. Third-Party Links

We are not responsible for the privacy practices of external websites.

12. Children’s Privacy

We do not knowingly collect personal data from persons under 18 without necessary consent or legal requirement.

13. Changes to This Policy

We may update this policy as needed. Updates will be posted here with an updated effective date.

14. Contact Us

Intergate Immigration Service (Pty) Ltd
Cape Town, South Africa
+27 21 424 2460
info@intergate-immigration.com