Last updated 03rd September, 2026

This Privacy Notice for BLS ("we," "us," or "our"), describes how and why we might collect, store, use, and/or share ("process") your personal information when you (user, applicant, individual OR Data Subject) use our services ("Services"), such as when you visit our website, or use our mobile application that links to this Privacy Notice.

Questions or concerns?

Reading this Privacy Notice will help you understand your privacy rights, choices and how we handle your personal information. If you still have any questions related to this Privacy Notice or data protection concerns, please contact our Data Protection Officer (DPO) available at dpo@blsinternational.com

For questions related to your visa application/status related matters, or our additional services, please reach out to us at:

1. WHO ARE WE?

BLS International Services Limited (“BLS”) is a trusted outsourced service partner supporting the Embassy of Spain in Vietnam in relation to administrative and facilitation services connected with visa applications. BLS has been authorised to receive visa applications and provide related visa application support services in accordance with the applicable contractual and legal framework.

• Embassy of Spain in Vietnam is the Data Controller for the processing of personal data you provide for your visa applications. To know more about how they process your personal data, please refer to the below links: https://www.exteriores.gob.es/es/Paginas/Page-not-found.aspx?requestUrl=https://www.exteriores.gob.es/Embajadas/HANOI/en/InformacionParaExtranjeros/Pages/Visados/Visado%20Uniforme.aspx
• BLS acts as a Data Processor while providing visa outsourcing services on behalf of the Embassy of Spain in Vietnam. Decisions regarding granting or rejecting visa applications solely rest with the Embassy of Spain in Vietnam.
• In addition to visa application support services, BLS may offer certain optional Value Added Services (“VAS”) / Additional Services at the applicant’s request, such as courier delivery, SMS notifications and other services made available at the Visa Application Centre. These services are voluntary and are not a prerequisite for submission, processing or determination of a visa application.
• Where BLS determines the purposes and means of processing personal data for a particular Value Added Service, BLS acts as the Data Controller in relation to such processing.
• Where an optional service is provided through an authorised third-party service provider, personal data shall be shared with such provider only to the extent necessary for providing the service selected by the applicant and subject to applicable contractual, confidentiality and data protection requirements.
• Personal data collected for visa-processing purposes shall not be used by BLS or its service providers for unrelated commercial purposes unless such processing is separately permitted under applicable law and, where required, the applicant’s consent has been obtained.

2. SCOPE

This Privacy Notice applies to personal data collected and processed by BLS in connection with the provision of visa application support services for Spain in Vietnam, whether such personal data is collected online or offline.

It applies to personal data collected through, among other channels:

• the Spain Visa Application Centre website and appointment systems;
• Visa Application Centres operated in Vietnam;
• visa application and supporting documentation submitted by applicants;
• telephone, email and other communications with applicants;
• payment, courier, SMS and other optional Value Added Services;
• complaints, enquiries and data protection requests; and
• other authorised systems or processes used in connection with the provision of visa application support services.

This Privacy Notice applies to processing carried out by BLS both where it acts as a Data Processor on behalf of the Embassy of Spain in Vietnam and/or competent Spanish authorities, and where BLS acts as a Data Controller for specific processing activities for which it determines the purposes and means of processing.

3. PURPOSE

We may collect and process your personal data for the following purposes:

• to facilitate the submission and processing of your visa application and related documentation;
• to manage visa appointments, including appointment scheduling, modification, cancellation and related communications;
• to provide application tracking and passport/document return services;
• to provide optional Value Added Services / Additional Services requested by you, such as courier delivery and SMS notifications;
• to process payments, refunds and maintain related transaction records, where applicable;
• to provide customer support and respond to your enquiries, requests, complaints or feedback;
• to verify identity and prevent fraud, misuse, unauthorised access or other security incidents;
• to maintain the security and integrity of the Visa Application Centre, website, systems and related services;
• to comply with applicable legal, regulatory, contractual and consular requirements; and
• to comply with lawful instructions of the Embassy of Spain in Vietnam and/or other competent Spanish authorities, where applicable.

Personal data will not be processed for purposes that are incompatible with those for which it was originally collected, unless such further processing is permitted or required under applicable law.

4. WHAT INFORMATION WE COLLECT?

When providing visa services on behalf of the Embassy of Spain in Vietnam

The personal data and supporting documentation required from you may vary depending on the type of visa for which you are applying. The categories of information required are determined by the Embassy of Spain in Vietnam and/or the competent Spanish authorities in accordance with applicable visa requirements.

Full details of the documents and information required for each visa category are available on the official BLS Spain Visa Application Centre website for Vietnam under the relevant Visa Services section

While providing visa outsourcing and facilitation services on behalf of the Embassy of Spain in Vietnam, BLS may collect and process personal data including, where applicable:

• name, surname and other identification details;
• date and place of birth;
• nationality and gender;
• passport and travel document details;
• residential and contact details;
• email address and telephone/mobile number;
• appointment and visa application information;
• travel-related information;
• supporting documentation submitted with the visa application;
• photographs;
• biometric data, where required and mandated by the competent Spanish authorities; and
• any other information or documentation required for the relevant visa category.

BLS processes such personal data only to the extent necessary for providing visa application support services and in accordance with the instructions of the Embassy of Spain in Vietnam and/or the competent Spanish authorities.

When providing Value Added Services (VAS)

Where you voluntarily request an optional Value Added Service or Additional Service, such as courier delivery, SMS notifications or any other service made available by BLS, additional personal data may be required to provide the selected service.

Depending on the service selected, such personal data may include:

• name;
• date of birth, where required;
• email address;
• residential or delivery address;
• telephone/mobile number;
• application or reference number;
• payment or transaction-related information, where applicable; and
• any other information reasonably necessary to provide the selected service.

Where BLS determines the purposes and means of processing personal data for a particular Value Added Service, BLS acts as the Data Controller for that processing.

Where a Value Added Service is provided through an authorised third-party service provider, only the personal data necessary to provide the selected service will be shared with such provider, subject to applicable contractual, confidentiality and data protection requirements.

Value Added Services are optional and are not a prerequisite for the submission, processing or determination of a visa application.

5. HOW DO WE COLLECT YOUR INFORMATION?

BLS may collect your personal data through different channels in connection with the provision of visa application support services and optional Value Added Services.

Depending on the service or interaction, personal data may be collected through:

• Website and Appointment Systems: contact, passport and appointment details.
• Visa Application Centres: application forms, supporting documents and required personal data.
• Call Centres, Email and Customer Support: information necessary to respond to enquiries or requests.
• Value Added Services: service-specific information required to provide the selected optional service.
• Social Media: information voluntarily shared through official BLS channels.
• Automatic Collection: technical information such as IP address and system logs for security and website functionality.

BLS collects only the personal data necessary for the relevant purpose.

6. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

We process your personal data only where permitted under applicable data protection laws, including the GDPR and the applicable personal data protection laws of Vietnam. Depending on the processing activity, one or more of the following legal grounds or processing circumstances may apply:

• Consent: Where a specific processing activity requires your consent, we will obtain such consent in a clear, informed and specific manner before carrying out the processing. You may withdraw your consent at any time by contacting dpo@blsinternational.net. Withdrawal of consent applies only to processing activities based on consent and does not affect processing already lawfully carried out or processing that is required or permitted under another applicable legal basis. Where processing is based on consent, we will obtain fresh consent where required by applicable law, including where there is a material change in the purpose of processing or an additional purpose is introduced.
  Where you voluntarily opt for a Value Added Service / Additional Service, we may process personal data on the basis of your consent, where required, or to the extent necessary to provide the specific service requested by you.
• Processing on Behalf of the Embassy / Competent Spanish Authorities: Where BLS provides visa outsourcing services, BLS processes personal data on behalf of and in accordance with the documented instructions of the Embassy of Spain in Vietnam and/or the competent Spanish authorities, pursuant to the applicable agreement and legal framework governing the visa application process.
• Legal Obligations/Compliance with Law: Where required or permitted under applicable law, we may process personal data to comply with legal, regulatory, statutory or governmental obligations, including responding to lawful requests from competent authorities, meeting audit or record-keeping requirements, and establishing, exercising or defending legal claims.
• Legitimate Interests: Where permitted under applicable law, we may process personal data where necessary for legitimate operational or security purposes, including information security, fraud prevention, protection of our systems and services and prevention of misuse, provided that such processing does not override the rights and freedoms of individuals.
• Public Interest / Exercise of Official Authority: Where applicable, personal data may be processed where necessary for lawful governmental, consular or visa-related functions carried out in the public interest or in the exercise of official authority by the Embassy of Spain in Vietnam and/or other competent Spanish authorities. Where BLS supports such activities, it processes personal data in accordance with the applicable legal framework and documented instructions of the relevant competent authority.
• Protection of Life, Health, Honour, Dignity and Lawful Rights / Interests: We may process personal data without consent where necessary, including in urgent circumstances, to protect the life, health, honour, dignity, lawful rights or interests of an individual or another person, or where necessary to protect legitimate rights or interests of BLS, another person, the State, or an organisation against infringement, where such processing is permitted under applicable law.
• Other Processing Permitted by Law: We may process personal data without consent in other circumstances expressly permitted or required under applicable law, including where necessary to address emergencies or threats to national security, prevent or investigate crime or violations of law, support lawful activities of competent state authorities, implement an agreement with the individual, or in other circumstances provided by law.

Statistical and Service Improvement: We may use aggregated or appropriately anonymised information to analyse service volumes, appointment trends, operational performance and improve our services.

7. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We may share your personal data, where necessary and permitted under applicable law, with:

• The Embassy of Spain in Vietnam and/or competent Spanish authorities in connection with the submission, administration and processing of your visa application.
• Authorised service providers and vendors that support the provision of visa application services or optional Value Added Services, such as courier, SMS, payment, technology or other operational service providers.
• Governmental, regulatory, law-enforcement or other competent authorities where disclosure is required or permitted by applicable law or pursuant to a lawful request.
• Other authorised recipients, where such disclosure is necessary for the provision of the relevant service or for compliance with applicable legal, regulatory or consular requirements.

We disclose personal data only to the extent necessary for the relevant purpose. Where a third party processes personal data on our behalf, appropriate contractual, confidentiality, security and data protection safeguards are required.

We do not sell your personal data or disclose it to third parties for unrelated purposes.

8. HOW LONG DO WE KEEP YOUR INFORMATION?

We retain personal data only for as long as necessary for the purpose for which it was collected and in accordance with applicable legal, regulatory, contractual and Mission requirements.

For visa application data processed by BLS on behalf of the Embassy of Spain in Vietnam, personal data will be retained and deleted in accordance with the applicable Visa Code requirements and instructions of the competent Spanish authorities. Where applicable, visa application data shall be deleted within the prescribed period following its transmission to the competent authority, while limited appointment and passport-return information may be retained until completion of the passport-return process and for the period permitted thereafter.

Personal data relating to Value Added Services, payments, complaints, audit records or other BLS-controlled processing may be retained for different periods where necessary to provide the relevant service or comply with applicable legal, accounting, tax, regulatory or record-keeping obligations.

Once the applicable retention period expires, personal data will be securely deleted, destroyed, de-identified or anonymised, as appropriate and in accordance with applicable law.

9. HOW DO WE KEEP YOUR INFORMATION SAFE?

We implement appropriate technical, organisational and physical security measures designed to protect personal data against unauthorised or unlawful access, disclosure, alteration, loss, destruction or misuse.

Such measures may include, as appropriate, encryption, access controls, authentication, network and system security, logging and monitoring, physical security measures, confidentiality obligations, staff training, and incident detection and response procedures.

We periodically review and update these measures having regard to the nature of the personal data, the risks associated with the processing, and applicable legal and regulatory requirements.

10. DO WE COLLECT INFORMATION FROM MINORS?

We may process personal data relating to minors where necessary for the submission and processing of a visa application or the provision of related services.

Where required under applicable law, personal data relating to a minor shall be provided or authorised by the minor's parent, legal guardian or other duly authorised representative.

BLS applies appropriate safeguards when processing personal data relating to minors and processes such information only for authorised purposes and in accordance with applicable legal requirements and the instructions of the Embassy of Spain in Vietnam and/or competent Spanish authorities.

11. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

As part of the visa application process and the provision of related services, your personal data may be transferred to, accessed from, or processed in jurisdictions outside Vietnam where necessary for authorised visa-processing activities, the provision of selected services, or the operation of approved systems and service providers.

Such transfers may include transfers to competent Spanish Authority, systems or other authorised recipients located outside Vietnam, authorised BLS entities or personnel, approved technology or service providers, and other authorised recipients involved in the relevant processing activity.

Where personal data is transferred internationally, such transfer will be carried out in accordance with applicable data protection laws, including applicable requirements under the GDPR and the personal data protection laws of Vietnam. Appropriate legal, contractual, technical and organisational safeguards will be implemented where required.

Personal data will not be transferred internationally for unrelated or unauthorised purposes.

12. THIRD PARTY SITES/ LINKED SITES

The Website may contain links to other websites or resources over which BLS does not have any control. Such links do not constitute an endorsement by BLS of those external websites. You acknowledge that BLS is providing these links to you only as a convenience, and further agree that BLS is not responsible for the content of such external websites. We are not responsible for the protection and privacy of any information which you provide while visiting such external websites and such sites are not governed by BLS Policy. Your use of any external website is subject to the terms of use and Privacy Notice located on those external websites.

13. DO WE USE COOKIES?

Our website may use different types of cookies to enhance your experience. Cookies are small text files that are placed on your computer by websites that you visit. For more information on our use of cookies, please refer our Cookie Policy.

14. WHAT ARE YOUR PRIVACY RIGHTS?

Depending on data protection law and the nature of the processing, you may have the following rights in relation to your personal data

1. Right to be Informed: You have the right to receive information about how and why your personal data is collected and processed.

2. Right of Access: You may request confirmation as to whether your personal data is being processed and, where applicable, access to such personal data and relevant information concerning the processing.

3. Right to Rectification: You may request correction or completion of inaccurate or incomplete personal data.

4. Right to Erasure/Deletion: You may request deletion of your personal data where permitted under applicable law. This right may not apply where continued processing or retention is required or permitted by law, including for visa-processing, legal, regulatory or official purposes.

5. Right to Restriction of Processing: You may request restriction of the processing of your personal data in circumstances provided under applicable law.

6. Right to Object to Processing: You may object to certain processing activities where such right is available under applicable law.

7. Right to Receive or Obtain Your Personal Data: You may request the provision of your personal data in accordance with applicable law. Where the GDPR right to data portability applies, you may also have the right to receive personal data provided by you in a structured, commonly used and machine-readable format and, where technically feasible, transmit it to another controller.

8. Rights Relating to Automated Decision-Making: Where applicable under the GDPR or other applicable law, you have the right not to be subject to a decision based solely on automated processing, including profiling, where such decision produces legal or similarly significant effects, subject to the exceptions permitted by law.

9. Right to Complain and Seek Protection: You may lodge a complaint with the competent authority, seek protection of your personal data rights, and pursue other remedies available under applicable law.

10. Right to Withdraw Consent: Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect processing already lawfully carried out before withdrawal or processing based on another lawful ground.

11. Right to Data Portability: You have the right to receive their personal data in a structured, commonly used, and machine-readable format and, where applicable, request its transfer to another organization.

These rights are subject to the conditions, limitations and exceptions provided under applicable law. Where BLS processes personal data solely on behalf of the Embassy of Spain in Vietnam and/or competent Spanish authorities, BLS may refer or forward your request to the relevant Data Controller for appropriate action.

15. HOW TO EXERCISE YOUR PRIVACY RIGHTS?

If you wish to make a request to exercise your privacy rights with BLS in respect to the additional services provided to you, please email us at dpo@blsinternational.com.

If you make a request, we will respond in a timely manner. If your request is rejected, we will provide you with reasons for such rejection.

To exercise your Data Subject Rights related to processing of your visa application, you must contact the Responsible Party at the diplomatic mission of the country you applied to. Their contact details are provided in the Privacy Notice on the website of the Controller.

16. CHANGES TO THE NOTICE

Our Privacy Notice may be updated from time to time to reflect any regulatory amendments or changes in our services and operations. You may also check latest amendments by visiting our website. The date of the most recent revisions will appear on the top of the page.