Passport and Document Security
Passport copies, original passports, financial records, invitation letters, and visa documents contain sensitive information. This policy explains how China Visa Depot limits collection, controls access, records physical custody, plans courier returns, and deletes working files when the service is finished.
China Visa Depot provides private visa assistance and is independent of the Chinese Consulate. You can also apply directly through the official visa system.
Approved intake
Sensitive records use the transfer method confirmed for the case.
Limited access
Access is restricted to people working on the authorized service.
Recorded custody
Original documents and physical handoffs are documented.
Planned deletion
Working document copies are not kept indefinitely.
Start with non-sensitive case details
Use the general contact form to tell us your visa purpose, nationality, residence area, travel window, and current application stage. Do not include a passport number, passport image, bank statement, birth certificate, account password, or original document in an initial inquiry.
If documents are needed, China Visa Depot identifies the requested files, why they are needed, and the approved transfer method. Send only the requested pages. Remove unrelated account activity or identifiers when the complete record is unnecessary.
Before sending an original passport: obtain written confirmation of service availability, the exact receiving address, the recipient, the items expected, fees, and the planned return method.
How sensitive records are handled
Our controls follow a simple rule: collect only what the service needs, limit who can use it, protect it while it is in our care, and remove it when the business need ends.
Purpose-limited collection
We request documents connected to the selected service or an official application requirement. We do not request Social Security numbers or payment-account credentials for a routine visa review.
Case-based organization
Received files are associated with the customer's case so staff can distinguish them from other applications and avoid unnecessary duplication.
Restricted access
Access is limited to assigned staff and the outside parties needed for the authorized application, submission, pickup, or return task.
No unrelated use
Customer records are not used for demonstrations, public examples, staff training images, or marketing. Sample and blank records are used instead.
Controlled sharing
Documents may be shared with the selected Chinese authority, an agreed carrier, or a service provider supporting the requested work. We do not sell passport information.
Account separation
Customers should keep their own login credentials. We do not ask for an email password, bank password, or unrelated account access.
These principles reflect the FTC’s guidance to collect only what is needed, limit access, protect retained information, and dispose of it securely.
A traceable physical custody process
Confirm the transfer
The expected sender, receiving address, recipient, case reference, documents, and return plan are agreed before intake.
Record what arrives
The intake record identifies the original items, visible condition, delivery method, date, and person who received them.
Restrict physical access
Passports, pickup slips, and paper records are kept in a restricted-access storage location whenever they are not being actively handled.
Log each handoff
Movement to the Consulate, receipt of the pickup slip, collection, and transfer for customer return are recorded against the case.
Verify before return
The passport identity, returned items, delivery address, and authorized recipient are checked before the next handoff.
Keep your passport until requested
Do not send the original while an application is still in the online review stage. Follow the official account status and the agreed private-service instructions.
Protect the pickup slip
The slip connects the submitted passport to collection. We treat it as a controlled case record and restrict who may possess or present it.
From first request to final deletion
Each stage has a defined customer action and handling control.
1
Request
We identify the service and the minimum records needed.
2
Receive
Return to your account and respond to any requests for corrections or additional documents.
3
Use
Assigned staff use the records for the approved review or logistics task.
4
Return
Originals are handed back or sent through the agreed tracked route.
5
Delete
Working copies are removed from active systems under the retention schedule.
Courier and delivery controls
A private shipment to or from China Visa Depot is separate from delivery to the Chinese Consulate. The Consulate’s current Los Angeles instructions state that it does not provide mail service.
- Verify the destinationConfirm the complete address, recipient, phone number, and any delivery restrictions.
- Use a trackable serviceThe carrier and tracking number are recorded and shared for the agreed route.
- Choose delivery optionsSignature, declared value, insurance, and service speed are agreed when available and appropriate.
- Plan for exceptionsThe customer provides a reachable contact and follows the agreed process for delays, failed delivery, damage, or loss.
Retention, deletion, and paper disposal
Working passport images and supporting-document copies are scheduled for deletion from active systems within 30 days after the service is completed or canceled. A customer may request earlier deletion when the file is no longer required for an active service.
Digital working files
Deleted from active case folders under the schedule. Residual backup copies may remain until the normal backup cycle replaces them.
Original documents
Returned to the authorized recipient. Originals are not intentionally destroyed as part of ordinary service.
Unneeded paper copies
Cross-cut shredded or placed with a secure document-destruction provider rather than discarded as readable paper.
Required exceptions
A record may be kept longer when required by law, a court order, a payment dispute, fraud review, or another active legal obligation.
Minimal transaction and communication records may be retained for accounting, dispute, and legal purposes without keeping full passport images when they are not needed.
Retention, deletion, and paper disposal
You may ask what records we have for your case, request a correction, ask for deletion, update a return recipient, or report a suspected loss or disclosure.
For a security concern, include your name, case reference if available, the affected document, what happened, and a safe way to contact you. Do not resend the passport image in the incident message.
Passport and document security contact
Use the subject line Document Security so the request can be routed correctly.
Passport and document security FAQ
Should I send a passport image through the contact form?
No. Use the contact form only for non-sensitive details such as your visa purpose, residence area, travel window, and application stage. Wait for written intake instructions before sending passport images or supporting records.
Who may access my documents?
Access is limited to team members assigned to the service and to outside parties needed to complete the authorized task, such as the Chinese Consulate or an agreed courier. Access does not authorize unrelated use.
How are original passports stored?
When China Visa Depot accepts an original passport, it is recorded at intake and kept in a restricted-access storage location when it is not being actively handled. Each later handoff should be documented.
How is a passport returned?
The return address, recipient, carrier, tracking, delivery confirmation, and any signature or insurance choice are agreed before shipment. Customers should check tracking and be available for the selected delivery method.
How long are passport copies kept?
Working passport images and supporting-document copies are scheduled for deletion from active systems within 30 days after the service is completed or canceled, unless a shorter period is requested or a longer period is required by law or an active dispute.
Can I ask for my files to be deleted sooner?
Yes. Contact China Visa Depot and identify the case and files. We will delete files that are no longer needed for the service and explain any legal or active-case reason that prevents immediate deletion.
Does this policy guarantee that no security incident can occur?
No system or courier route can eliminate every risk. This policy explains the controls used to reduce risk and the steps customers can take. Report a missing document, unexpected message, or suspected disclosure immediately.
Review the process before sharing documents
Privacy Policy
Read how personal information is collected, used, and disclosed.
Ask before sending sensitive records
Start with non-sensitive case details. We will explain the next step and the document transfer method for the service.
