Privacy Policy

Effective date: August 31, 2025

1) Information We Collect

a) Information you provide

• Contact details: name, email, phone, billing/shipping address.
• Order details: document type, destination country, service choices, special instructions.
• Document uploads: PDFs/images needed to process your apostille.
• Payment info: processed by our PCI-DSS compliant payment processors (e.g., Stripe/PayPal); we do not store full card numbers.
• Support messages: email, chat, and call notes.

b) Information collected automatically

• Device & usage data: IP address, browser type, pages viewed, referring/exit pages, timestamps.
• Cookies & similar tech: session IDs, preferences, analytics, conversion tracking (see §7).
• UTM & campaign data: ad source, medium, campaign identifiers for attribution and fraud prevention.

c) Information from third parties

• Payment processors for fraud screening and transaction status.
• Shipping carriers for tracking and delivery confirmations.
• Analytics/ads partners for aggregated metrics (e.g., Google Analytics/Ads, Meta).

2) How We Use Information

• Service delivery: review documents, prepare packets, courier to U.S. Department of State, collect and scan completed apostilles, and arrange shipping if purchased.
• Customer support: updates, reminders, issue resolution, and order-related communication.
• Payments & fraud prevention: process transactions, prevent unauthorized or fraudulent activity.
• Analytics & improvements: improve site performance, UX, and service operations.
• Legal & compliance: meet recordkeeping obligations and respond to lawful requests.
• Marketing (limited): with your consent or as permitted by law, we may send service announcements or offers; you may opt out at any time.

3) Legal Bases (GDPR/UK GDPR, where applicable)

• Contract: to provide and fulfill the services you request.
• Legitimate interests: security, fraud prevention, analytics, and service improvement.
• Consent: for certain cookies/marketing where required (you can withdraw at any time).
• Legal obligation: tax, accounting, lawful requests.

4) How We Share Information

• Service providers/subprocessors: payment gateways, analytics, hosting/cloud storage, helpdesk, email/SMS delivery, scanning/printing vendors, and shipping carriers—only as needed to perform our services.
• Government authorities: when submitting your documents to the U.S. Department of State or other competent authorities per your order.
• Business transfers: in connection with a merger, acquisition, or sale of assets (subject to this Policy).
• Legal compliance: to comply with applicable laws or enforce our agreements.

5) Data Retention & Purge Policy

• Electronic files (order records, communications, scans) are retained and then purged on a rolling basis within 3 years, or earlier upon written request unless legal holds apply.
• Physical copies: if you send originals and do not purchase return shipping, we will shred physical copies 7 days after completion/shipment.
• Payment records: retained per accounting and tax requirements (typically 7 years in the U.S.).

6) Your Choices & Rights

• Access/Correction: contact us to access or correct your personal information.
• Deletion: request deletion; we’ll honor subject to legal/contractual limits.
• Marketing opt-out: unsubscribe links in emails or reply STOP for SMS.
• Cookies: manage cookie preferences via our banner or your browser settings (see §7).
• Do Not Sell or Share (CCPA/CPRA): we do not “sell” personal data as defined by applicable law. To opt out of cross-context behavioral advertising, adjust cookie preferences in the banner and/or submit a request via our contact methods below.
• EU/UK users: you may have additional rights (data portability, restriction, objection, complaint to a supervisory authority).

7) Cookies & Similar Technologies

We use cookies, pixels, and local storage to operate the site, remember your preferences, analyze traffic, measure conversions, and combat fraud.

Types of cookies we use

• Strictly necessary (session/login, security, payment flow).
• Functional (remember preferences and choices).
• Analytics (e.g., Google Analytics) to understand site usage and improve performance.
• Advertising/attribution (e.g., Google/Meta pixels) to measure conversions and optimize campaigns.

Your cookie controls

• Use our cookie banner to accept, reject, or customize non-essential cookies.
• Adjust your browser settings to block or delete cookies (site features may be limited).
• Some third parties offer their own opt-outs (e.g., Google Analytics Opt-out).

8) Security

We implement commercially reasonable administrative, technical, and physical safeguards (including encrypted transport via HTTPS and secure processors for payments). No method of transmission or storage is completely secure; use the service at your own risk.

9) International Transfers

We are U.S.-based. If you access the service from outside the U.S., your information may be processed in the U.S. and other countries that may have different data protection laws. Where required, we use appropriate safeguards for international transfers.

10) Children’s Privacy

Our services are intended for use by adults (18+) ordering on their own behalf or on behalf of dependents. We do not knowingly market directly to minors. However, parents or legal guardians may submit children’s documents (such as birth certificates, adoption records, or school records) for apostille processing. By doing so, the parent/guardian represents that they have the lawful right to provide this information for processing. If you believe information was submitted without proper authority, please contact us and we will address it promptly.

11) Third-Party Links

Our site may link to third-party websites. We are not responsible for their content or privacy practices. Review their policies before providing information.

12) Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated version and revise the “Effective date.” Your continued use of the site after changes constitutes acceptance.

13) Contact Us

To exercise your rights or ask questions about this Policy or our data practices:

• Email: [email protected]

Non-Affiliation Notice: Federal Apostille is a private service provider and not affiliated with the U.S. Department of State or any government agency.

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