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Terms and Conditions of Use

Visa Process Simplifier · Version 1.0 · Quito, May 2026

T.01

Purpose and Description of the Service

These Terms and Conditions govern access to and use of the Visa Process Simplifier platform (hereinafter, "the Platform"). The Platform is a technology tool supporting the immigration legal services that HEKA provides to its clients, enabling users to:

•Upload, store and manage documentation related to visa applications.
•Track the status of their immigration procedure in real time.
•Communicate with the HEKA legal team assigned to their case.
•Receive alerts and notifications about the progress of the process.
•Access the history of uploaded documents and their review status.
The Platform is a private and personal communication and management channel. Access is restricted to the applicant and, where applicable, their duly authorized legal representative. It does not constitute a service open to the general public.
T.02

Registration, Access and User Responsibilities

•Access to the Platform requires prior registration by invitation from HEKA. Self-registration is not available.
•The user is responsible for maintaining the confidentiality of their access credentials. HEKA will never request your password by any means (email, phone, chat).
•The user agrees to provide truthful, accurate and up-to-date information. The authenticity of uploaded documents is the exclusive responsibility of the user.
•Sharing access credentials with unauthorized third parties is prohibited. Each user must access only with their own account.
•HEKA may suspend or cancel access in the event of evidence of misuse, identity fraud or breach of these Terms.
•The user must immediately notify HEKA of any unauthorized access or loss of credentials.
T.03

Acceptable Use of the Platform

The user agrees to use the Platform exclusively for the purposes for which it was designed. The following are expressly prohibited:

•Uploading false, altered or misleading documents to immigration authorities.
•Using the Platform to process immigration matters for third parties without express authorization from HEKA and the data subjects themselves.
•Attempting to access files or data of other users.
•Reverse engineering, decompiling or attempting to extract the source code of the Platform.
•Introducing viruses, malware or any malicious code.
•Using the Platform for activities contrary to law, including the fraudulent obtaining of immigration documents.
T.04

Document Upload and Content Responsibility

•The user guarantees that all uploaded documents are authentic, current and of their legitimate ownership, or that they have authorization to provide them.
•HEKA will review uploaded documents and may request clarifications or corrections. HEKA's review does not relieve the user of responsibility for document authenticity.
•Documents uploaded to the Platform are stored securely and encrypted. The user authorizes HEKA to use them exclusively for the purposes of the contracted immigration procedure.
•The user is informed that certain documents (passport, criminal certificates, financial statements) are particularly sensitive and will be treated with the highest level of protection.
T.05

Communications and Notifications

HEKA will use the Platform as the primary communication channel for all matters related to the immigration procedure.

•The user must periodically check notifications on the Platform and at their registered email address.
•The user is responsible for keeping their contact email up to date.
•Notifications will be sent regarding: pending documents, review statuses, critical deadlines and communications from the HEKA legal team.
•Communications made through the Platform shall be valid as official notice between the parties.
T.06

Intellectual Property

All intellectual property rights to the Platform, its design, source code, interfaces, logos and content belong to HEKA or its licensors. The user has only the right to personal, non-transferable and non-exclusive use of the Platform for the purposes described in these Terms. Any reproduction, distribution, modification or exploitation of the Platform or its content without HEKA's written authorization is expressly prohibited.

T.07

Confidentiality and Sensitive Information

By virtue of the nature of the services provided, all information contained on the Platform is strictly confidential.

•The user agrees not to disclose, share or make accessible to unauthorized third parties any document, communication or information to which they have access through the Platform.
•The user acknowledges that HEKA, within its contractual obligations with its corporate clients, may receive confidential information from third parties that will be kept strictly separate from their personal file.
•The user accepts that improper use of confidential information may entail civil and criminal liability under Ecuadorian law.
T.08

Service Availability and Maintenance

•HEKA does not guarantee 100% uninterrupted availability. Interruptions may occur due to maintenance, security updates or force majeure.
•Planned maintenance will be notified at least 24 hours in advance.
•HEKA shall not be liable for damages resulting from service interruptions caused by third parties, cyberattacks or external infrastructure failures.
•The user must immediately report any malfunction of the Platform to soporte@heka.com.ec.
T.09

Limitation of Liability

HEKA shall not be liable for:

•Visa denials or other negative decisions by immigration authorities, provided HEKA has diligently fulfilled its documentation obligations.
•Damages resulting from the provision of false, incomplete or incorrect documentation by the user.
•Delays in the procedure caused by immigration authorities or circumstances beyond HEKA's control.
•Misuse of access credentials due to user negligence.
HEKA's liability in connection with the use of the Platform is limited in all cases to direct damages; indirect damages, loss of profits or business losses are excluded, except in cases of willful misconduct or gross negligence by HEKA.
T.10

Dispute Resolution and Applicable Law

These Terms and Conditions are governed by Ecuadorian law, in particular the Organic Law on Personal Data Protection, the Electronic Commerce Law and applicable civil and commercial regulations. Any dispute will be resolved through:

•Good-faith direct negotiation for a period of 8 days from the date either party notifies the dispute.
•Mediation before the Arbitration and Mediation Center of the Quito Chamber of Commerce, for a maximum of two sessions.
•Arbitration in law before the Arbitration and Mediation Center of the Quito Chamber of Commerce, if no agreement is reached in mediation.
T.11

Amendments to these Terms

HEKA may amend these Terms and Conditions when necessary for legal, technical or service improvement reasons. The user will be notified by email and through the Platform with a minimum of 15 days' notice before the amendments take effect. Continued use of the Platform after that period implies acceptance of the new Terms.

T.12

Termination of Service and Account Deletion

Upon conclusion of the contractual relationship with HEKA, the user's account on the Platform will be deactivated. The user may request to download their documents within 30 days of service termination. After this period, HEKA will proceed with the secure deletion of data in accordance with the retention periods established in the Privacy Policy.

T.13

Contact

Inquiries about these Termsinfo@heka.com.ec
Technical supportsoporte@heka.com.ec
AddressEdificio MOKAI, Paúl Rivet N30-54 piso 7, Quito, Ecuador
Phone+593 2 500 1120
Office hoursMonday to Friday, 09:00–18:00 (UTC-5)

HEKA Global Legal Strategy · Legalpartners Ecuador SAS · Version 1.0 · May 2026