Version 6 · effective 14 October 2026
Privacy notice
YourVisaSite collects the minimum information needed for the feature you choose and keeps public measurement separate from account and private-work data.
Who we are
YourVisaSite runs this website. It is not a migration agent or a law firm and does not give migration advice. YourVisaSite treats the Privacy Act 1988 as applying to the personal information it handles. When a registered migration agent or lawyer keeps client files in the practice workspace, YourVisaSite holds those files for that practitioner, on the practitioner’s instructions and under their control, and the practitioner remains responsible for their clients’ information. For questions about this notice or about your personal information, email the YourVisaSite privacy contact at admin@yourvisasite.com.
What stays public
Visa facts, source-linked updates, approved practitioner profile fields and moderated Community content may be public. Do not place personal circumstances, identifiers or documents in a public post.
What stays private
Account identity, consultation requests, exact participants, private messages, requested documents, support reports and consent evidence use restricted access and audit controls.
Information we hold
What YourVisaSite holds depends on the features you use. For an account: your name, email address, role, sign-in and security records, and your choices. For consultations and Support: bookings, messages and Support cases. For case work with a practitioner: identity details, passport and visa details, addresses, travel, work and education history, answers about health and character, uploaded documents, and details about family members and other people included in an application. If you give details about another person, let them know and tell them where to find this notice. YourVisaSite does not send client-file information to artificial intelligence (AI) services.
Questionnaire activity your practitioner can see
When your practitioner sends you a questionnaire, YourVisaSite records when you first open it and when you last save it, and counts how many questions you have answered. Your practitioner can see these times and that count. They cannot see answers you have not sent.
Public-page measurement
A small allowlist of public catalogue, marketing and policy pages uses first-party Vercel Web Analytics and Speed Insights for aggregate page-view and performance measurement. It does not use custom events. Authentication, signed-in, token, Support, feedback and dynamic-detail pages do not mount these clients. Before transmission, page URLs are reduced to approved literal routes with query strings, fragments, slugs and identifiers removed. Vercel may derive aggregate device, browser, broad location and referring-origin information and may process this telemetry globally.
Video consultations
A consultation by video uses the practitioner’s own Google Meet or Zoom meeting. The practitioner pastes the meeting link on the booking, and you join from your booking page. YourVisaSite stores the link and shows it only to the Applicant and the practitioner on that booking, and only while the booking is confirmed and its access is active. During that time the practitioner can change or remove it. When that time ends, YourVisaSite deletes the link: at once if the booking is cancelled or closed, or its access is ended early, and within minutes when the access period runs out. The link is never used for analytics. The meeting itself runs on Google Meet or Zoom under that provider’s own terms and privacy policy. YourVisaSite does not host or record it.
Voice rooms and radio
Live info sessions and radio in Visa Rooms stay switched off until YourVisaSite turns them on. When they are on, the live audio and the recording of it pass through LiveKit Cloud, a service of LiveKit, Inc., a United States company. LiveKit’s servers may be outside Australia, including in the United States. YourVisaSite does not send documents, case records, messages or text questions through LiveKit. LiveKit receives a random room name, a random participant code and a role label (Host, Speaker or Listener), not your name or email address. As with any service your device connects to, LiveKit also receives your device’s IP address and connection details.
Voice room recordings
Voice rooms and radio are recorded. Listeners join with their microphone off, so their voices are not recorded. Before anyone can speak, including the host, they must agree to their voice being recorded for that session, and if the recording stops, speaking stops. The recording is one audio file of what the speakers say, with no video. LiveKit makes the file and uploads it to a private recordings store in YourVisaSite’s own file storage on Supabase. The file itself is never made public, and only YourVisaSite Admins can listen to it, for editorial review. YourVisaSite does not transcribe recordings automatically; an Admin may type a transcript for that review. Each completed recording is set to be deleted 30 days after it is completed, unless an Admin places a hold on it and records the reason. If a recording fails before it is completed, YourVisaSite sets no deletion date for any part of it already stored. Deleting a recording does not remove an edited episode or transcript made from it, or the record of who agreed to be recorded. Agreeing to be recorded is not permission to publish: putting any of it in a public podcast needs separate publication permission.
Where information is stored and processed
Account records, case records and uploaded documents are stored with Supabase, a service of Supabase, Inc., a United States company, in its Sydney, Australia region. The website runs on Vercel, a service of Vercel Inc., a United States company, on servers in Sydney; requests and pages can pass through Vercel’s network in other countries on the way to you. Security codes and notification emails are sent through Resend, a United States email service, which handles the recipient’s email address and the message on servers that may be in the United States or other countries. Live audio from voice rooms and radio passes through LiveKit, and public-page measurement uses Vercel, as set out above.
Sign in with Google
When Sign in with Google is available, the sign-in and sign-up pages load Google’s sign-in script. If you choose it, Google receives what it needs to sign you in, and sends YourVisaSite your name and the email address Google has verified.
Profile pictures and bios
Your Community profile shows a picture. By default it is one of twelve generic placeholder pictures, chosen from your handle; they contain no personal information, and you can pick a different one at any time. You can use your own photo instead once profile pictures are switched on: upload a photo, or ask us to copy your Google profile photo once. We keep only a new 512 x 512 square copy, saved again as JPEG without location, camera or device details; the original file and the Google address are not kept, and later changes on Google do not update it. A photo can identify you, even on a profile that uses a pseudonym. Your photo and a short bio of up to 160 characters, without links or contact details, are shown only where your Community profile is public and in your own account, never on throwaway handles. You or a moderator can remove your photo or bio at any time; a removed photo stops showing at once and its stored copy is deleted by a scheduled clean-up. Your bio and a record of your picture are included when you ask for a copy of your data.
What we do not collect
YourVisaSite does not request, store, proxy or submit ImmiAccount or other government credentials. The platform does not receive or hold practitioner professional fees or client or trust money.
Your choices
You can manage optional alerts, withdraw optional contact permission, request access or correction, and request deletion or anonymisation where retention, safety and legal obligations permit.
Automated decisions
YourVisaSite does not use a computer program to make decisions about you that could significantly affect your rights or interests, such as decisions about a visa application or about a practitioner’s services. A person checks each practitioner registration. The site does run automatic checks to keep accounts secure and to prevent misuse, such as limits on how often an action can be repeated, and it can suggest which saved detail fits a form field; a practitioner reviews each suggestion before using it. This is YourVisaSite’s statement on automated decisions under APP 1.7 of the Privacy Act 1988.
Complaints
To make a privacy complaint, email the YourVisaSite privacy contact at admin@yourvisasite.com with a short description of the problem; do not attach documents or other people’s details. YourVisaSite acknowledges a complaint within 7 days and aims to respond in full within 30 days. If you are not satisfied with the response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992. If your complaint is about how a practitioner handles your case information, you can also raise it with that practitioner.