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CONSENT TO PERSONAL DATA PROCESSING

CONSENT TO PERSONAL DATA PROCESSING

I hereby give my consent to the processing of my personal data

1.By checking 'I hereby give my consent to the processing of my personal data' box, a natural person confirms that he/she is acting without compulsion, of his/her own free will and in his/her interests, and gives his/her consent to Scantravel OÜ (hereinafter referred to as the Operator) to the processing ofhis/her personal data. Personal data is not publicly available.
The consent applies to:

  • full name;
  • address;
  • e-mail;
  • contact phone number;
  • date or place of birth;
  • photos;
  • personal website or social media links;
  • profession, education, income;
  • marital status;
  • e-mail client data;
  • browser data;
  • information on link clicks in e-mails;
  • location information;
  • IP addresses of the email recipient.
  • other personal data.
  1. The natural person consents that his/her personal data may be used solely for the purposes of processing and storing all of the above data on electronic media and confirms that he/she is aware of the Personal Data Processing Policy.
  2. Personal data may be processed for the purpose, inter alia, of informing about upcoming events and news, promotions and services of the Operator.
  3. The natural person also hereby consents that his/her personal data may be collected, stored, systematised, updated, used (including transferred to third parties for information exchange), as well as to performance of any other actions required to provide services and perform the contract concluded with you for issuing invitations and visas for entry and stay in the Russian Federation.
  4. The natural person has been informed that the Operator guarantees the processing of his/her personal data in accordance with the applicable laws of the European Union. There is no time limit on the validity of this consent. This consent may be revoked at any time upon his/her written request.
  5. The natural person confirms that all the data stated in the application form in good faith are true, correct and complete. The natural person is aware that false data or concealment of data may lead to the refusal or cancellation of a visa already granted and may also render him/her liable to administrative* or criminal prosecution under the Russian legislation.
  6. The natural person agrees with the automated processing, transmission and storage of the data indicated in the application form for the purposes of production, execution of visa support (invitation) for the issuance of the Russian visa.
  7. The natural person confirms that he/she is aware of the provisions in the Russian legislation stipulating responsibility for violation of the rules of residence in the Russian Federation*.
  8. The Operator guarantees that the invitations it issues are up-to-date and drafted in accordance with the current Russian legislation and meet all regulations and requirements.
  9. The natural person has been informed that the final decision to issue or refuse a Russian visa lies with the respective Russian diplomatic missions and consular institutions.
  10. If the Russian consular institution refuses to issue the visa to the Natural Person, the Operator shall not bear any financial, material, moral or any other responsibility for the costs incurred (such as train or air tickets, etc.), financial losses or losses of goodwill of the Natural Person. The refund of the money paid for the visa support (invitation) and insurance policy is considered individually.

Address:
Scantravel OÜ (reg.nr. 12063112)
Address: ad. Lakitn 32-214, Tallinn, 12915
email:
visa@scan.travel

 

*Code of Administrative Offences of the Russian Federation>Section II of the Code of Administrative Offences of the Russian Federation. SPECIAL PART>Chapter 18 of the Code of Administrative Offences of the Russian Federation. ADMINISTRATIVE OFFENSES RELATING TO THE PROTECTION OF THE STATE BORDER OF THE RUSSIAN FEDERATION AND COMPLIANCE WITH THE RULES OF STAY OF FOREIGN NATIONALS OR STATELESS PERSONS IN THE RUSSIAN FEDERATION>Article 18.8. Violation of the rules of entry into the Russian Federation or the rules of stay (residence) in the Russian Federation by a foreign national or stateless person

  1. Violation by a foreign national or stateless person of the rules of entry into the Russian Federation or the rules of stay (residence) in the Russian Federation, represented in violation of the prescribed rules of entry into the Russian Federation, in violation of the rules of migration registration, movement or choice of place of stay or residence procedure, in violation of the rules of transit through the Russian Federation, in failure to fulfil the obligations to notify the confirmation of their residence in the Russian Federation in cases specified by federal law, - shall entail the imposition of an administrative fine in the amount of two thousand to five thousand rubles with or without administrative expulsion from the Russian Federation.

1.1. Violation by a foreign national or stateless person of the rules of stay (residence) in the Russian Federation, represented in the absence of documents confirming the right to stay (residence) in the Russian Federation or, if such documents are lost, in failure to apply for their loss to the appropriate authority or in evasion of leaving the Russian Federation after a certain period of stay expires, if these actions have no signs of criminal offences, - shall entail the imposition of an administrative fine in the amount of two thousand to five thousand rubles with administrative expulsion from the Russian Federation.

  1. Violation by a foreign national or stateless person of the rules of entry into the Russian Federation or the rules of stay (residence) in the Russian Federation, represented in the non-compliance of the activities or occupation actually carried out during his/her stay (residence) in the Russian Federation with the declared purpose of entry into the Russian Federation - shall entail the imposition of an administrative fine in the amount of two thousand to five thousand rubles with or without administrative expulsion from the Russian Federation.
  1. Violations provided for by parts 1 and 2 hereof, committed in federal cities Moscow or Saint Petersburg, in Moscow Region or Leningrad Region, - shall entail the imposition of an administrative fine in the amount of five thousand to seven thousand rubles with or without administrative expulsion from the Russian Federation.

3.1. Violations provided for by part 1.1, committed in federal cities Moscow or Saint Petersburg, in Moscow Region or Leningrad Region, - shall entail the imposition of an administrative fine in the amount of five thousand to seven thousand rubles with administrative expulsion from the Russian Federation.

  1. An administrative offence stipulated by parts 1 and 2 hereof, committed by a foreign national or stateless person twice within one year, - shall entail the imposition of an administrative fine in the amount of five thousand to seven thousand rubles with administrative expulsion from the Russian Federation.
  1. An administrative offence stipulated by part 3 hereof, committed by a foreign national or stateless person twice within one year, - shall entail the imposition of an administrative fine in the amount of seven thousand to ten thousand rubles with administrative expulsion from the Russian Federation.

Note. Foreign nationals and stateless persons prosecuted for an administrative offence under part 4 hereof are not subject to administrative expulsion from the Russian Federation by controlled independent departure from the Russian Federation.

COMMENTS ON ARTICLE 18.8 OF THE CODE OF ADMINISTRATIVE OFFENSES OF THE RUSSIAN FEDERATION

  1. Article 62 of the Constitution of the Russian Federation states that foreign nationals and stateless persons in the Russian Federation enjoy the same rights and bear the same responsibilities as Russian citizens, except in cases established by federal law or an international treaty of the Russian Federation. Article 2.6 of the Code stipulates that foreign nationals and stateless persons in the Russian Federation are subject to the same administrative liability as Russian citizens (special rules apply only to persons enjoying relevant privileges and immunities). Special rules of stay and registration of foreign nationals in the Russian Federation may be stipulated by an international treaty concluded by the Russian Federation.
  1. There are some obligatory rules for foreign nationals and stateless persons in order to maintain public order and to create appropriate conditions for their stay in the Russian Federation and for their transit through the Russian Federation. The main regulations setting out these rules are: Federal Law No. 115-ФЗ On the Legal Status of Foreign Nationals in the Russian Federation dated 25 July 2002 (as amended and supplemented) and Federal Law No. 114-ФЗ On the Procedure for Exit from the Russian Federation and Entry into the Russian Federation dated 15 August 1996 (as amended and supplemented).
  1. The object of the offence is the prescribed order of administration consisting of the rules of stay of foreign nationals and stateless persons in the Russian Federation, public order, as well as the security of a person, society and the state.
  1. The objective side of the offence under part 1 of the commented article consists of the following actions (inaction): violation of the prescribed rules for entry into the Russian Federation; residence without documents confirming the right to residence in Russia; residence with invalid documents; loss of documents confirming the right to residence without applying for their loss; non-compliance with the prescribed rules of migration registration, registration procedures or movement or choice of residence procedure; evasion of departure after the expiration of the period of stay determined for this person; non-compliance with the rules of transit through the Russian Federation.
  1. Federal Law No. 115-ФЗ On the Legal Status of Foreign Nationals in the Russian Federation dated 25 July 2002 sets out the conditions and procedure for temporary stay, temporary and permanent residence and registration of foreign nationals and stateless persons in the Russian Federation and the movement of these persons within Russia. There is a possibility of forced expulsion (deportation) of these persons in case of loss or termination of the legal grounds for their further stay (residence) in Russia, as well as bringing these persons to responsibility established by law. The specific type of this responsibility is the sanctions of this article and other articles of this Code.
  1. Chapter V of the Federal Law On the Legal Status of Foreign Nationals in the Russian Federation states that migration registration of foreign nationals and stateless persons is performed in accordance with the federal law on migration registration. Federal Law No. 109-ФЗ On Migration Registration of Foreign Nationals and Stateless Persons in the Russian Federation dated 18 July 2006 came into force on 15 January 2007.

In accordance with this Law, Decree No. 9 of the Government of the Russian Federation dated 15 January 2007 approved the Rules for Migration Registration of Foreign Nationals and Stateless Persons in the Russian Federation (as amended and supplemented).

  1. Federal Law No. 114-ФЗ On the Procedure for Exit from the Russian Federation and Entry into the Russian Federation dated 15 August 1996 stipulates that foreign nationals and stateless persons must obtain and fill in a migration card when entering the Russian Federation and return it at the border checkpoint when leaving Russia (Art. 25.9). The grounds for holding such a person liable are set out in Article 25.10 of the said Law. Foreign nationals and stateless persons legally staying in Russia may move around the Russian Federation and choose their place of residence in the Russian Federation in accordance with the procedure established by Russian law. The general rule is that foreign nationals may move freely within the territory of the Russian Federation that is open to visits by foreign nationals.

A foreign national (or a stateless person) temporarily residing in Russia may neither change his/her place of residence within the constituent entity of the Russian Federation where his/her temporary residence is permitted, nor choose a place of residence outside the said constituent entity on his/her own will (Article 11 of Federal Law No. 115-ФЗ dated 25 July 2002).

  1. Transit travel through the Russian Federation usually takes place without the right to stop and is allowed against presentation of a Russian transit visa, a visa to enter the state contiguous with the Russian Federation on the route of proceeding or a visa of the state of destination, as well as travel tickets valid for departure or a confirmed guarantee of their purchase at the transfer point in the Russian Federation (see Articles 25.7, 29, etc. of Federal Law No. 114-ФЗ dated 15 August 1996).

A foreign national or stateless person may transit through the Russian Federation without a visa if: 1) he/she is making a non-stop flight through the Russian Federation; 2) he/she is travelling by an international airline with a transfer at a Russian airport and has a duly executed document confirming his/her right to enter the country of destination and a ticket with a confirmed date of departure from the Russian airport of transfer within 24 hours of arrival, except for a forced stopover (natural disasters, need for repairs of the transport, illness, etc.). In the case of a forced stopover, the migration control and supervision authority at the place of the forced stopover registers the stay in the Russian Federation and extend the validity of the Russian transit visa upon the application of the foreign national or stateless person; 3) he/she resides in a state that has a corresponding international treaty with the Russian Federation.

  1. The objective side of the offence under part 2 of this article consists of the non-compliance of the activities or occupation actually carried out by the foreign national or stateless person during his/her stay and residence in Russia with the declared purpose of entry into the Russian Federation.
  1. The subject of the offence may be a foreign national or stateless person over 16 years of age.
  1. The subjective side of the administrative offence under consideration is expressed in the form of both intent and negligence.
  1. Administrative offence cases are considered by officials of bodies authorised to exercise migration control and supervision (Art. 23.67), as well as by district court judges, taking into account the possible imposition of administrative expulsion from the Russian Federation (parts 2 and 3 of Art. 23.1).

Administrative offence reports are drawn up by officials of bodies authorised to exercise migration control and supervision (part 1 of Art. 28.3), as well as by internal affairs bodies (police) (paragraph 1, part 2, Art. 28.3).

 

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Privacy Policy

Privacy Policy

RUSVISA.travel and KOLOBOK.online
Version 9 September 2026

This policy explains how Octagon Labs OÜ processes personal data when you visit our service, contact us, use an account or order visa invitation letters, visa application assistance, including electronic visa applications, or travel insurance. It covers customers, travellers and authorised representatives. Reading this policy or using the website does not itself give consent to optional processing.

1 Who is responsible for your data

The controller is Octagon Labs OÜ, formerly Scantravel OÜ, an Estonian company with registry code 12063112. Our address is Pärnu mnt 142, 11317 Tallinn, Estonia. For privacy questions and requests, write to info@rusvisa.travel or to our postal address. A change of company name does not create a new legal entity.

2 The data we collect and its sources

Depending on your service, we process your name, date and place of birth, nationality, contact details, passport details and copies, photograph, travel dates, itinerary, accommodation or host details, invitation information, visa application answers and supporting documents. Applications may also require employment, education, family or previous travel information. We collect only what is needed for the selected service.

We also process order and account details, correspondence, application status, invoices, payment references and transaction status. Website use may generate IP addresses, device and browser information, access times, security logs and cookie or similar identifiers, subject to the rules in section 8.

Data normally comes from you. It may also come from the traveller, a parent or other authorised representative, a booking agent or corporate customer, and service providers or authorities handling your order. If another person supplies your data, we provide the applicable privacy information within the GDPR deadlines, normally by our first communication or disclosure and no later than one month after obtaining it, unless a lawful exception applies.

If you order for another person, give them this policy and make sure you are authorised to provide their details. A representative’s agreement is not automatically valid consent on behalf of an adult traveller. For children, we verify parental or other lawful authority as needed.

3 Required information and sensitive answers

Fields needed for an application, payment or statutory record are identified when requested. Without necessary information we may be unable to accept the order, complete the application or provide the selected service. Optional marketing consent is not required to buy a service.

Do not send unrelated medical records or other sensitive information. Where a requested service requires health or other special-category data, we identify the relevant Article 9 GDPR condition before collection and obtain separate explicit consent where that is the applicable condition. Passport photographs are not automatically biometric data; they become biometric data within Article 9 when technically processed for unique identification. Criminal-conviction and offence data requires authorisation under Article 10, not merely consent; absent that authorisation, you must enter such answers directly on the official portal without sending them to us.

 

 

Why we process data and who receives it

4 Purposes and legal grounds

Application and order processing: we use the necessary identity, travel, contact and application information to assess your request, prepare documents, arrange the ordered services, communicate with you and manage payments or refunds. Where you are our contracting customer, the basis is Article 6(1)(b) GDPR, including steps you request before a contract.

Where a company or another person contracts for a traveller, Article 6(1)(b) does not automatically cover that traveller. For ordinary data, we assess Article 6(1)(f): our and the customer’s legitimate interest in arranging the authorised travel service, balanced against the traveller’s rights. We use another basis where required. Special-category data and international transfers require the additional conditions described in sections 3 and 6.

Accounting and binding legal duties: we retain required transaction records and respond to legally binding requests under Article 6(1)(c), including obligations under the Estonian Accounting Act. A foreign authority’s requirement does not by itself establish an EU legal obligation under this provision.

Security, complaints and legal claims: we use relevant account, transaction and correspondence data under Article 6(1)(f) to prevent abuse, resolve disputes and establish, exercise or defend claims. We assess necessity and balance these interests against your rights. Service improvement based on identifiable feedback is subject to the same assessment; tracking and marketing follow the consent rules below.

Optional marketing and non-essential tracking: we rely on Article 6(1)(a) consent. We request this separately and you may refuse or withdraw it. Operational messages about an order are part of providing the service. We do not treat acceptance of contract terms as permission for advertising.

5 Recipients of personal data

Access is limited to people and organisations that need the information for the relevant purpose. Depending on your order, recipients include authorised staff; hosting, IT, account-management and communications providers; payment providers, banks and accountants; invitation issuers, travel partners and insurers; visa centres, consulates and competent Russian authorities, including the Ministry of Foreign Affairs through its official visa portals; and professional advisers or authorities where disclosure is legally justified.

A provider acting only on our instructions must be bound by an appropriate data-processing agreement. Banks, insurers, invitation issuers and government bodies may instead act as independent controllers where they determine their own purposes and legal duties. Their privacy notices apply to their own processing. We disclose only the data needed for the selected service, rather than making every order available to every partner.

The insurer or invitation issuer used for your order is identified in the relevant service or order documents. You can request details of recipients and the applicable transfer safeguards at director@octagon.ink. We do not sell personal data.

 

 

International transfers and retention

6 Transfers outside the European Economic Area

Your selected service may require sending identity, passport, photograph, travel and application information to invitation issuers, insurers, visa centres or public authorities in Russia. Entering information on an official Russian visa portal is also a disclosure to the receiving authority. Other suppliers may process data outside the European Economic Area, including through remote access.

Russia is not covered by a European Commission adequacy decision. Protection and remedies may differ from those in the European Economic Area, and authorities may access data under local law. A contract for visa assistance or acceptance of this policy does not, by itself, authorise an international transfer.

Before a transfer, we identify its recipient, country and lawful mechanism. Where applicable, we use an adequacy decision or appropriate safeguards under Article 46 GDPR, such as the European Commission’s standard contractual clauses, together with an assessment of the destination and any necessary supplementary measures. We do not assume that a contract clause alone makes every transfer lawful.

Only where its specific conditions are met may a derogation under Article 49 apply. In particular, the contract-related derogations require strict necessity and an occasional transfer; they are not a blanket basis for routine outsourcing or repeated operational transfers. Where explicit consent to a particular transfer is the appropriate derogation, we first explain the recipient, data, purpose and risks arising from the absence of an adequacy decision and appropriate safeguards, and request that consent separately.

Before collecting data for a service requiring such a transfer, we provide the applicable recipient, destination and mechanism in the service-specific notice. You may request a copy or description of safeguards, with necessary redactions, using our privacy contact. If a lawful mechanism is unavailable, we do not carry out the affected transfer and explain the effect on the service. Withdrawal cannot undo data already lawfully disclosed or require a foreign authority to disregard its own retention duties.

7 How long we keep data

We keep identifiable data only while needed for its purpose. Application working files, passport copies and photographs are kept through completion of the service and any necessary correction or follow-up, then deleted unless a specific legal duty or documented dispute requires particular items. We do not keep a complete passport or application file merely because an invoice must be retained.

Account information is kept while the account is active and needed to provide access to ongoing services or documents. We review inactive accounts and remove data no longer needed. Unconverted enquiries are kept only for the period needed to answer and conclude the enquiry. Security logs are retained only for the necessary detection and investigation period; incident evidence may be isolated for longer where justified.

Accounting source documents are retained for seven years from the end of the financial year in which the transaction was recorded, subject to other applicable statutory rules. Records needed for a complaint or claim are kept for the relevant limitation period and, if a dispute arises, until its final resolution and any required enforcement period.

Marketing contact data is kept until consent is withdrawn or the purpose ends. A minimal suppression record may be retained to honour an opt-out, and proportionate consent records to demonstrate compliance. Cookie lifetimes are specified in the applicable cookie information. Deleted data remaining in restricted backups is removed through the backup lifecycle and is not restored to ordinary use without reapplying deletion requirements.

 

 

Cookies security and your rights

8 Cookies and similar technologies

Strictly necessary technologies support functions you request, such as session management, security and remembering privacy choices. Other technologies, including audience analytics, advertising pixels and cross-site tracking, require your prior consent. Declining them must not prevent access to the core service.

Before optional technologies are enabled, the cookie information must identify their providers, purposes, data, lifetimes and relevant international transfers, and offer a way to accept, reject or choose categories. Consent must be as easy to withdraw as to give. Browser controls can delete or block cookies but do not replace our obligation to obtain prior consent. If an optional technology cannot meet these requirements, it must remain disabled.

Third-party links lead to services governed by their own notices. An embedded third-party tracker or plugin is still subject to the applicable consent and disclosure rules on our website. Contact info@rusvisa.travel for information about cookies or to withdraw a consent given to us.

9 Security and automated decisions

We apply technical and organisational measures proportionate to the risks, including access restrictions, confidentiality requirements, secure handling of application documents and incident procedures. No transmission or storage method is completely risk-free. Where a breach meets the applicable notification thresholds, we notify the supervisory authority and affected people within the required periods.

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. Visa decisions are made by the competent authorities, whose own processes and privacy rules apply. If we introduce processing covered by Article 22 GDPR, we will provide the required information and safeguards before it begins.

10 Your rights and how to use them

Subject to the GDPR conditions, you may request access and a copy of your data, correction, erasure and restriction of processing. You may receive data you supplied in a structured, commonly used, machine-readable format and request its transfer to another controller where processing is automated and based on consent or a contract.

You may object on grounds relating to your situation to processing based on legitimate interests. We then stop unless the GDPR permits continuation, including for overriding compelling grounds or legal claims. You may object to direct marketing at any time, including related profiling, and we will stop that processing.

You may withdraw consent at any time by writing to director@octagon.ink or using the relevant withdrawal control. This does not affect the lawfulness of earlier processing. Where the withdrawn consent is necessary for a particular optional or sensitive-data service, we explain which part can no longer be performed.

Send requests to info@rusvisa.travel. We may ask for proportionate information to verify identity. We respond without undue delay and normally within one month; where legally justified, we may extend by up to two further months and explain why within the first month. Requests are normally free of charge. Refusal or a reasonable fee is possible only in the circumstances permitted by the GDPR.

You may complain to the Estonian Data Protection Inspectorate, Andmekaitse Inspektsioon, at info@aki.ee, Tatari 39, 10134 Tallinn, Estonia, or through www.aki.ee. You may also complain to a competent authority in the EU/EEA country of your habitual residence, place of work or the alleged infringement, and seek a judicial remedy.

11 Changes to this policy

We publish the current version with its revision date and bring material changes to your attention as appropriate. A policy update does not replace consent where new consent is required. This policy is governed by the GDPR and applicable Estonian law without limiting mandatory rights available to you.