Feature · Document vault
A private document vault for your move abroad
The StudentFlow document vault keeps the papers your plan asks for in one private place and ticks each off against the task that needs it. You upload PDF, JPG or PNG files up to 10 MB each. Only you, your assigned consultant if you have one, and StudentFlow admins can open them, there are no public links, and you can delete any file. It is a tidy place for copies, not an official record.
Checked against official sources on
Document vault at a glance
- Best for
- Anyone whose plan needs paperwork: students, newcomers and their families, and professionals travelling for work.
- What you can upload
- PDF, JPG and PNG, up to 10 MB each. We check the real file type, not just the name.
- Who can open a file
- You, your assigned consultant if you have one, and StudentFlow admins. Nobody else, and never through a public link.
- What it is not
- Not DigiLocker, not an official record and not proof for any authority. Keep your originals and carry the ones a border or office needs.
Who needs it?
Student
Passport, offer letter, test scores, transcripts, financial papers and insurance: the vault ties each one to the task that needs it, so you see what is missing before the deadline.
Newcomer
Newcomers see their own document types: approval and landing papers, police and medical records, and family documents. Student-only paperwork is hidden from the list.
Professional
Employer and invitation letters, entry confirmations, itineraries and insurance certificates have their own types, so a trip’s papers stay in one place.
Parents & family
The vault belongs to one account and is not shared with family members. If a parent needs a copy, download it and send it yourself.
Traveller
For a trip, keep your passport copy, tickets, insurance certificate and first-night booking together so you can find them fast. Carry the originals a border may ask for.
How it works, step by step
Open your checklist
Documents shows the papers your open tasks need, grouped as needed soon, coming up later and already sorted, each with the task that asks for it and its date.
Upload a file
Choose what it is, or "Not sure yet", then pick a PDF, JPG or PNG up to 10 MB. Make sure the whole page is visible and readable. Each missing item on the checklist has an Upload button that opens the form with the right type chosen.
Check the suggestion
We suggest a document type, and sometimes a date, by reading the file with text-reading software on our own server, and from the file name. It is labelled "Suggested. Please confirm" and can be wrong. Press "Looks right" once you have checked, and only then it counts as checked by you.
Add the expiry date
For passports, test results, permits and anything else that expires, add the date. It shows on the file, and the checklist marks a document whose date has passed.
Open, download or delete
View a file in your browser, download it, or delete it. It is deleted from our storage and from your vault. Backups of our server are replaced on a schedule, so a copy can remain in an old backup until it is replaced.
Pair it with your dates
Add your own reminder for a document that expires, so you do not depend on remembering it. The deadlines and reminders page shows how.
What StudentFlow does for you
- Accepts PDF, JPG and PNG files up to 10 MB each, and checks the real file type rather than trusting the name or extension.
- Keeps files in private storage, served only through an access check. Your own account, your assigned consultant and admins can open a file; nobody else can, and there is no public link.
- Builds a checklist from the documents your open tasks need, showing uploaded, missing or needs review, with the task that needs each one and its date.
- Suggests a document type, and a possible expiry date, by reading the file with text-reading software on our own server, and from the file name. It always says "Suggested. Please confirm", it can be wrong, and only your confirmation marks a file as checked.
- Tracks the expiry dates you add: they show on the file, and the checklist marks a document whose date has passed.
- Lets you delete any file. It is deleted from our storage and from your vault. Backups of our server are replaced on a schedule, so a copy can remain in an old backup until it is replaced.
- Records in an audit trail when a consultant or admin opens one of your files, and leaves the files themselves out of your data export, which lists each file’s name, type, status, dates and size, and what was read from it.
What to check first
- You upload only what a step asks for.
- The whole page is visible and readable, and the file is the right way up.
- You have checked the document type and either confirmed or corrected the suggestion.
- You have added the expiry date for every document that has one.
- You still have the original document, and a copy somewhere else you control.
- You know who can open your files, and you have read the privacy page.
- You delete files you no longer need once the process they were for has ended.
Common mistakes
- Treating the vault as an official record or as a replacement for the originals a border, embassy or university asks to see.
- Accepting the suggested document type without checking. It is a guess from the file and its name and can be wrong.
- Uploading a photo with cropped edges, glare or a finger over a corner.
- Forgetting the expiry date, so a passport or test result runs out unnoticed.
- Uploading another person’s documents without telling them why.
- Expecting a shareable link. There is none; if someone else needs a copy, you download and send it yourself.
Official sources
We link the official page for anything regulated, with the date we last checked it. Rules change, so confirm there before you pay or submit anything.
- Digital Personal Data Protection Act, 2023 (official text, MeitY)India’s data protection law. Our privacy page explains what we collect and how you can ask us to delete it.www.meity.gov.in
- DigiLockerThe government’s official digital document wallet, where issuers publish verified copies of certificates. The vault is not a substitute.www.digilocker.gov.in
- Passport Seva: Indian passport servicesPassport renewal and validity, the document most plans depend on.www.passportindia.gov.in
- National Cyber Crime Reporting Portal (India)Where to report identity theft, phishing and scams.www.cybercrime.gov.in
Document vault: common questions
Is the document vault free?
Yes. Uploading, checking, downloading and deleting your documents is free, and it does not depend on buying anything. The services in the app are optional and separate. Your checklist and files work the same whether or not you ever book through StudentFlow.
Who can see my documents?
You, your assigned consultant if you have one, and StudentFlow admins. Nobody else can open a file, and files are never available through a public link. When a consultant or admin opens one of your files, we record it in an audit trail. Our privacy page explains the rest.
What file types and sizes can I upload?
PDF, JPG and PNG, up to 10 MB each. We check the real type of the file, not only its name, so a renamed file of another kind is refused. If a scan is too big, try a smaller or more compressed one.
How are my documents protected?
Files sit in private storage that is not reachable by a public link, every open goes through an access check, and non-owner views are logged. No system is perfectly secure, so upload only what a step asks for, and read the privacy page for the current safeguards.
Does StudentFlow read the contents of my documents?
Yes, to suggest a document type and an expiry date. Text-reading software on our own server reads the text layer of a PDF, or the picture of a scan or photo, and the file is not sent to anyone else. The result is only a suggestion, it can be wrong, and you confirm it. We keep the suggestion and a few small facts (such as the last characters of an identifier), not the text that was read.
Can I delete my documents, or my account?
You can delete any file from the vault. It is deleted from our storage and from your vault. Backups of our server are replaced on a schedule, so a copy can remain in an old backup until it is replaced. To close your account, choose Delete my account on your profile: you confirm with your password, we wait a few days in case you change your mind, then erase your plan, documents, messages and chats. We keep order and payment records the law requires, without personal details.
Is the vault the same as DigiLocker, or an official record?
No. DigiLocker is the government’s own service for verified digital copies. StudentFlow’s vault is a private place for your own copies, matched to your plan. It does not verify anything with an issuer, and authorities may still ask for originals.
Will StudentFlow warn me before a document expires?
Not automatically. The vault shows the expiry date you add and marks a document whose date has passed, but it does not send a reminder before then. Add your own reminder in Deadlines for a passport, test result or permit, and it appears in your list and calendar file.
Keep going
Guides that help
Prepare your documents for a student visa
A calm, step-by-step way to organise your passport, academic and financial documents before you apply, so that nothing is missing, mismatched or out o...
VerifiedYour first week abroad: an arrival checklist
A simple, ordered list for your first seven days in a new country: the airport, settling in, university tasks and country-specific registrations.
VerifiedInvitation and employer letters, explained
What invitation and employer letters usually contain, who writes them and why no template can promise approval. Official guidance linked.
VerifiedSee which papers your plan needs, and by when.
Tell us where you are going and when. We build the checklist, so you know what to gather first and what can wait.
Free to plan. No card needed. Not legal or immigration advice.