Privacy Policy

Last updated: 15 August 2026
Website: https://apostilleassist.com/

This Privacy Policy explains how Apostille Assist collects, uses, shares, protects, and retains personal data when you visit our website, contact us, request a quotation, submit documents, make a payment, or use our services.

1. Data Fiduciary and Contact Details

For applicable data-protection law, the operator identified below is responsible for deciding why and how personal data is processed.

Trading name: Apostille Assist
Legal operator/proprietor: Mr. Anshul Jain
Business address: Building No 288, Sector 32 A, Chandigarh 160030 (UT)
Grievance contact/person: Mr. Anshul Jain (Grievance Officer)
Privacy and grievance email: hello@apostilleassist.com
Phone/WhatsApp: +91 98783 50288

In this Policy, “we,” “us,” and “our” mean that operator. “You” means the person whose personal data is processed, including a customer, website visitor, document holder, authorised representative, or enquiry sender.

2. Personal Data We Collect

We collect only data reasonably needed for the purposes described in this Policy. Depending on your interaction with us, this may include:

  • Identity and contact data: name, address, email address, telephone number, WhatsApp number, date of birth, nationality, and preferred contact method;
  • Document data: information shown in certificates, educational records, identity documents, passports, affidavits, powers of attorney, commercial documents, or other materials you ask us to process;
  • Service data: destination country, intended document use, service instructions, quotation details, authority requirements, status records, correspondence, and call or message history;
  • Representative data: information showing that you are authorised to act for another person, company, child, or dependent;
  • Transaction data: invoice amount, payment status, transaction reference, refund details, and limited payment information supplied by the payment provider. We do not intentionally store full card numbers or security codes;
  • Delivery data: sender and recipient names, addresses, telephone numbers, tracking references, and delivery instructions; and
  • Technical and usage data: IP address, browser and device information, approximate location derived from IP, pages viewed, referral source, timestamps, cookie identifiers, and website interaction or conversion data.

Please do not send data or documents that are not relevant to your request. Where practical, redact unrelated information before sending a copy.

3. How We Collect Data

We may collect personal data:

  • directly from you through website forms, telephone calls, WhatsApp, email, in-person communication, uploaded files, courier packages, or payments;
  • from a person or organisation authorised to act for you;
  • from authorities, notaries, translators, couriers, payment providers, or other service partners involved in your request;
  • automatically through essential website technologies and, where permitted, analytics or advertising tools; and
  • from publicly available or official sources when reasonably needed to verify a requirement or document-related fact.

If you give us personal data about another person, you confirm that you are authorised to do so and that you have provided any notice or obtained any permission required by law.

4. Why We Use Personal Data

We may use personal data to:

  • respond to an enquiry and prepare a quotation;
  • identify the requested service and assess apparent document requirements;
  • carry out your instructions, including permitted submission, collection, translation, notarisation, courier, or coordination activities;
  • communicate about progress, missing information, changes, payment, delivery, support, complaints, or refunds;
  • process and reconcile payments and maintain tax, accounting, and transaction records;
  • protect documents, verify authority to act, prevent fraud, and maintain website and system security;
  • improve website performance, understand service demand, and measure advertising effectiveness where permitted;
  • comply with law, a lawful order, or a requirement of a competent authority; and
  • establish, exercise, or defend legal claims.

We will not use personal data for a new, incompatible purpose without providing an appropriate notice and, where required, obtaining consent.

5. Consent and Requested Services

We process personal data only for a lawful purpose. Depending on the circumstances, processing may be based on your consent, your voluntary request for a specified service, compliance with law, or another ground permitted by applicable law.

We do not require a separate checkbox merely to read this Policy or request an ordinary service. When you knowingly submit a form, send a message or document, call us, request a quotation, approve a quotation, or make a payment, that affirmative action authorises us to use the data you provide for the specific request and the reasonably necessary activities described in this Policy.

Merely browsing the website is not treated as consent to unrelated marketing or to optional tracking where applicable law requires an affirmative choice. If a separate consent is legally required—for example, for optional advertising cookies or a particular marketing activity—we will request it through an appropriate notice or control.

You may withdraw consent by contacting us. Withdrawal does not affect processing already lawfully completed. It may prevent us from continuing a service that requires the relevant data; we will explain the practical consequence before closing or limiting the request.

6. Document Confidentiality and Security

Documents submitted for apostille, attestation, legalisation, translation, notarisation, or delivery may contain sensitive personal information. We limit access to people and providers who reasonably need it for the accepted service, support, security, accounts, or legal compliance.

We use reasonable administrative, technical, and physical safeguards appropriate to the nature of the data. These may include access controls, password protection, secure service providers, staff or contractor confidentiality duties, restricted document handling, backups, and secure disposal procedures.

No internet transmission, messaging service, courier route, or storage system is completely secure. You should use the secure submission method we specify, keep original documents and tracking details protected, and contact us promptly if you believe data has been sent to the wrong recipient or accessed without authority.

We do not sell or rent customer documents or personal data.

7. When We Share Personal Data

We may share only the data reasonably necessary with:

  • government departments, embassies, consulates, courts, educational institutions, notaries, chambers of commerce, or other competent organisations involved in the requested process;
  • officially designated collection or submission channels where applicable;
  • translators, notaries, verification agents, document-handling partners, and professional advisers;
  • courier, postal, logistics, printing, scanning, and secure-storage providers;
  • website hosts, cloud and email providers, WhatsApp or telecommunications providers, customer-support systems, analytics providers, advertising platforms, payment gateways, banks, and accounting providers;
  • regulators, law-enforcement bodies, courts, or other parties when disclosure is legally required or reasonably necessary to protect rights, safety, documents, or systems; and
  • a successor in a genuine business reorganisation, subject to appropriate confidentiality and legal safeguards.

These recipients may act under their own legal duties and privacy terms. We do not authorise them to use data for unrelated purposes merely because they receive it from us.

8. Google, Cookies, and Similar Technologies

The website may use cookies, pixels, tags, local storage, and similar technologies for security, essential functionality, preferences, traffic measurement, and advertising measurement.

We may use Google services such as Google Analytics, Google Ads, or conversion measurement. Depending on our configuration, Google may receive technical data such as cookie or device identifiers, IP-derived information, referral information, pages viewed, and conversion events. We do not intentionally send document contents, passport numbers, full names, or other sensitive service data to Google for advertising measurement.

You can limit cookies through browser settings and, where displayed, the website’s cookie control. Blocking essential technologies may affect website operation. Google also provides its own privacy information and advertising controls on its websites.

Where applicable law requires prior consent for non-essential technologies, we will not treat continued browsing alone as that consent. We will configure analytics and advertising tools consistently with the consent choices actually offered.

9. Calls, WhatsApp, Email, and Marketing

When you contact us through telephone, WhatsApp, email, or another platform, that provider may process data under its own privacy terms. Avoid sending unnecessary document data through an insecure or shared account.

We may send messages reasonably necessary to answer your enquiry or perform an accepted service. These service messages are not marketing. Promotional messages will be sent only where permitted by law. You can opt out of promotional messages at any time using the method provided or by contacting us; service-related messages may continue while a request remains active.

We do not record calls unless we give an appropriate notice and have a lawful basis to do so.

10. Data Retention and Deletion

We keep personal data only for as long as reasonably necessary for the purpose collected, including service completion, document return, support, fraud prevention, accounting, legal compliance, and dispute handling.

As a general operating guide:

  • enquiries that do not become a service are ordinarily deleted or anonymised within 12 months;
  • working document copies and service correspondence are ordinarily deleted or securely archived within 3 years after completion, unless you request earlier erasure or a longer period is required for a lawful reason;
  • invoices, transaction records, and records required by tax or accounting law are kept for the applicable statutory period;
  • marketing contact data is kept until you opt out or it is no longer useful; and
  • technical logs and cookie data are kept according to security needs, provider settings, and the shortest practical period for their purpose.

Original physical documents are returned, delivered, or otherwise handled according to the accepted service. Backup copies may remain temporarily until normal backup cycles expire. Data may be retained longer when required by law, an unresolved complaint, a payment dispute, fraud prevention, or a legal claim.

11. Children’s Personal Data

Our services are directed to adults. A document may concern a person under 18, but the request must be made by a parent, lawful guardian, or other person with valid authority. We may ask for evidence of that authority and any verifiable consent required by law.

We do not knowingly engage in behavioural monitoring of children or direct targeted advertising at children. If you believe a child supplied data directly without proper authority, contact us so that we can investigate and take appropriate action.

12. Your Privacy Rights

Subject to applicable law, you may ask us to:

  • confirm whether we process your personal data and provide information about that processing;
  • correct, complete, or update inaccurate or incomplete data;
  • erase data that is no longer required or must be erased by law;
  • withdraw consent for future consent-based processing;
  • stop promotional communications;
  • explain the recipients or categories of recipients involved in processing, where required; and
  • record a nominee who may exercise specified rights in the event of your death or incapacity, where applicable.

We may verify your identity and authority before acting on a request. Some data cannot be erased immediately when retention is required by law or reasonably necessary for an unresolved service, security issue, payment, complaint, or legal claim. We will explain a lawful refusal or limitation.

You are responsible for providing authentic information and for not impersonating another person or making a false or frivolous privacy request.

13. Grievances and Complaints

Send a privacy request or grievance to the privacy and grievance contact listed in Section 1.

Please state your name, contact details, relationship to the data, and the request or concern. We will acknowledge and address it within the period required by applicable law. You may use any further complaint or appeal mechanism available under applicable data-protection law after first giving us a reasonable opportunity to resolve the grievance.

14. International Processing

A requested service may require a document or related data to be sent to a foreign embassy, consulate, authority, recipient, courier, cloud provider, or service partner. Privacy protections in another country may differ from those in India. We will limit such processing to what is reasonably necessary for the request and use available contractual, technical, or organisational safeguards where appropriate.

15. Personal Data Breaches

If a personal data breach occurs, we will take reasonable steps to contain and assess it. We will notify affected individuals and the competent authority when and in the manner required by applicable law, and will provide available guidance about protective action.

16. Changes to This Policy

We may update this Policy to reflect changes in law, technology, providers, or business practices. The current version will be posted on this page with its updated date. A material change will apply prospectively, and an additional notice or consent will be provided where required by law.