Privacy Policy

LAST UPDATED: September 16, 2026

INTRODUCTION

This Privacy Policy describes how MigrAID processes personal data in accordance with the EU General Data Protection Regulation (GDPR).

1. DATA CONTROLLER

MigrAID

Email: contact@migraid.fi

Website:
https://www.migraid.fi/

Contact for data protection matters:
contact@migraid.fi

2. WHOSE PERSONAL DATA DO WE PROCESS?

We process personal data relating to:

  • Our private clients and their family members

  • Representatives and employees of our corporate clients

  • Potential clients who have contacted us

  • Users of our website

3. WHAT PERSONAL DATA DO WE COLLECT?

We only collect data that is necessary to provide our immigration services.

A. BASIC PERSONAL AND CONTACT DETAILS

This may include:

  • Name

  • Date of birth

  • Address

  • Email address

  • Phone number

  • Citizenship or citizenships

  • Language

B. IDENTIFICATION AND IMMIGRATION-RELATED DATA

This may include:

  • Passport copies and travel document details

  • Photographs

  • Finnish personal identity code, if applicable

  • Information on residence permits

  • Information on visas

  • Information on citizenship applications

  • Employment contracts

  • Study certificates

  • Information about family ties

  • Income and financial information

C. DATA RELATED TO SPECIFIC CASE TYPES

This may include information required by authorities, such as:

  • Curriculum vitae

  • Diplomas and educational certificates

  • Employer information

  • Business plans for entrepreneurs

  • Contracts for athletes or artists

D. COMMUNICATION AND ASSIGNMENT DATA

This may include:

  • Correspondence with you

  • Correspondence with authorities on your behalf

  • Interview notes

  • Powers of attorney

  • Invoices

  • Payment information

E. SPECIAL CATEGORIES OF DATA

In some cases, we may need to process data that falls under GDPR Article 9, such as information on criminal records for background checks or health-related information if it is relevant to a residence permit application.

We process such data only with your explicit consent or when necessary for establishing a legal claim.

F. TECHNICAL DATA

This may include:

  • IP address

  • Browser type

  • Website usage data collected through cookies

4. SOURCES OF DATA

We collect data primarily directly from you.

Additionally, we may receive data from:

• Your employer or educational institution, with your consent

• Authorities such as the Finnish Immigration Service, Finnish embassies and the Digital and Population Data Services Agency, in connection with your case

• Public registers and other public sources used for background checks or employer verification under Service E

5. PURPOSES AND LEGAL BASIS FOR PROCESSING

  • PURPOSE 1

    Purpose:
    Providing our services, including preparing, reviewing and submitting visa, residence permit and citizenship applications, document legalization and background checks.

    Legal basis:
    GDPR Article 6(1)(b) — Performance of a contract.

    Explanation:
    The processing is necessary to fulfil our service agreement.

  • PURPOSE 2

    Purpose:
    Communication with authorities and responding to requests for additional information.

    Legal basis:
    GDPR Article 6(1)(a) and Article 6(1)(b) — Consent and performance of a contract.

    Explanation:
    The processing is based on your power of attorney and our service agreement.

  • PURPOSE 3

    Purpose:
    Client relationship management, invoicing and compliance with legal obligations.

    Legal basis:
    GDPR Article 6(1)(b) and Article 6(1)(c) — Performance of a contract and compliance with a legal obligation.

    Explanation:
    The processing is required for billing, accounting and administration of the client relationship.

  • PURPOSE 4

    Purpose:
    Ensuring reliability and preventing fraud in connection with background checks under Service E.

    Legal basis:
    GDPR Article 6(1)(a) and Article 6(1)(f) — Consent and legitimate interest.

    Explanation:
    The processing is carried out to verify employer reliability.

  • PURPOSE 5

    Purpose:
    Website improvement, security and analytics.

    Legal basis:
    GDPR Article 6(1)(f) — Legitimate interest.

    Explanation:
    The processing is carried out to maintain, secure and improve our website.

  • PURPOSE 6

    Purpose:
    Marketing communications.

    Legal basis:
    GDPR Article 6(1)(a) — Consent.

    Explanation:
    Marketing communications are sent only with your consent.

6. DISCLOSURE AND RECIPIENTS OF DATA

Your data is confidential. We disclose it only when necessary for your assignment.

Recipients may include:

COMPETENT AUTHORITIES

  • Finnish Immigration Service

  • Police

  • Finnish embassies and consulates abroad

  • Foreign authorities when applying for a visa or permit abroad

TRUSTED SUBCONTRACTORS

  • Authorized translators

  • Document legalization services

  • IT service providers

  • Accounting firms

All subcontractors processing personal data on our behalf are bound by appropriate data processing agreements.

OTHER PARTIES INVOLVED IN YOUR CASE

We may disclose information to your employer or another party involved in your case, but only with your consent.

We do not sell or rent your personal data to third parties.

7. INTERNATIONAL DATA TRANSFERS

As our services are international by nature, your data may be transferred outside the EU or European Economic Area.

This may occur, for example, when contacting an embassy in your home country or a foreign authority at your request.

In such cases, the transfer is necessary for the performance of our contract with you under GDPR Article 49(1)(b), or the transfer is based on your explicit consent.

Our IT service providers may store data on servers located within the EU or European Economic Area.

8. DATA RETENTION

We retain your personal data only for as long as necessary for the purpose for which it was collected.

CLIENT ASSIGNMENT FILES AND CORRESPONDENCE

Retention period:
Five years after the assignment has ended.

Reason:
Legal liability and possible authority follow-up.

ACCOUNTING MATERIAL

Retention period:
Six to ten years, as required by the Finnish Accounting Act.

BACKGROUND CHECK DATA

Retention period:
Twelve months after delivery of the report.

MARKETING DATA

Retention period:
Until you withdraw your consent.

After the applicable retention period has ended, the data will be securely deleted or anonymized.

9. DATA SECURITY

We take data security very seriously.

Your personal data is protected through appropriate technical and organizational measures, including:

  • Encrypted connections

  • Access controls

  • Strong passwords

  • Two-factor authentication

  • Confidentiality obligations for our staff

Documents containing sensitive information are handled with particular care.

10. YOUR RIGHTS

You have the right to:

  • Access your personal data

  • Rectify inaccurate or incomplete personal data

  • Request the erasure of your personal data, also known as the right to be forgotten

  • Request restriction of processing

  • Object to processing based on legitimate interest

  • Data portability, meaning the right to receive your data in a structured format

  • Withdraw your consent at any time where processing is based on consent

  • Lodge a complaint with the competent supervisory authority

To exercise your rights, please contact us at:
contact@migraid.fi

We will respond without undue delay and, in any event, within one month.

SUPERVISORY AUTHORITY

You have the right to lodge a complaint with the Office of the Data Protection Ombudsman in Finland.

Website:
https://tietosuoja.fi/en

Email:
tietosuoja@om.fi

11. COOKIES

Our website, https://www.migraid.fi/, uses necessary cookies that are required for the site to function.

With your consent, we may also use analytics cookies, such as Google Analytics, to improve our website.

You can manage your cookie preferences through the cookie banner on our website.

12. AUTOMATED DECISION-MAKING

We do not use automated decision-making or profiling that produces legal effects concerning you.

13. CHANGES TO THIS POLICY

We may update this Privacy Policy due to changes in legislation, official requirements or our services.

The current version of the Privacy Policy is always available on our website.

CONTACT

For questions concerning this Privacy Policy, please contact us at:
contact@migraid.fi