Where is our data stored?

In the region you choose at contract. Enterprise plans can pin data to a single region; documents, database and backups stay inside it.

Does the Immigration Language Model train on our data?

No. Client and case data are never used to train models. The model reads the file to prepare checklists and summaries; outputs are logged and reviewed by named people.

Can software lodge an application on its own?

No. Every lodgement requires a named, licensed person to sign off inside VIMS. The gate is enforced by the system and recorded in the audit log.

Which certifications do you hold?

VIMS runs on ISO 27001-certified infrastructure and is operated to ISO 27001 and SOC 2 control frameworks. We share our own attestation documents and penetration-test summaries under NDA during procurement.

How do integrations authenticate?

OAuth 2.0 client credentials or signed webhooks. No shared passwords; every integration is a named client with its own scopes and audit trail.

VIMS visa software: the Visa and Immigration Management System for agencies and employers

The system of record behind Vistolane and the agencies and enterprises that license it. We have put the details your procurement, security and IT teams ask for on one page: controls, data residency, integrations and the documents we make available for review.

Request the security pack Case management workspace

What is VIMS?

VIMS, the Visa and Immigration Management System, is the visa and immigration management software that every file on Vistolane runs on. It combines a system of record for cases, documents and deadlines with an Immigration Language Model that prepares checklists and summaries, and strict human-gated workflows so only a named, licensed person can approve or lodge. Agencies use it through the case management software; Vistolane support services run inside it, with tourist and student visas processed by Vistolane and every other visa type carried on the specialist support track; enterprises license it directly and connect it to SAP SuccessFactors, Workday, Oracle HCM and their CRM.

VIMS

Visa and Immigration Management System

The system of record behind Vistolane, where applicants, licensed agencies, paralegals, independent experts and enterprise HR teams work the same file together.

52
Destinations: 17
Visa categories: 100%
Human-gated lodgement

VIMS is the backbone that runs every file on Vistolane and inside the agencies and enterprises that license it. It brings everyone a case touches into one place: the applicant uploading documents, the licensed agency owning the file, the paralegal preparing it, the independent expert or translator called in for one step, and the employer's HR team waiting on the start date. It combines an Immigration Language Model with strict human-gated workflows, so each of them moves faster without ever letting software make a regulated decision. One system of record for global mobility: every traveller, student, hire and family member, every document and date, in one place your auditors, clients and partners can trust.

How a file moves through VIMS and your enterprise systems

Systems
Software
Human gate

Your enterprise systems

SAP SuccessFactors
HR core
Workday
HCM and onboarding
Oracle HCM
HR core
Salesforce
CRM referrals
SAP Concur
Travel and expense
DocuSign
Signatures

Into VIMS. A hire approved in SAP SuccessFactors or Workday, or a lead in Salesforce, opens the case with the employee record already filled in.

Back to your systems. The decision, dates and documents are pushed to Workday onboarding, SAP Concur travel, payroll and DocuSign.

VIMS

Intake
Case opened from SAP, Workday or CRM
Prepare
Model builds the checklist
Signature required
Approve
Licensed person signs off
Signature required
Lodge
Specialist files and books
Sync
Decision back to Workday, Concur, payroll

Software prepares. Licensed people decide. Every step is written to the audit log and shown in the client portal.

Immigration Language Model

A model trained only on immigration law, consular practice and decision patterns across 52 destinations. It reads refusal letters, drafts checklists, flags missing evidence and explains every rule in plain language, with the source cited. It never files anything on its own.

Strict human-gated workflows

Every stage move, every document approval and every lodgement needs a named person to sign it off. The model prepares; licensed people decide. The gate, the person and the time are written to a permanent audit log.

One backbone for global mobility

Visitors, students, sponsored hires, intra-company transfers, family members and complex cases run on the same case model. Applicants, travel agencies, university consultancies, immigration practices, paralegals, independent experts and global HR teams each see their part of the file and work from one system of record.

Security built for enterprise review

Encryption in transit and at rest, regional data residency, single sign-on, role-level permissions and field-level audit trails, running on ISO 27001-certified cloud infrastructure. We share our security documentation and penetration-test summaries under NDA during procurement.

Integrates with the systems you already run

Connectors and open APIs for SAP SuccessFactors, SAP Concur, SAP Ariba, Workday, Oracle HCM, Microsoft Dynamics, Salesforce, Greenhouse and DocuSign, so a hire approved in your HR system becomes a visa case without re-keying, and the decision flows back to payroll and travel.

Rules that stay current

Fees, documents, salary thresholds and processing windows are verified against official sources by our pricing desk and pushed to every open case the same day, with alerts on the files a change affects.

Works with your enterprise systems

Pre-built connectors and an open API. A hire approved in HR becomes a case; the visa decision flows back to onboarding, payroll and travel.

SAP SuccessFactors
SAP Concur
SAP Ariba
Workday
Oracle HCM
Microsoft Dynamics 365
Salesforce
Greenhouse
DocuSign
Okta and Azure AD SSO

What changes when VIMS runs your files

Refusals for incomplete files fall away, because a gated file cannot be lodged incomplete
Status calls stop, because clients and HR see the same stage you do
Rule changes reach every open case the same day, with the files affected listed
Audits are answered from the record, not from email

See VIMS on your files Security, data residency and integrations

Security controls in VIMS

Encryption

TLS 1.2 or higher in transit; AES-256 at rest for the database, document vault and backups. Keys are managed by the cloud provider's key management service and rotated on schedule.

Access control

Single sign-on (SAML and OIDC: Okta, Azure AD, Google Workspace) on Enterprise. Role- and branch-level permissions, named-user access to protection cases, mandatory re-authentication for lodgement.

Infrastructure

Runs on ISO 27001-certified cloud infrastructure with network isolation, automated patching, daily encrypted backups and a tested restore procedure. Uptime target 99.9% with a public status page.

Audit and retention

Every view, edit, download and stage move is written to an immutable audit log with user, time and IP. Retention periods are set per client to match the sponsor, regulator or funder requirement.

Data residency for visa and immigration records

You choose the region at contract. Database, document vault and backups stay inside it. We add further regions on request for Enterprise agreements.

Region	Location	Framework
European Union	Frankfurt	GDPR; standard contractual clauses for transfers
United Kingdom	London	UK GDPR; Home Office sponsor record retention
United States	Virginia	SOC-aligned controls; state privacy laws
India	Mumbai	DPDP Act 2023
Middle East	Dubai	UAE PDPL; onshore storage available
Canada	Toronto	PIPEDA; provincial requirements on request

HR, CRM and travel integrations: what VIMS syncs with SAP, Workday and your other systems

SAP SuccessFactors: Approved international hires create a case; visa decision and start-date readiness flow back to the employee record.
Workday: Worker, position and location data in; visa status, expiry and right-to-work dates out, for compliance dashboards.
Oracle HCM: Requisition and offer events trigger sponsorship checks before the offer letter is released.
SAP Concur: Travel bookings check visa status and decision dates before the ticket is issued.
SAP Ariba: Vistolane as a catalogued supplier; per-file processing invoices reconcile to purchase orders.
Microsoft Dynamics 365 and Salesforce: Agency CRMs: leads and clients sync to cases; stage changes post back to the opportunity.
Greenhouse and other ATS: Candidate sponsorship eligibility at application stage, so recruiters see it before interviews.
DocuSign: Engagement letters and declarations signed and filed to the document vault automatically.
Open API and webhooks: REST API with OAuth 2.0 client credentials, webhooks for every stage event, and an MCP server for AI agents.

Procurement pack

We share the pack with prospective customers under NDA. Request it and our team will send you the documents and book a call with your security reviewer.

Request the pack

Data processing agreement and sub-processor list
Security overview and architecture diagram
Most recent penetration-test summary (under NDA)
Business continuity and disaster recovery summary
Access-control and audit-log description
Standard contractual clauses for international transfers

VIMS, the case management software and Vistolane support services: how they differ

Three offers, one platform. Most agencies start with the software and add support services per file; enterprises license VIMS directly.

	VIMS visa software	Case management software	Vistolane support services
What it is	The system of record and Immigration Language Model that every file runs on	The seat-based workspace your team uses day to day	Per-file support from the Vistolane team inside your workspace
Case types	All 17 categories, visitor to citizenship, on one case model	Every case type your team handles: visitor, student, work, family, settlement, complex	Processed by Vistolane: tourist and student visas. Specialist support track: work permits, sponsorship, LMIA, EU Blue Card, US Green Card, family, settlement, refugee and humanitarian, complex refusals
Who does the work	Software prepares; named licensed people approve	Your staff	Vistolane case officers on tourist and student files; enrolled licensed specialists on every other visa type, with employer, agency and applicant on the same record
How it is priced	Enterprise licence	Per seat, per month	Per file, by business type
Typical buyer	IT, security and procurement at enterprises and large agencies	Agency owners and case managers	Agencies and employers that want files filed and complex cases carried without hiring
Integrations
Client portal
Appointment booking and lodgement
Licensed specialist on the file
Combines with	Support services per file; a vetted agency from the network for hands-off delivery	Support services per file	A VIMS licence or the software; a vetted agency from the network

Combine offers for a complete, governed package

The offers combine. An employer or agency can license VIMS and add Vistolane support services per file, and can hire a licensed, vetted agency from the Vistolane network to carry the regulated work. Together that is a complete hands-off package that stays governed and audited inside VIMS: every stage, approval and signature on one record your auditors can read.

VIMS + support services
Your system of record, with Vistolane processing tourist and student files and running the specialist track on everything else.
Enterprises and large agencies
Software + support services
The per-seat workspace with per-file support, so a small team files at volume without hiring.
Agencies and consultancies
VIMS + support services + vetted agency
Hands-off delivery: a licensed agency from the network signs and files, Vistolane coordinates, VIMS governs and audits every step.
Employers and groups that want one accountable package

How Vistolane, VIMS, the software and the support services fit together

Vistolane processes tourist and student visas itself. For every other visa type, Vistolane support services bring the employer, the agency, the applicant and the Vistolane team onto the same application track in VIMS, backed by Vistolane's licensed specialists.

Vistolane: The company. We process tourist and student visas directly and act as the advisory and support layer for every other visa type, with licensed specialists on each file.
VIMS: The Visa and Immigration Management System: the system of record and Immigration Language Model that every file, every document and every deadline runs on. Enterprises license it directly.
Case management software: The seat-based workspace inside VIMS that agencies, consultants and employer HR teams use day to day: case board, document vault, deadlines, client portal, invoicing.
Vistolane support services: Per-file support delivered inside your workspace. Tourist and student visas are processed by Vistolane; for all other visa types we put employer, agency, applicant and our team on one application track with a specialist behind it.

Questions procurement teams ask

Where is our data stored?: In the region you choose at contract. Enterprise plans can pin data to a single region; documents, database and backups stay inside it.
Does the Immigration Language Model train on our data?: No. Client and case data are never used to train models. The model reads the file to prepare checklists and summaries; outputs are logged and reviewed by named people.
Can software lodge an application on its own?: No. Every lodgement requires a named, licensed person to sign off inside VIMS. The gate is enforced by the system and recorded in the audit log.
Which certifications do you hold?: VIMS runs on ISO 27001-certified infrastructure and is operated to ISO 27001 and SOC 2 control frameworks. We share our own attestation documents and penetration-test summaries under NDA during procurement.
How do integrations authenticate?: OAuth 2.0 client credentials or signed webhooks. No shared passwords; every integration is a named client with its own scopes and audit trail.

Case management software Vistolane support services