What does this Policy cover?

Passport Heavy (“Passport Heavy,” “we,” “us,” or “our”) operates a travel document assistance and information service. When we talk about our “Services”, we mean all of the websites, apps, and products we provide through our platform.

This Policy tells you how we collect and use your personal data (also known as personal information). It also informs you about how we strive to keep your data safe and the choices you may have, so please make sure you read it.

We want this policy to be easy to read. In some sections, you can click to get more detail about what we do. Please note, all parts of this Policy apply to all the things we do. We may give further notices for some Services and physical places, and these should be read in conjunction with this Policy.

Our Services may contain links to other sites. We do not control these sites and we encourage you to read their privacy notices.

We encourage you to periodically review this page for the latest information on our privacy practices.

Our Services should not be used by individuals who are less than 16 years old.

What data do we collect, use, and share?

This section constitutes our notice at collection pursuant to the CCPA. During at least the past 12 months, we have disclosed personal data for the following business or commercial purposes:

Personal Identifiers, such as your name, alias, postal address, email address, telephone number, online identifier, Internet Protocol address, account name, education, employment, credit or debit card number, any financial information as well as information considered sensitive such as social security number, account log-in, and any information on your government identification cards.

Providing our Services and carrying out your requests.

When providing our Services we may use your data (as applicable):

To register and secure your account.

To receive and respond to calls and messages from you.

To check your identity and eligibility for our Services.

To help you get the best pricing and products we have.

To direct you to the websites of our partners.

To process transactions between you and us, or our partners.

To personalize the Service you get.

To keep your data up to date.

To provide customer service and support.

To complete data rights requests you have made.

To enable you to use social sharing tools.

To track sales and get paid by our partners.

To allow you to use our Services on one device and pick up seamlessly where you left off on another device.

Improving and promoting our Services and those of others.

To help improve and promote our Services, and the Services of our partners, we may use your data:

To carry out analysis and market research.

To help present our Services clearly and in the most effective way.

To run sweepstakes and surveys.

To help us and our partners create better products for you.

To process any rewards we may offer to you.

To send updates and Service messages about your products and services.

To let you know about our Services and promotions by email, social media, test messages, and using push notifications (where you agree).

To build, train, and augment models which help us understand your likely interests and those of other consumers.

To target advertising to you, on this and other websites, based on data we have collected or created.

To provide location-based offers based on your device’s physical location (where you agree).

To help us understand if and how our and others marketing works.

Please note: We do not use profiling in a way that could have legal or similar effects.

Operating our business.

In the course of running our business we may use your data:

To conduct tasks necessary for running our Services and business.

To help secure our business and prevent fraud.

To create reports for internal or external purposes.

To comply with legal obligations and requests.

To audit our business and processes.

To protect the interests of our business, and those of our partners.

For other purposes not described in this Privacy Policy that you consent to (from time to time) and as otherwise permitted by law.

Protected Classification Characteristics, such as your age, race, ancestry, national origin, citizenship, marital status, and sex, all of which are considered sensitive personal information.

Commercial Information, such as products or services you purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.

Internet or Network Activity Information, such as your browsing history, search history, and information regarding a consumer’s interaction with an internet website application, or advertisement.

Geolocation Information, are data that is derived from your device by using satellite or cell phone tower signals to locate you within a geographic area. Precise geolocation data is equal to or less than the area of a circle with a radius of 1,850 feet and is considered sensitive personal information.

Audio or Visual Information, such as audio or screen recordings (with your permission, when applicable).

Inferences, drawn from the data above which could create a profile reflecting your preferences, characteristics, predispositions, behavior, abilities, and aptitudes.

Other disclosures: We may share your personal data with your consent or to comply with laws or other legal processes.

Sale of Personal Data: We do not sell, rent, or loan your personal data to third parties for money. However, subject to your privacy choices, we may share your data (Identifiers, Internet or Network Activity Data, and Geo-location Information sections of the above chart) to social media platforms, analytics providers, and advertising companies, and this may be treated as a “sale” under certain laws. See How can you control your data?

Data Retention: We keep your data for as long as we need to in order to provide you Services and to comply with our business and legal obligations. To work out how long we need to keep your data, we consider the amount of data, the type of data, the risks that unintended use or disclosure could bring, and whether we can do what we need to by using less data, and other legal reasons. When we no longer need your data for our stated purposes, we securely delete it.

Collection of Data from Children: We recognize the importance of protecting the privacy and safety of children. Our Services are not directed towards children. We do not knowingly collect data about children under the age of 16 or minors otherwise defined in local law or regulation without verifiable parental consent. If we learn that someone under 16 has given us their data, we will use reasonable efforts to remove that data from our databases.

What data do we collect?

When you use our Services, we collect and use data.

We collect this data in four main ways:

You give us data when using our Services (such as your name or email).

Data is collected automatically as you use our Services (such as your IP address).

We obtain data about you from other parties to help run our Services.

We use or combine the data we get to infer things about you (such as, what appears to interest you).

We collect the data needed for our legitimate purposes.

How do we use your data?

We use your data to serve you and operate our business.

Depending on the Services you use and the choices you make, we will use your data to:

Provide our Services and carry out your requests.

Improve and promote the Services of us and others.

Operate and secure our business.

How do we use cookies?

Cookies are small text files and are widely used when you visit websites. We use cookies and other similar tools on our websites. They help us to see returning visitors, store data for later use, and target our advertising.

You can adjust the settings in your browser to stop the use of cookies, but some of our Services may not work if you do so. To learn more about the cookies we use and why we use them, please read our Cookie Policy.

When do we share data with others?

To offer our Services and run our business, we must share some data.

We may share data with third parties to provide our Services. For example, with the partners whose products you have selected.

We may share data with third parties whose services we use to run our business. For example, we pay for a third party to host our databases for us.

We may share data with third parties to comply with the law and defend our interests, and those of our partners. For example, we share data with lawyers, external advisors, and other professionals.

No mobile opt in or text message consent will be shared with third parties or affiliates.

We might also share your data with third parties when:

Buying and selling assets: Sometimes we may need to share your data with a party that wants to buy our company or an asset that we own, or when we buy the assets of others. Before we do this we will make sure we appropriately safeguard your data.

Client and Partners: When we collect data on behalf of our Clients and Partners, we will share your data with them.

Service Providers: We may share your data with parties whose services we use to run our business. Where we use these third party services, our providers are not allowed to use our data for their own purposes.

Client/Partner Promotions: We may offer contests, sweepstakes, or other events with third party Clients and partners. If you enter one of these, your data will be shared with the third party. Please note that they will have their own rules for using your data and you should read their policies.

Audience Measurement: We may share your data with companies who help us to learn about who is using our Services, and how they are used.

Watching videos: With appropriate consent, we might share data about what videos you watch with other companies, like advertisers or social media sites, but only if it’s allowed by the law.

Ads and marketing: With your permission (as needed), we might share data with companies that show ads, like Google, Live Ramp, The Trade Desk, and Facebook. These companies offer services that allow us to direct advertisements to users who have shown interest in our services or other services while on the social media platform, or to groups of other users who share similar traits. To do this, we may share a unique identifier, such as hashed or encrypted email address, with these platform providers or they may collect information from our Services through a pixel (or other method, such as API or a file upload), in order to direct targeted advertising to you or to “look-a-like” audiences, on the social media platform. These advertisements are governed by the privacy policies of those social media companies that provide them. If you do not want to receive targeted ads on your social networks, you may be able to adjust your advertising preferences through your settings on those networks.

We also help our clients, partners, and other brands advertise their products, so you might see their messages on our sites or other places online.

Legal requirement: We may share your data with others, if we believe the law says we have to do it, or if the government asks for it. We also need to protect our rights and the rights of our clients and partners, so we might also share your data to get advice from lawyers and experts.

Emergencies: If we believe someone is in danger, we reserve the right to share data to help protect them.

Other people and messages: When you agree, some Services might share your data with other companies that want to send you messages about their services. They might contact you by email, phone, mail, or other ways. Please note that they have their own privacy rules too.

When you provide feedback or post user content on or off our Services, for example you post a review or engage on our social media sites, your personal information may be displayed in connection with our Services or on our social media pages. We may tag your social media account or the social media account of others based on your interaction with us.

Anonymous data: We create and share general data about our consumers - you cannot be singled out within this data.

Data transfer

Passport Heavy has offices in different countries and we share data between and among them. This means that your data may be stored and used in another country. When this happens, we use legal controls to help ensure your data is treated in keeping with the rules of the country it was collected. However, your data may also be subject to the local laws of the country in which we are using it. This may mean that courts, the police, or other agencies may be able to access it, if their law permits.

Please note: we only share sensitive data when providing you with Services and for other purposes permitted by law.

Social features

Some of our Services let you use “Social Features” that are offered by third parties. For example, you may be able to ‘like’ or ‘share’ things on Facebook / Instagram, Google / YouTube, Linked In, Snapchat, Tik Tok, and X. To use these features you may need to have an account with the provider, and you should make sure you understand their privacy practices.

If you choose to use Social Features on our Services or access our Services from Social Features, both we and the provider may have access to data about your use. If you are logged in to a provider’s services, they may be able to connect your visit with other personal data they hold about you. We (and others) may use this data to place ads based on your interests on these providers’ services. In addition, we may ask you if we can access and collect data from your accounts, and post content to your contacts for you.

In addition, we may ask you if we can access and collect data from your accounts. Any data collected by using an email plugin to a user’s email account will only be used in accordance with the email provider’s usage policies. In particular, with your consent, our use of the Gmail API feature will be used in accordance with Google’s user data policy and we will use this data only to provide or improve our app’s functionality.

When you link a Social Feature provider with an account for one of our Services, you grant us access to certain data about you to provide content and services. This access is governed by the privacy policy and choices you make with that provider.

Our Use of Artificial Intelligence

We use artificial intelligence and machine learning for various purposes to deliver and improve our Services and the Services of our Clients and Partners. We may use your personal data for the following types of purposes and activities:

To build, train, and augment models which help us understand your likely interests and those of other consumers.

To enhance your experience while using our Services such as determining the sort order of content and products you see and to summarize content and offers on our Services.

To interact with you, answer your questions and help you through our chatbot(s) and virtual agent(s)/assistant(s).

To personalize your experience on our site(s) such as suggesting personalized content, products and offers, providing destinations and activity recommendations based on your searches, profile and/or preferences, making it easier for you to interact with our call center agents, and any other customizations we may make available based on your interactions with us.

To screen the reviews and feedback you share with us to ensure they meet our acceptable use standards.

To keep our Services safe by preventing and detecting dangerous activity, including any breach of our terms and conditions or other fraudulent activities. To detect anomalies, for example, finding elements that don’t match an existing trend and any other uses that maintain and improve our security program.

To improve our efficiency and productivity, for example, tools that generate any kind of new content or create summaries/documentation from existing files.

To analyze and help resolve claims, complaints, disputes, payment settlements.

We do not engage in automated decision making that involves a decision with legal or similarly significant effects solely based on automated processing of personal data.

Why we can use your data

To collect and use your data, we must have a valid reason.

These reasons vary based on what we are doing but they will normally be because:

you have given us your consent to use your data.

we need fulfill a contract we have with you or take steps towards forming a contract,

it is our legal duty to use your data in certain ways, or

using your data for certain reasons is legitimate.

How long do we keep your data?

We keep your data for as long as it is needed to provide you with our Services.

To determine how long we need to keep your data, we consider:

the amount of data,

the type of data,

the risks that unintended use or disclosure could bring, and

whether we can do what we need to by using less data.

In addition, we may also keep and use your data for as long as it is needed for legal or contractual reasons, dispute resolution, fraud prevention, and security.

How do we keep your data safe?

We take the protection of your data very seriously.

We maintain reasonable administrative, technical and physical safeguards to help keep your data safe. However, there is always some risk when storing data or sending it over the internet. As such, we cannot guarantee the security of your data, and you should know that sharing it is done at your own risk.

To the extent we store and use de-identified data, we will not attempt to reidentify the data unless permitted by law.

How can you control your data?

You can make certain choices about the way we collect, use, store, and share your data.

Sometimes these choices apply to everyone who uses a Service (for example, anyone who gets a newsletter from us can opt-out of future emails); other times these choices only apply to those covered by a certain privacy law.

We manage all of the requests raised to us as the law requires. This means there may be legal reasons why we cannot complete all requests.

Please note: we may need proof of your identity before we can start your request.

To make these choices you should use the links to the forms below to submit a request.

Region and Service specific notices

For additional region-specific or Service specific information about our privacy practices and additional rights you may have, please contact us using the details in the “How can you contact us?” section.

Complaints

We would appreciate it if you gave us a chance to address any complaints you may have. You can use the details below to submit a complaint and you may also be able to raise a complaint with your local regulator.

How can you contact us?

Contact us using the details below if you have any questions about this Policy, or would like to make a complaint.

Email: info@passportheavy.com

Mail: Passport Heavy, 904 S Roselle Rd, PMB# 400 Schaumburg Illinois 60193 (Attn: Privacy Officer)

Changes to this Policy

Sometimes we need to make changes to how we collect, use, and protect your data. When we do, we will let you know by updating this policy. If the changes we make are important, we’ll also post a special notice on our website. We encourage you to periodically review this page for the latest information on our privacy practices.

Any changes will usually only affect the data we collect after the new policy has been published. Any data we collected before the changes will still be covered by the old policy.

We will also let you know when we last made these changes by publishing the date we last changed it.

Passport Heavy is committed to building inclusive digital products. For questions about accessibility, requests for accommodations, previous versions of this policy or to submit an accessibility issue, contact us.

Last Updated: 10/7/2025