Privacy Policy

1. Who this policy applies to

This Privacy Policy applies to personal information handled by Okapi Migration Services in connection with this website, enquiries, appointment requests, consultations, migration assistance and related client communications.

Okapi Migration Services is operated through a Registered Migration Agent, MARN 1571548.

2. Types of information we may collect

Depending on your enquiry or matter, Okapi may collect personal information including:

• Your name, contact details and preferred contact method.
• Your current location, nationality, visa status and migration history.
• Information about your family, sponsor, partner, dependants or supporting relatives.
• Identity documents, passports, visa documents and Department correspondence.
• Education, employment, financial and relationship evidence where relevant.
• Information about refusals, cancellations, tribunal reviews, deadlines or compliance issues.
• Sensitive information where relevant to your matter, such as health, character, family circumstances, humanitarian background or protection-related information.
• Payment and billing information where a consultation or professional service is arranged.

3. How we collect information

Okapi may collect information when you contact us by email, phone, website enquiry, appointment request, video consultation, document upload, client portal, in-person communication or other written communication.

Where possible, information is collected directly from you. In some matters, information may also be provided by a sponsor, partner, family member, authorised representative, interpreter, support person or relevant organisation involved in your matter.

4. Why we collect and use your information

Okapi collects and uses personal information for purposes including:

• Responding to enquiries and appointment requests.
• Assessing whether Okapi can assist with your matter.
• Providing migration advice, application support or application review.
• Preparing, reviewing or lodging visa, review or related migration documents.
• Communicating with you about your matter.
• Managing invoices, payments, records and client administration.
• Complying with professional, legal, regulatory and record-keeping obligations.
• Improving website content, services and client communications.

5. Disclosure of information

Okapi may disclose personal information where necessary to manage your matter, provide services or comply with legal obligations. This may include disclosure to:

• The Department of Home Affairs or other Australian Government bodies.
• The Administrative Review Tribunal, courts or other decision-making bodies where relevant.
• Skills assessment authorities, education providers, employers or other relevant organisations.
• Interpreters, translators, professional advisers, administrative support providers or IT service providers.
• Payment processors, booking systems, website platforms, cloud storage systems or email service providers.
• Other parties where you have authorised disclosure or where disclosure is required or permitted by law.

Okapi does not sell your personal information.

6. Overseas disclosure and online systems

Some technology providers, website platforms, email systems, booking tools, cloud storage services or payment providers may store or process information outside Australia. Where this occurs, Okapi takes reasonable steps to use reputable service providers and protect personal information appropriately.

If your migration matter involves people, documents or organisations outside Australia, relevant information may need to be communicated overseas to properly manage your matter.

7. Website data and cookies

This website may collect basic technical information such as browser type, device information, pages visited, referring pages and general usage information. Cookies or similar technologies may be used to support website functionality, analytics, security and user experience.

You can usually control cookies through your browser settings. Disabling cookies may affect some website functions.

8. Security of personal information

Okapi takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps may include access controls, secure email practices, password protection, document management systems, restricted access to client files and use of reputable technology providers.

No online communication or storage method is completely risk-free. Please avoid sending unnecessary sensitive documents unless Okapi has asked for them.

9. Retention of information

Okapi retains personal information for as long as reasonably necessary for the purpose for which it was collected, to manage client records, comply with professional or legal obligations, resolve disputes and maintain appropriate business records.

When information is no longer required, Okapi will take reasonable steps to securely delete, destroy or de-identify it, subject to any legal or professional record-keeping obligations.

10. Access and correction

You may contact Okapi to request access to personal information held about you or to request correction if you believe the information is inaccurate, incomplete, outdated or misleading.

Okapi may need to verify your identity before responding to an access or correction request. In some circumstances, access may be refused where permitted by law.

11. Complaints and privacy concerns

If you have a privacy concern or complaint, please contact Okapi first so the issue can be reviewed and addressed.

You can contact Okapi by email at info@okapimigration.com or by phone on +61 7 5602 4311. Please include your name, contact details and a short description of your concern.

12. Changes to this policy

Okapi may update this Privacy Policy from time to time to reflect changes in law, technology, business processes or service delivery. The updated version will be published on this website.