What happens to your documents.

This policy describes how Medica Study Advisor — "Medica", "we", "us" — handles personal information. It applies to this website, to the enquiry and free-assessment forms on it, and to every student file we open.

An education consultancy sees more sensitive material than most businesses: passports, immigration history, school transcripts, bank statements, loan sanction letters and sponsor affidavits. We have written this policy on the assumption that you would like to know exactly where each of those goes, so it names the parties rather than hiding them behind the phrase "trusted partners".

We do not sell personal information. We do not trade or rent mailing lists, we run no advertising network on this site, and we do not pass your details to another consultancy, lender or agent for their own use.

01Who is responsible for your information

Medica Study Advisor is the controller of the information described here. We are based in Medica Study Advisor, Lahore, Pakistan.

Data protection questions, access requests and complaints go to info@medicastudyadvisor.com. A named privacy lead reads that address; requests are not handled by an automated system.

Wherever you are, the standard described below is the one we apply.

02What we collect

We collect only what an application or a visa filing actually requires. In practice that falls into six groups.

• Identity and contact details — your name, date of birth, nationality, postal address, phone number and email address. Where a parent, guardian or sponsor is funding the education, the same details for them, given with their knowledge.
• Academic records — transcripts, mark sheets, degree and completion certificates, backlog history, gaps in study or work, and the results of English and standardised tests such as IELTS, PTE Academic, TOEFL iBT, Duolingo, GRE and GMAT.
• Immigration information — the biographical page of your passport, previous visas, travel history, and any previous refusal together with the refusal notice itself. We do not collect or store biometrics; those are taken by the visa authority or its appointed application centre, never by us.
• Financial information — bank statements, fixed deposit and loan sanction letters, sponsor affidavits and income evidence, blocked-account or GIC confirmations, proof of tuition deposits and scholarship correspondence.
• Correspondence — emails, WhatsApp messages, call notes and the written evaluation itself, so that any advisor picking up your file can see what you were told and when.
• Information you give us voluntarily — anything you add in the notes field of a form, including health or accessibility needs you want an institution to know about. We treat that category as sensitive and act on it only with your explicit instruction.

03Why we hold it, and on what legal basis

Every field we collect maps to a purpose. If a purpose ends, the data supporting it is deleted on the schedule set out below rather than kept in case it becomes useful.

04Who else sees it

Your file is shared only where an application cannot proceed without it, and only with the parties below. Before anything is sent to an institution or a visa authority, you see and approve the pack that is going.

• Universities, colleges and their admissions systems — the institutions on the shortlist you approve, together with the application portals and centralised systems they use, such as UCAS in the United Kingdom or an institution's own applicant platform.
• Visa authorities and their appointed application centres — the immigration authority of the destination country, and the commercial partners it appoints to collect applications and biometrics, such as VFS Global or TLScontact. What is submitted is submitted in your name and with your authorisation.
• Financial providers, where you ask us to help arrange them — blocked-account and GIC providers, and lenders you have asked us to liaise with.
• Licensed professional advisers — where a matter needs a licensed immigration practitioner we refer you, and only the part of the file that the review requires is disclosed.
• Our service providers — the email, document storage and case-management systems that run the practice. They act on our written instructions only, may not use your information for their own purposes, and are contractually bound to the standards in this policy.
• Authorities and regulators — where the law requires disclosure, or where a fraud or misrepresentation investigation formally requires it.

05What we will not do with it

We do not sell, rent or trade personal information, and we never pass your details to another agent, consultancy, lender, coaching centre or accommodation provider so that they can approach you.

We do not use your file to train machine-learning models, and we do not paste student documents into third-party generative tools. Statements of purpose are developed with you across drafts; they are not generated, and your transcript is not fed to a system we do not control.

We do not send marketing you did not ask for. Opening a file does not put you on a mailing list.

06Sending your information abroad

Applying to study abroad necessarily means sending information abroad. A UK application reaches a UK institution; a Canadian study permit reaches IRCC in Canada. That transfer is inherent in the service you have asked for, and we make it only for the destinations on the shortlist you approved.

Where a service provider stores data outside the country you are in, we require a written data processing agreement and an appropriate transfer mechanism — standard contractual clauses or their local equivalent — before any file is placed on that system.

07How long we keep it

Retention is scheduled, automated where possible, and audited annually. When a period ends, records are deleted or securely destroyed rather than archived indefinitely.

08How it is protected

Files are held in access-controlled systems with multi-factor authentication. Access is granted per file rather than per office: the advisor handling your application, their supervisor and the compliance reviewer can open it, and nobody else in the firm can.

Documents are transmitted through our own secure upload rather than as email attachments wherever the receiving party allows it. Where a visa authority or institution requires a specific channel, we use that channel and no other.

Paper documents brought into an office are scanned and returned to you at the end of the appointment. We do not retain originals.

If a breach occurs that is likely to affect you, we will tell you directly and promptly, describe what happened and what we are doing about it, and notify the relevant authority within the period its law requires.

09Your rights over your information

Depending on where you are and where your file is sent, these rights arise under the data-protection law of Pakistan or of the destination country, including the UK and EU General Data Protection Regulation. Rather than apply the weakest standard available to us, we extend the following to every student regardless of which law governs their file.

• Ask what we hold — we will send you a copy of your file, and a summary of who it has been disclosed to, within 30 days and at no charge.
• Correct anything inaccurate — and we would rather you did so immediately. An error in a name or a date propagates into an application and then into a visa file, where it becomes expensive.
• Ask us to delete it — we will, except where a record must be retained for the statutory periods in the retention schedule above, in which case we will tell you which record and for how long.
• Ask us to stop or restrict a particular use, including while a dispute about accuracy is resolved.
• Object to processing we have justified by legitimate interest.
• Receive your file in a portable, machine-readable format, or have it sent to another adviser you have appointed.
• Withdraw consent at any time where consent was the basis — for example, for updates or reminders. Withdrawal is acted on within 72 hours and does not affect anything done before it.
• Complain to your data protection authority. We would ask you to raise it with us first, but that request does not limit your right to go directly to the regulator.

10Students under eighteen

Many applicants are seventeen when they first contact us. Where a student is under the age of majority in the country they live in, we require a parent or guardian to be copied on the engagement and to confirm their consent before we open a file, and we address material terms — cost, timelines, realistic outcomes — to them as well as to the student.

We do not profile children, we do not market to them, and we do not process a minor's data for any purpose other than the application they have asked us to advise on.

11Cookies and what this website stores

This site sets no advertising cookies, no analytics cookies and no third-party trackers. There is no cookie banner because there is nothing to consent to.

Our hosting provider keeps standard server logs — IP address, timestamp, page requested — for a short period for security and fault diagnosis. Those logs are not combined with your enquiry or used to build a profile of you.

12Changes to this policy

This policy was last reviewed in September 2026. When we change it materially we update that date and, where the change affects how an open file is handled, we write to the students concerned rather than relying on you to re-read the page.

13How to reach us about your data

Write to info@medicastudyadvisor.com with the subject line "Data request". Call or WhatsApp us during office hours (Mon–Sat, 10:00–18:00 PKT) if you would rather talk it through first.

Please tell us what you want — a copy, a correction, a deletion — and enough detail to identify your file. We may ask you to confirm your identity before releasing anything, which protects you rather than us.