Privacy Policy

Who is responsible

Videsh Mitra is an initiative of NexGen Foundation. NexGen Foundation is responsible for the personal information collected through this site and is the Data Fiduciary for the purposes of India’s Digital Personal Data Protection Act, 2023.

[NEXGEN TO CONFIRM] Registered name, registered address, registration number, and the name and contact details of the Data Protection / Grievance Officer.

What we collect

When you submit a case

• The worker’s name, gender, country and city or area
• Phone and WhatsApp numbers, and whether it is safe to call
• What is happening, in categories and in your own words
• Passport or document status
• Employer and recruitment agent details, if you give them
• A family contact in India, home state and district, if you give them
• Your own name and contact details, if you are reporting for someone else
• Any documents you choose to upload
• The date and time, a one-way hash of your IP address, and your browser type

When you use other forms

Volunteer, partner, support and contact forms collect the name, contact details and message you provide.

What we do not collect

• We do not ask for card, bank or UPI details anywhere on this site.
• We do not use advertising trackers, and there are no third-party analytics on the case pages.
• We do not store your raw IP address — only a one-way hash used to detect abuse.

Why we collect it

• To assess, verify and act on a case
• To contact the worker, the reporter, or the family contact
• To coordinate with authorities, Indian Missions, legal professionals, medical services, shelters and partner organisations
• To keep an accurate record of what was done, and when
• To produce anonymous statistics about the kinds of problems we see

Consent

We ask for your agreement before a case is submitted, and we record the exact version of the wording you agreed to. If that wording changes, the new version applies only to cases submitted afterwards.

You can withdraw consent at any time by contacting us. Withdrawing consent may mean we can no longer act on a case.

Who we share it with

Where it is necessary to help with a case, we may share relevant information with:

• Indian Embassies, Consulates and government authorities
• Legal professionals acting on the case
• Medical providers, shelters and local partner organisations
• The family contact given on the case

We never share information with an employer or a recruitment agent without specific permission.

We do not sell personal information, and we do not share it for marketing.

How we protect it

• The site is served over HTTPS.
• Uploaded documents are stored outside the public website and are never available at a public address.
• Access to case information is restricted to the case team, and every access is recorded.
• Case pages are excluded from search engines and from analytics.
• Case pages are sent with no-store caching headers, so they are not retained on a shared or borrowed device.

How long we keep it

[NEXGEN TO CONFIRM] The proposed retention period is three years after a case is closed, after which the record is anonymised and only aggregate statistics remain. Volunteer, partner and contact records are proposed to be kept for two years after last contact.

Your rights

You can ask us to:

• Tell you what information we hold about you
• Correct anything that is wrong
• Delete a case record, or close it
• Withdraw consent
• Explain who we have shared information with

To do any of these, contact videshmitra@nexgenfoundations.org. We may need to verify who you are before acting, particularly on a case involving a vulnerable person.

Children

Where a case involves a person under 18, we handle it under our safeguarding policy and share information only where it is necessary to protect them.

Cookies

This site sets one cookie, vm_session, which keeps your place while you complete a form. It contains no personal information, is not used for tracking, and expires when you close your browser.

If something goes wrong

[NEXGEN TO CONFIRM] Breach notification procedure, and the Grievance Officer’s name and contact details, which must be published here.

Changes

We will update this page when our practices change, and the date at the top will change with it.