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PRIVACY POLICY

TrackMyVisaNow LLC — Privacy Policy

Effective Date: December 28, 2025

Version: 2025.12.28

Summary (Plain-English; not legal terms)

We collect information needed to provide the Services (like your email and the Receipt Numbers you choose to track). We use third parties like authentication, payment, and email providers. We use Google Analytics to better understand user behavior. We generate graphs, reports, and estimates using Anonymized Analytics Data that does not store Receipt Numbers or customer-identifying info. You can delete your account and data, and you will be required to choose whether your Anonymized Analytics Data records should be deleted too.

1. Scope

This Privacy Policy ("Policy") explains how TrackMyVisaNow LLC ("TrackMyVisaNow," "we," "us," "our") collects, uses, shares, retains, and deletes information in connection with the Services.

2. Definitions

  • "Personal Information" means information that identifies, relates to, describes, or can reasonably be linked to you (directly or indirectly).
  • "Receipt Number" means a USCIS receipt number/case number.
  • "Case Data" means case status, case status history, and other case metadata returned by USCIS and any case metadata you provide in the Services.
  • "Anonymized Analytics Data" means analytics records used to generate aggregated statistics, graphs, reports, insights and estimates. The data records do not include Personal Information, account identifiers, or USCIS Receipt Numbers, and cannot be linked by our analytics systems or personnel to a specific user or USCIS case. Anonymized Analytics Data is stored separately from user accounts and operational systems and is used only as described in Section 6.

3. Information We Collect

We collect the following categories:

3.1 Information you provide

  • Account information: email address; optional profile fields you choose to provide
  • Case inputs: Receipt Numbers you submit; case labels/metadata you add
  • Support communications: messages you send to support

3.2 Information collected automatically

  • Log data: IP address, device type, browser type, approximate geolocation derived from IP, timestamps, referring pages, and usage events
  • Cookies and similar technologies: see our Cookie Policy

3.3 Information handled by service providers

We use third-party providers to operate core functions. TrackMyVisaNow does not directly store payment card numbers, billing information, or passwords.

4. How We Use Information

We use information to:

  • Provide, maintain, and improve the Services
  • Query USCIS case status for receipt numbers you choose to track and certify you are authorized to track.
  • Send transactional communications (service updates, billing, security)
  • Provide support and respond to requests
  • Prevent fraud, abuse, and unauthorized use
  • Comply with legal obligations and enforce agreements
  • Generate anonymized graphs, reports, estimates, and other analytics using the Anonymized Analytics Data records (see Section 6)

5. Receipt Numbers

5.1 Collection

We collect Receipt Numbers when you submit them to the Services for case tracking.

5.2 Transmission

Receipt Numbers are transmitted to our servers over HTTPS, which encrypts data in transit to protect against interception.

5.3 Storage

Receipt Numbers are securely stored in our database systems.

5.4 Use

We use Receipt Numbers to:

  • Query the USCIS Case Status API to retrieve and update your Case Data. Status-check frequency and available features may vary by plan; a paid subscription may allow more frequent checks.
  • Deliver personalized Services (for example, case status history and estimates) over HTTPS
  • Keep you updated with notifications (for example, case status change alerts)

5.5 Protection

Your Receipt Number is never shared with other users. We do not display or expose your Receipt Number to any third party except as necessary to operate the Services (for example, querying USCIS or storing Subscription metadata in Stripe).

6. Service Providers and Third Parties We Use

We use the following third parties to operate the Services:

  • Auth0 / Okta (authentication): provides account login and identity management.
  • Stripe (payments): processes payments and subscription billing.
  • Twilio (communications): supports service-related messaging (for example, email verification and case status notifications).
  • Amazon Web Services (AWS) (infrastructure): hosts and runs the Services and stores operational data.
  • Google Analytics (analytics): helps us understand how users interact with the Services so we can improve performance and usability.

All third parties we use to process or store customer data are contractually obligated to keep our customer data confidential and to protect it consistent with their role as service providers to TrackMyVisaNow.

Third-party use of user information (including de-identified, anonymized, or pseudonymized data) is prohibited for any reason without active consent from the user.

7. Anonymized Analytics Data

To generate aggregated statistics, reports, graphs, insights, and estimates, we maintain a separate analytics system that contains anonymized records. These records:

  • do not include names, email addresses, account identifiers, or USCIS receipt numbers
  • do not include information that directly identifies an individual
  • cannot be linked by our analytics systems to a specific user or case

Before any data enters this analytics system, all identifying case information is permanently removed, and the records are stored separately from user accounts and operational systems.

The analytics system is used only to produce aggregated statistics and trends and is not used to make decisions about individual users or cases.

While we retain limited technical controls internally to prevent duplicate counting in aggregate statistics, these controls do not allow analytics data to be associated with an identifiable individual or USCIS case, and they are not accessible to analytics, reporting, or research systems.

We do not attempt to reidentify Anonymized Analytics Data, and we prohibit its use for identifying or attempting to identify any individual or USCIS case.

8. Sharing and Disclosure of Information

8.1 We do not sell Personal Information

We do not sell Personal Information for money or other valuable consideration.

8.2 Service providers (processors)

We share Personal Information with service providers only as needed to operate the Services (for example, authentication, payments, messaging, infrastructure, and analytics). These providers are permitted to process Personal Information only to provide services to us.

8.3 Aggregated/anonymized analytics

We may use Anonymized Analytics Data to produce reports and insights about immigration case activity and processing trends. These reports do not identify individual users or specific Receipt Numbers.

8.4 Legal and safety disclosures

We may disclose information if required by law, subpoena, court order, or to protect rights, safety, and security.

8.5 Your data-sharing choices; risks, benefits, and limitations

Your choices. You control whether you use the Services to track a Receipt Number and what case metadata (if any) you add. You can request deletion of your account at any time as described in Section 10. When you request deletion, you will be required to choose whether to also delete your Anonymized Analytics Data records.

Benefits. Sharing Case Data with the Services can help you monitor status changes, view your case history in one place, and access graphs, reports, and estimates generated from anonymized data.

Risks. Submitting Receipt Numbers and Case Data to any online service carries privacy and security risk. While we use reasonable safeguards, no system can guarantee complete security.

Limitations. Graphs, reports, and estimates are informational and may be incomplete or inaccurate.

Impact on others. Case Data may relate to other people (for example, an applicant, petitioner, beneficiary, spouse, child, or sponsor). Entering or tracking a Receipt Number without authorization may violate their privacy and applicable law. You should only share and track Case Data you are authorized to share and track.

9. Data Retention

We retain Personal Information:

  • For as long as you have an account or an Active Subscription, and
  • As reasonably necessary to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, and prevent fraud.

9.1 Inactivity deletion (5 years)

Accounts inactive for more than 5 years will be automatically deleted. This deletion will also delete the account's Anonymized Analytics Data records.

10. Data Deletion and Account Closure

10.1 How to request deletion

You can request deletion:

  • Through an in-Services self-service deletion flow (when available), and/or
  • By emailing support@trackmyvisanow.com from the email associated with your account

10.2 Deletion timing

We will complete deletion within 72 hours of your verified request, unless we must retain certain information for legal compliance, fraud prevention, or security.

10.3 What deletion removes

Account deletion permanently deletes:

  • Personal Information (email, linked identifiers such as Discord ID if provided)
  • Authentication profile (via our auth provider)
  • Stripe customer/billing profile (to the extent supported by Stripe's systems and legal retention rules)
  • Subscription history in our systems
  • Receipt Numbers and associated Case Data in our systems
  • User-provided case metadata
  • Optionally, the Anonymized Analytics Data records will also be deleted (see Section 10.4)

10.4 Required choice: what happens to AAS records

When you request account deletion, you will be required to choose whether to also delete your Anonymized Analytics Data records.

You must select "YES" or "NO" (in plain-English terms) before submitting deletion.

10.5 Free trial abuse prevention note

If you use a free trial, we may retain a limited record of trial usage associated with a Receipt Number (not your email) to prevent repeated free-trial abuse and protect the Services. We retain this record for up to five (5) years, after which it is automatically deleted.

11. Security and Data Breach Notification

We use reasonable administrative, technical, and organizational safeguards to protect information.

If there is a data breach affecting your Personal Information, we will notify affected users and provide instructions for actions you may take.

12. Your Privacy Rights

12.1 California (CCPA/CPRA)

California consumers may have rights to know/access, request deletion (subject to exceptions), correct inaccurate Personal Information, and not be discriminated against for exercising privacy rights. We do not sell Personal Information. You can exercise rights by emailing support@trackmyvisanow.com. We may request information needed to verify your identity and prevent fraud.

12.2 EEA/UK/Switzerland

Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing, and to receive a copy of your Personal Information in a portable format. Contact support@trackmyvisanow.com.

13. Change of Ownership

If TrackMyVisaNow undergoes a change of ownership or sells a product line:

  • Your information may be transferred to the new owner as part of the transaction
  • We will notify active users of affected subscription services by email in advance when reasonably possible
  • If the new owner's privacy practices would materially differ, you will have the option to close your account and request deletion before the change becomes effective

14. Policy Changes and Active Consent

TrackMyVisaNow will:

  • Maintain a record of Policy versions and your acceptance
  • Present Policy updates and a plain-English changelog
  • Determine which processing activities are authorized based on the latest Policy version you agreed to

If we make material changes, we will ask you to affirmatively accept the updated Policy before continuing to use the Services.

15. Contact

Questions or requests: support@trackmyvisanow.com

16. Enterprise Case Tracking Addendum

If you are a customer or end user of our Enterprise Case Tracking product, additional terms apply. Please review the Enterprise Case Tracking Addendum for information on how we collect, use, and protect data in connection with the Enterprise Product.