Disclaimer and Privacy Policy

Disclaimer

The Embassy of Russian Federation in Finland has entered into the contract with the company “TWI Services” for visa related services in Helsinki, Turku and Lappeenranta.  Russia Visa Application Centre  is the service provided by the Embassy of the Russian Federation in Finland, rendered by the TWI Services Oy  in Helsinki, Turku and Lappeenranta.

TWI Services Oy  in Helsinki, Turku and Lappeenranta recommend that you do not purchase tickets or make bookings which cannot be cancelled without cost prior to the issuance of a visa, except where it is a specific requirement stated as part of the visa application.

TWI Services Oy  in Helsinki, Turku and Lappeenranta recommends that you keep copies of all documents submitted with applications and also copies of your receipts.

TWI Services Oy  in Helsinki, Turku and Lappeenranta renders logistic services to the applicants travelling to the Russian Federation and is responsible exclusively for the execution of following functions:

    • To accept the passport/passports, filled Visa Application Form, other related documents required for visa and relevant visa/service fees from the applicant;
    • To deliver documents to the Embassy/Consulate/Chancellery of the Russian Federation in Finland on behalf of the applicant;
    • To receive back from the Embassy/Consulate/Chancellery of the Russian Federation in Finland relevant documents after completion of all formalities and processes and to issue it to the applicant in person.
  • Embassy/Consulate/Chancellery of the Russian Federation in Finland has a right to request for any other additional documents from applicants or to invite them for the interview, including the right to deny in visa or to reject the visa application.
  • In some cases the Embassy/Consulate/Chancellery of the Russian Federation in Finland may issue/deliver the documents directly to the applicant.
  • TWI Services Oy  in Helsinki, Turku and Lappeenranta uses all possible precautions while handling documents of applicants. TWI Services Oy  in Helsinki, Turku and Lappeenranta shall not be liable to the applicant for any documents which are lost in an accident, theft or other criminal acts of third parties, natural disasters (in cases of force majeure or acts of God), as well as for other reasons, which TWI Services Oy  in Helsinki, Turku and Lappeenranta could not foresee or control, if the relevant Finnish legislation provides for exemption liability for the circumstances mentioned above.
    TWI Services Oy  in Helsinki, Turku and Lappeenranta shall have no liability for any delays, or for loss of or damage to any visa application, passport or other documents, caused by, or occurring whilst any application, passport or document is in the possession of, any third party postal or courier service, including transportation of visa applications, passports or other documents between TWI Services Oy   in Helsinki, Turku and Lappeenranta and the Embassy of the Russian Federation or a Consulate General/Consulate/Chancellery of the Russian Federation, and when being returned by TWI Services Oy  in Helsinki, Turku and Lappeenranta to the applicant.
  • Visa and service fees once received by TWI Services Oy  in Helsinki, Turku and Lappeenranta n from the applicant are not refundable, if the services mentioned above rendered completely, irrespective of whether the desired visa issued or not to the applicant by the Embassy/Consulate/Chancellery of the Russian Federation in Finland.
  • TWI Services Oy  in Helsinki, Turku and Lappeenranta may, at its sole discretion, change, amend, cancel or withdraw any or all terms and conditions described above, at any time without prior notice. If the applicants are dissatisfied/not agree to the changes, they have the rights to refuse the services provided by the company “TWI Services.”.

 

The applicant hereby acknowledges and agrees that:

    • Incorrectly completed documents to get a visa, as well as providing an incomplete set of documents increases the chances to get visa refusal from the Embassy/Consulate/Chancellery of the Russian Federation in Finland;
    • The processing times for visas are estimates only over which TWI Services Oy  in Helsinki, Turku and Lappeenranta has no control. These are based on information and experience of the Embassy of the Russian Federation and its Consulates;
    • It is the responsibility of all applicants to read carefully and understand the requirements set out in the Russia visa application forms, complete all applications forms truthfully, to provide correct and accurate information and documentation, to ensure that they have a valid passport (meaning it is not damaged/expired and all pages/previous visas are present in it) and on receipt of visa to check the validity of the visa issued to ensure that it covers the period of stay requested, the number or entries required, and that it is valid for the purpose of trip;
    • It is applicants’ responsibility to provide valid contact details (telephone number, e-mail address) to enable us to contact them in case any issue arises with the application or additional documentation is required. TWI Services Oy  in Helsinki, Turku and Lappeenranta cannot accept any responsibility regarding the application is we were unable to contact the applicants due to lack of contact details provided. It is sole responsibility of the visa Applicant if the visa Applicant’s mobile phone is switched off, disconnected for any reasons and has no voice mail set up;
    • The procedures and fees of the Embassy of the Russian Federation and its Consulates for the processing of visas and related services are outside the control of TWI Services Oy  in Helsinki, Turku and Lappeenranta and subject to change without prior notice. TWI Services Oy  in Helsinki, Turku and Lappeenranta does not accept responsibility for any changes in procedures or fees and reserves the right to pass on any increased fees;
    • The applicant doesn’t get the right to get the visa automatically once visa fees remitted. The visa fees are not refundable to applicants in cases of refusal to grant visas or cancellation / revocation of a visa application;
    • The decision to grant or to refuse the visa is the sole prerogative of the Diplomatic missions of the Russian Federation.
    • Before the submission of the documents for visa applicants shall fill in the online application form.
    • Incorrectly completed documents to get a visa, as well as providing an incomplete set of documents increases the chances to get visa refusal from the Embassy of the Russian Federation in Finland;
    • The period of processing the application for a visa by the Embassy of the Russian Federation in Finland is approximate and depends on the applicant visa category. During this time the applicant’s passport will be kept and physically located in the premises of relevant Diplomatic Missions of Russian Federation;
    • The applicant doesn’t get the right to get the visa automatically once visa fees remitted. The visa fees are not refundable to applicants in cases of refusal to grant visas or cancellation / revocation of a visa application;
    • The decision to grant or to refuse the visa is the sole prerogative of the Diplomatic missions of the Russian Federation.
  • For the convenience of the applicants TWI Services Oy  in Helsinki, Turku and Lappeenranta will provide complimentary services in the premises of the Visa centre such as information board and internet kiosk.
  • Any claims or disputes arising from the services provided by the TWI Services Oy  in Helsinki, Turku and Lappeenranta should be addressed to the courts of Finland.
  • The applicant hereby confirms that he and / or his (her) representative before submitting the documents have read, understood and agreed with all clauses and conditions set forth in present Disclaimer.

 

Privacy Policy

Who We Are

TWI Services, acting as Data Processor, gather and process your personal information in accordance with this privacy policy and in compliance with the relevant data protection regulation and laws. This policy provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data. TWI Services reserves the right, at its sole discretion, to change, modify, add or delete any part of these terms at any time without further notice to you.

TWI Services’s registered office is at Länsisatamankatu 24, 00220, Helsinki and we are a company registered in Finland under company number 2869270-7.  Our designated Data Protection Officer/Appointed Person, can be contacted at email: DPO@russianvisacentre.com.

Information That We Collect

TWI Services processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this policy.

The personal data that we collect from applicants is (if applicable):

  • Name
  • Date of Birth
  • Home Address
  • Personal or Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • National Insurance Number
  • Passport Number
  • Special Category Data (i.e. health/medical information)
  • Place of work/study.

 

We collect information in the below ways:

Online visa application form on the web site of MFA of Russia, verification of documents for visa application process; email or postal services.

How We Use Your Personal Data 

TWI Services takes your privacy very seriously and will never disclose or share your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this policy. The purposes and reasons for processing your personal data are detailed below:

To assist you in obtaining a different type of visa from Embassy/Consulate General of Russia Federation in Finland to entry into the territory of the Russian Federation. 
We also check that the information you submitted corresponds to reality by verifying documents as a part of visa application process in order to provide the requested service.

Example: For example, your photo should have special size, match the dimensions of being of good quality and be no older than half a year from the date of service requests.

Example: Your insurance must cover the period of your trip.

Your information could also be used: for tracking your application progress, for providing you our additional services upon your request (courier delivery, sms).

If you want to know in detail what personal information will be collected for your visa application, please contact our Data Protection Officer at email: DPO@russianvisacentre.com

Your Rights

You have the right to access any personal information that TWI Services processes about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source.

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

You have additional rights with regards to the way your personal information is processed:

  • Right to ask restriction of processing your data via dedicated email or by calling to us or in person.
  • Right to request for deletion of any data related to you.
  • Right to cancel your consent for data provided. Please note that in some cases when your application has already been sent to the diplomatic mission processing your visa application it is not possible to withdraw the consent.
  • Right to be notified in case of any data breach or loss.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this policy or where there is a legal requirement. TWI Services uses partners to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy policy, the data protection laws and any other appropriate confidentiality and security measures. In this context only the information applicable to deliver the service will be disclosed.

When applying for a visa please note that your personal information will be sent to the foreign diplomatic mission that represents the country you are applying to visit. This may cause that your personal information will be shared with an applicable governmental authority.

Please note that no automatic decision making or profiling is being carried out with regards to processing of your application. 

Safeguarding Measures

TWI Services takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: SSL, TLS, encryptions, restricted access, IT authentication, firewalls, anti-virus.

TWI Services utilise some products or services (or parts of them) that may be hosted/stored in Russian Federation, which means that we may transfer any information which is submitted by you through the website outside the European Economic Area (“EEA”) for the below purposes: Mail server and web site hosting.

Therefore, when you  acсess http://russiavisacentre.com / DPO@russiavisacentre.com  the personal information you submit may be stored on servers which are hosted in Russia. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by TWI Services to protect your data and comply with the relevant data protection laws.

TWI Services transfers personal data outside of the EU for the below purpose:

After receiving your application , the applicable  personal information is sent to the Russian MFA, where the data will be held for the undefined time.
Where we transfer personal information for the above reasons, we utilise the below safeguarding measures and mechanisms to ensure that your personal data is always safe and secure: encryption and password protection when dealing with sensitive and non-sensitive information (credit/debit card details, emails etc.) 
You are not obligated to provide your personal information to TWI Services, however, as this information is required for, we will not be able to offer some/all our services without it.

CCTV recordings

For your safety and informational security purpose video surveillance is in use in the premises of all visa centres of TWI Services. In Helsinki we work closely with our security provider PSG Turva Oy. Online video recordings are directly transmitted to the security control unit in Helsinki. In Turku and Lappeenranta offices video records are kept locally for the time necessary to complete our services. For more details on CCTV controls please contact our Data Protection Officer at email: DPO@russianvisacentre.com or PSG Turva Oy directly.

 

How Long We Keep Your Data

TWI Services only retain personal information for as long as is necessary to complete our service and we have strict review and retention policies in place to meet these obligations. We are legally required under Finland law to keep accounting documents related to your visa application for a minimum of 10 years after which it will be destroyed.

TWI Services will hold information you provide for your visa application only for as long as your details are submitted to the relevant Embassy/Consulate General of Russia Federation in Finland. TWI Services will hold information you provide for tracking your application for at least 30 days after your application process is over. 

Lodging A Complaint

TWI Services only processes your personal information in compliance with this privacy policy and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Company: TWI Services Oy

Address: Länsisatamankatu 24, 00220, Helsinki

Phone : +358 600 90 600 

Email: DPO@russiavisacentre.com