These Legal Terms constitute a legally binding agreement made between you, whether personally or on behalf of an entity ("you"), and Bureaucracy International Group B.V., doing business as bureaucracy.es, concerning your access to and use of the Services.
Agreement to Our Legal Terms
We are Bureaucracy International Group B.V., doing business as bureaucracy.es ("Company," "we," "us," "our"), a company registered in the Netherlands at Lange Wijngaardstraat 31-RD, 2011RK, Haarlem, Nederland 2033DS. Our VAT number is NL864561702B01.
We operate the website http://www.bureaucracy.es (the "Site"), as well as any other related products and services that refer or link to these legal terms (the "Legal Terms") (collectively, the "Services").
You can contact us by email at [email protected] or by mail to Lange Wijngaardstraat 31-RD, 2011RK., Haarlem, Nederland 2033DS, Netherlands.
These Legal Terms constitute a legally binding agreement made between you, whether personally or on behalf of an entity ("you"), and Bureaucracy International Group B.V., concerning your access to and use of the Services. You agree that by accessing the Services, you have read, understood, and agreed to be bound by all of these Legal Terms. IF YOU DO NOT AGREE WITH ALL OF THESE LEGAL TERMS, THEN YOU ARE EXPRESSLY PROHIBITED FROM USING THE SERVICES AND YOU MUST DISCONTINUE USE IMMEDIATELY.
Supplemental terms and conditions or documents that may be posted on the Services from time to time are hereby expressly incorporated herein by reference. We reserve the right, in our sole discretion, to make changes or modifications to these Legal Terms from time to time. We will alert you about any changes by updating the "Last updated" date of these Legal Terms, and you waive any right to receive specific notice of each such change.
The Services are intended for users who are at least 18 years old. Persons under the age of 18 are not permitted to use or register for the Services.
We recommend that you print a copy of these Legal Terms for your records.
1. Services Offered
Bureaucracy International Group B.V. provides advisory and management services for immigration processes related to residency in Spain. The types of processes offered include:
Free Intake Call Before Hiring our Services of NLV, DNV and renewals
We offer a complimentary intake call to potential clients as a one-time service. Please note that if a potential client misses their scheduled call, they will not be able to book another one, as this would take away the opportunity for other potential clients to receive assistance. We encourage clients to proceed with the initial payment to secure a dedicated case manager who will provide personalized support and initial calls.
Citizenship
This is a paid consultation for Spanish citizenship services provided by our immigration attorney in Spain, Douaa Elamrani. As this service is handled directly by an attorney, the consultation carries a fee and therefore we are unable to offer a complimentary meeting for this specific service.
Non-Lucrative Residency Visa
Advisory and management services for obtaining the Non-Lucrative Residency Visa, allowing individuals to reside in Spain for non-lucrative purposes.
Remote Work Residency Visa (Digital Nomad Visa)
Consulting and management services for international remote workers seeking to obtain the Digital Nomad Visa and live in Spain.
Visa Renewals
Continuity services for renewing visas and residency permits previously granted.
Visa Cancellations
If a client decides to cancel their visa, we will assist them with this process for a fee of €100 per visa cancelled per adult and €50 per child.
After-Approval Visa Submissions
In case the client does not comply with their visa obligations and their visa is further analyzed by the competent authorities, and any requests are to be handled, a fee of €200 will be required.
Express Application (Priority Processing)
An add-on available on top of any existing visa service (NLV, DNV, Student Visa, or Renewals) that prioritises the client's file within our internal workflow for faster internal preparation and case management. This add-on does not affect or accelerate government or consulate processing times. Full details and eligibility requirements are set out in the "Express Application" section below.
2. Subservices Included in the Process
Document Review
Verification and guidance regarding the documents required for the process.
Sworn Translations
Translation of required documents, up to a pre-agreed value. Any difference must be covered by the client. Please note that we are not responsible for any changes in the law or in its interpretation. Some consulates may require extra documents to be sworn-translated, and we must comply with their requests. The client may choose not to translate these additional documents; however, this may result in delays in the submission and approval of the visa.
Document Delivery
Documents and printed booklets are sent via the Dashboard or courier services such as DHL, when applicable. Physical delivery is only available in certain countries such as the US, UK, and Canada. If physical delivery is not possible for any reason, files will be sent digitally through the Dashboard, with no impact on your payment structure or the amount due.
Printed booklets are not included in all service plans and are only provided where applicable under the contracted service type and Bureaucracy's internal operational criteria.
Express Application clients are not entitled to printing or physical delivery of application booklets as part of their contracted service. The booklet will be made available exclusively in digital format through the Dashboard. Any printing or shipping costs the client chooses to incur independently shall be borne solely by the client and will not entitle them to any reimbursement, discount, or reduction of future installments.
Standard Service clients: If the client fails to provide the required documentation, information, or approvals within the deadlines communicated by the assigned Case Manager — making it impossible to prepare and dispatch printed booklets within the required timeframe — all printing and shipping costs shall become the client's sole responsibility. In such circumstances, Bureaucracy may, at its sole discretion, provide the booklet exclusively in digital format via the Dashboard, with no adjustment to the contracted service fee.
Assistance with Requirements and Appeals
We provide support for meeting specific requirements and managing appeals at the UGE, where applicable. Please note that we do not handle appeals at the Spanish court level.
Application Submission
Assistance in submitting applications in Spain or forwarding documents to the consulate in the applicant's country of residence, as applicable.
Payment of Government Fees in Spain
We will cover the payment of applicable Spanish government fees, such as those for the DNV service or renewals of NLV and DNV. Our service includes a single submission. If a re-submission is required, the responsibility for further costs will not rest with us.
3. Services Not Included
Tax Liability Consultation
Bureaucracy does not provide tax advice. Clients are encouraged to consult specialized tax advisors for any queries regarding tax obligations related to Spanish residency.
Schengen Visa Applications
Bureaucracy does not handle Schengen visa applications. Clients are responsible for applying on their own, if this visa is needed. As well, we are unable to respond to any questions related to this visa or review documents.
Real Estate Services
We do not assist with property rental or purchase but can recommend trusted real estate professionals.
Social Security and Autónomo Registration
After securing a Digital Nomad Visa, self-employed clients are responsible for registering with Spanish Social Security and handling their tax matters independently.
Travel Authorization
This type of service is not provided by our company, so we cannot offer any information related to your travel plans or how they might impact your travel authorization.
Obtaining Public Documents
Please note that we do not provide services for obtaining public documents, such as criminal records, certificates of company incorporation, or apostilles. Customers are responsible for securing these documents independently through the appropriate official channels.
Residency Card Services
As of October 2024, we have discontinued offering the TIE (Residency Card in Spain) service. Current clients who have already purchased this service will still receive full support, as promised. However, for clients who engage our services from October 2024 onward, Bureaucracy's assistance will conclude upon the positive resolution of their visa or residency authorization.
Post-Visa Approval Assistance
Our agreement concludes once your visa or residency authorization is approved. Beyond this point, we are not obligated to provide additional services unless otherwise agreed.
4. Appointments for TIE (Foreigner Identity Card) — for Clients Who Contracted Our Services Prior to October 2024
City and Regional Variations
In high-demand cities, such as Madrid, Barcelona, and Valencia, clients may experience delays in securing appointments. Please be advised that Bureaucracy cannot influence or expedite government processes; flexibility and patience are appreciated.
Service Inclusions
As we've discontinued the TIE service, this part of the process is not included for clients who contracted Bureaucracy's services after October 2024.
Appointment Rescheduling
Bureaucracy schedules one appointment per applicant. If an applicant cannot attend the scheduled appointment due to circumstances beyond our control, the client will be responsible for rescheduling directly.
Timeline
We will begin processing your Padrón and TIE application within 10 business days after receiving the rental agreement. Unfortunately, we cannot expedite this timeline. Our team will organize your file upon the date of receiving the documents and proceed with scheduling the Padrón appointment, preparing the TIE booklet, and TIE appointments. If our timeline does not align with the client's preferred schedule, they are welcome to manage these processes independently at their own responsibility.
Apartment Hunting
Bureaucracy does not provide recommendations or advice regarding the choice of city for residency in Spain. As we are not a relocation company, we are unable to liaise with or communicate with any third parties responsible for relocation services. Additionally, we are not responsible for advising on or reviewing rental contracts.
5. Express Application (Priority Processing Upgrade)
The Express Application is a paid add-on available on top of any existing visa service (NLV, DNV, Student Visa, or Renewals). It prioritises the client's file within our internal workflow and does not affect or accelerate government or consulate processing times.
Eligibility and Minimum Lead Times
- Digital Nomad Visa: minimum 3 weeks before intended application date.
- Non-Lucrative Visa: minimum 1 month before confirmed consulate appointment (a confirmed appointment date is required; Express Application cannot be contracted for NLV without one).
- NLV and DNV Renewals: minimum 2 weeks before application deadline.
Response Time
Email enquiries and document reviews are handled within 2 business days (compared to the standard 4-business-day SLA).
Client Responsibilities
This is a collaborative service. If the client is unresponsive or fails to provide required documents in time, the case will be automatically downgraded to standard processing and the Express Application fee will not be refunded.
Non-Refundable Fee
The Express Application fee is non-refundable in all circumstances, including where the case is downgraded to standard processing due to client-caused delays.
6. Urgency and Documentation Requirements
Urgency Definition
Urgent requests are strictly limited to situations where specific required documents or government-mandated deadlines are at risk of being missed. Only these essential requirements are treated as urgent.
Required Documentation
Clients are solely responsible for providing all necessary documentation for their visa applications and ensuring that all information, declarations, and supporting documents provided to Bureaucracy are accurate, complete, and truthful. Bureaucracy is not liable for any delays, refusals, rejections, penalties, or adverse outcomes resulting from missing, incomplete, misleading, or fraudulent submissions. Any additional costs incurred due to incomplete or delayed documentation, such as expedited sworn translations, shall be the sole responsibility of the client.
7. Response Times
Bureaucracy commits to responding to inquiries within 4 business days, with exceptions for holiday periods and peak times that we will inform our clients in advance. The review of documents will also be handled within this specified timeframe.
Documentation and FAQs on Dashboard
For general questions, clients are encouraged to consult the Dashboard. Questions addressed there will not receive additional responses via email or other channels.
Clients with an active Express Application benefit from a reduced response time of 2 business days for email enquiries and document reviews. See the Express Application section above for full details.
8. Official Communication Channels
Dashboard
All documentation must be submitted through the Bureaucracy Dashboard to ensure secure processing.
Our main communication channel for inquiries and updates.
Virtual Meetings (Google Meet)
Each client is entitled to a set number of scheduled sessions, depending on the visa type. The number of meetings in credit will be informed by the assigned Case Manager during the client's initial meeting. The initial meeting has a maximum length of 45 minutes, and subsequent meetings of 30 minutes. We reserve the right to postpone or cancel meetings as necessary, with an explanation provided for any such changes.
We will communicate any additional correspondence with the Spanish government to you via the email address initially provided. Should you choose to change your email address and consequently not receive further information from us, this will not be our responsibility.
Any communication outside these official channels is not considered valid, and we are not obligated to respond.
9. Case Manager Assignment and Substitution
Bureaucracy assigns a Case Manager to each client to oversee and guide the process, on behalf of Bureaucracy. However, the assignment of a specific Case Manager is not guaranteed. The company reserves the right to replace or temporarily reassign the Case Manager at any time due to operational needs, including but not limited to vacation leave, illness, workload distribution, or staff changes. Such substitutions do not affect the scope or quality of the services contracted, and clients will continue to receive full support from the Bureaucracy team.
10. Case Pausing, Reactivation, and Expiration
Inactivity and Case Pausing
If a client does not respond to follow-ups or fails to submit the required documents within a period of one and a half months, their case will be put on hold. The client will be duly notified of this. To resume a paused case that's been on hold for six months or more, a reactivation fee of €100 will apply.
Completion Deadline
The visa process must be completed within one (1) year from the date of payment. Failure to do so may result in additional costs or the need to restart the process. If a case has been handled for over six months in relation to the initial payment date or reactivation date — if applicable — without us being able to submit it due to missing documents or lack of proactivity from the client, we will require the second installment to be paid before being able to continue with the case processing.
11. Right to Refuse or Terminate Services
Bureaucracy reserves the right to refuse, suspend, or terminate services at its sole discretion where the client:
- provides false, misleading, incomplete, or fraudulent information;
- requests unlawful actions;
- engages in abusive, threatening, discriminatory, or inappropriate conduct toward staff; or
- otherwise compromises the integrity or lawful execution of the immigration process.
In such cases, any fees already paid shall remain non-refundable.
12. Missed Online Meeting Appointments
If the client fails to attend a scheduled call, it will count as one of the allotted sessions. Rescheduling is subject to availability.
13. Visa Change Policy
Clients may request a visa type change once during the process. If the new visa is more expensive than your original choice, you will be charged the difference accordingly.
Clients may request one visa category change during the process, provided the request is made within 90 days of the service agreement date and before the second payment is due.
If the new visa category has a higher service fee than the original option, the client will be responsible for paying the applicable price difference.
Requests submitted after 90 days from the service agreement date, after the second payment has been made, or once substantial work has already been completed may be subject to an administrative reassessment fee and/or additional professional service fees, at the Company's discretion, to cover the additional work required.
Where the visa change requires a significant revision of strategy, documentation, eligibility assessment, or case preparation, the Company reserves the right to treat the request as a new application process and charge the corresponding fees.
Any subsequent visa category change request beyond the first approved change shall be treated as a new application process and charged accordingly.
14. Purchases and Payment Method
We accept the following forms of payment:
- Visa
- Mastercard
- American Express
- Bank Transfer
You agree to provide current, complete, and accurate purchase and account information for all purchases made via the Services. We may change prices at any time. All payments shall be in Euros.
15. Refund Policy
Please read this policy carefully before proceeding with our services. All payments are non-refundable under any circumstances, as outlined below:
1. General Non-Refundability
Payments made to our company are non-refundable. This applies regardless of the following:
- Change of Mind: If the client decides not to proceed with the service.
- Failure to Obtain Approvals: If the client is unable to secure necessary approvals or permits from relevant authorities.
- External Factors Beyond Our Control: This includes changes in personal circumstances, government or consular policies, or other unpredictable events.
2. Discontinuation by the Client
No Refund for Payments Made: Payments already made will not be refunded. This includes any costs for completed work, including but not limited to: sworn translations, document deliveries, or government fees.
Installment Payments: Our services are structured into three installments. If the client discontinues services, no further installments will be required, provided no additional work has been performed.
3. Commitment to Service Upon Welcome Email
Once the Welcome Email is sent, the first payment is considered non-refundable. This payment covers:
- The creation of the client profile.
- Preliminary consultations.
- Access to our service platform and initial setup.
4. Platform Use and Familiarity
- Challenges or misunderstandings in using the platform (e.g., uploading documents).
- Technical issues unrelated to our system.
- Support is always available to assist with platform navigation and use.
5. Schengen Visa Applications
If a client requires a Schengen visa and their application is denied, no refund will be provided. Schengen visa processing is beyond the scope of our services, and we cannot be held responsible for outcomes related to such applications.
Important Note: By proceeding with our services and making the first payment, clients acknowledge and accept the terms of this refund policy.
16. Resubmission of Applications
If an application must be resubmitted for any reason not attributable to Bureaucracy International Group B.V., including but not limited to rejection of the visa application, expiration of documents, missing or incomplete documentation, failure to attend scheduled appointments, changes in the client's personal circumstances, or lack of timely cooperation from the client, all additional costs, fees, and professional services required for the resubmission shall be borne exclusively by the client.
In the event that a visa application is rejected for any reason, the application process shall be considered closed. Should the client wish to proceed with a new application, the process must be restarted, and the client will be required to pay the applicable first and second installments again in order to initiate the new application.
No Compensation for Third-Party or Incidental Expenses
Bureaucracy International Group B.V. shall not be liable to reimburse or compensate the client for any third-party, incidental, or out-of-pocket expenses incurred in connection with the immigration process, regardless of the outcome of the application or any delays, cancellations, or rescheduling attributable to government authorities, consulates, or other third parties.
Such expenses include, without limitation: consular, BLS fees; travel costs (flights, accommodation, car rentals, and transportation); courier and delivery charges; parking fees; apostilles; notarizations; document issuance fees; printing costs; and any other personal or third-party expenditure. All such costs are incurred solely at the client's own risk and remain the client's exclusive responsibility.
17. Confidentiality and Data Protection
Data Retention
Client documentation will be securely stored for a period of 10 months after service completion. If the client does not request renewal or extended retention, all data will be deleted after this period.
Data Protection and Consent
Bureaucracy complies with the GDPR and ensures that all client information is used solely for the agreed-upon services. Client data will not be shared outside of the company unless legally required.
18. Privacy and Data Protection (GDPR Compliance)
Data Controller
Bureaucracy International Group B.V. acts as the Data Controller for all personal information provided. We process your data in strict accordance with the EU General Data Protection Regulation (GDPR) and the 2026 EU Data Act.
What We Collect & Why
We collect personal identity documents, financial records, criminal record certificates, and health insurance details. The legal basis for this processing is Contractual Necessity and Legal Obligation.
How We Protect Your Data
All documents must be uploaded via our secure Dashboard. We use end-to-end encryption for all data at rest and in transit. Only your assigned Case Manager and authorized legal staff have access to your private files. We never sell or lease your data to marketers.
Third-Party Sharing
To complete your application, we must share specific data with Spanish Authorities (Consulates, the UGE, and immigration offices) and Service Partners (sworn translators and courier services such as DHL). All our partners are bound by Data Processing Agreements (DPAs).
Your Rights
Under EU law, you have the right to access & portability, correction, erasure, and withdrawal of consent. For any privacy-related concerns, please contact our Data Protection lead at [email protected].
Retention & Deletion
Active files are stored for the duration of your visa process. Post-service, data is securely archived for 10 months after your case is closed. After 10 months, all personal documents and sensitive files are permanently deleted from our servers, unless Spanish tax or immigration law requires a longer statutory retention period.
19. Sworn Translations
Our company partners with third-party providers to facilitate sworn translations across multiple languages. We manage the translation process for all supported languages into Spanish.
- Non-Lucrative Visas: Bureaucracy provides coverage for the adult applicant up to a limit of €80. Any sum that exceeds this amount will be covered by the applicant.
- Digital Nomad Visas: The coverage provided by Bureaucracy is up to €150 per adult applicant. Any sum that exceeds this amount will be covered by the applicant.
- Student Visas: Bureaucracy covers up to €50 per adult applicant. Any sum that exceeds this amount will be covered by the applicant.
- Non-Lucrative Visa Renewals: Applicants are responsible for their own translation costs during the Non-Lucrative Visa Renewal process, as Bureaucracy does not provide coverage for this specific service.
- Digital Nomad Visa Renewals: Bureaucracy provides coverage for adult applicants up to a maximum of €75. Any sum that exceeds this amount will be covered by the applicant.
- Citizenship: Bureaucracy provides coverage for the adult applicant up to a limit of €200. Any sum that exceeds this amount will be covered by the applicant.
- All other services: Services not listed above do not include any sworn translation coverage, and translation costs are the responsibility of the applicant.
The amounts above are per adult applicant: a family's coverage is the applicable amount multiplied by the number of adult applicants, and no additional coverage is provided for children.
If the client chooses to handle sworn translations independently, we are not responsible for providing any reimbursement or deduction from the initial cost.
The cost for translations in languages other than English is determined by word or page count and the specific language required. We collaborate with various independent sworn translators who provide services into Spanish, each establishing their own individual rates, response times, and project schedules. Consequently, per-word or per-page costs cannot be predicted in advance. While Bureaucracy remains committed to securing the most competitive pricing for our clients, these external rates and timelines are outside our direct control and are not subject to negotiation.
20. AI Assistant (Carlos)
Your client dashboard includes an AI assistant, "Carlos", that helps you by summarising where you are in your process, which documents are still needed and what to do next, and by answering your questions. To provide this, your case information (such as your service, progress, documents and payments) is shared with our own AI service, operated for us under confidentiality.
This data is used solely to assist you within your dashboard. It is not used for advertising, it is not used to train third‑party AI models, and it is never shared with, sold to, or made available to anyone else. For more detail, see the "Our AI Assistant (Carlos)" section of our Privacy Policy.
21. Payments
At Bureaucracy.es, we split payments into three installments to make the process easier and more affordable for our clients. However, all payments are mandatory. If we do not receive any of the scheduled payments (except in cases where visas are not approved), we reserve the right to initiate legal debt recovery proceedings to collect the unpaid balance, as the service has been provided in full. Upon visa approval, the final payment must be made by the client in full within the next three days after the approval of the visa has been notified.
If the client chooses to submit an application without providing all the required documents, the third payment must be made in full before submission.
If a client decides to withdraw their application after submission, they are required to make the third payment in full. We will then proceed with the withdrawal request through the corresponding channel.
If after all the work is conducted, including but not limited to review of documents, review calls and shipment of complete applications, the client decides not to attend their scheduled appointment, they are required to make the third payment in full.
A detailed breakdown of the services included in each installment is provided below:
Initial Payment
This installment covers the assignment of a dedicated case manager and the comprehensive study of your case. It includes preparing for the onboarding meeting, conducting an eligibility review, and establishing a customized checklist. During this phase, we begin processing initial documentation, validating files, and providing continuous guidance to address client inquiries.
The initial payment is non-refundable if you decide to cancel or delay your arrival date before the first meeting takes place.
Second Payment
Required mid-process, this payment ensures the continuation of work initiated during the earlier stages. It encompasses ongoing management, document delivery, sworn translations, and the settlement of relevant fees where applicable. This installment also covers the final preparation and formal submission of the application. Please note that this payment is non-refundable, as it represents the active continuation of professional services already in progress.
Third Payment
Typically due upon the successful granting of the visa. However, in complex cases and by prior agreement with the Bureaucracy team, we may require this final payment upfront to manage specific risks. In such instances, the payment is requested before the result is known and is not subject to refund obligations.
Multi-Applicant Visa Applications
Where a visa application is contracted for more than one applicant (main applicant and dependents or family members), the full third installment — covering all applicants within the contracted service — shall become due and payable upon notification of the main applicant's approval, regardless of whether decisions on the remaining applicants have been issued at that time.
22. Disclaimer
Bureaucracy operates within the bounds of Spanish immigration law but cannot control or expedite administrative processes regulated by external entities (e.g., consulates or local authorities). Delays in appointment availability, document processing, or government responses are outside our control. Patience and adherence to the established timelines are essential for a successful immigration process.