Last updated: July 1, 2025

1. Information We Collect

We may collect the following types of personal information:

A. Information you provide directly:

– Full name

– Email address

– Phone number

– Mailing address

– Uploaded documents (e.g., passport, birth certificates, powers of attorney, notarized documents)

– Payment information (via third-party processors)

– Communication content (calls, messages, chats)

B. Automatically collected information:

– IP address

– Browser type and settings

– Device data

– Cookies and tracking data

– Usage patterns and logs

2. How We Use Your Information

We use the information we collect for the following purposes:

– To provide notary, apostille, and document handling services

– To communicate with you about your orders and services

– To verify identity for legal purposes

– To comply with state and federal regulations

– To process payments via secure third-party providers (e.g., Stripe, PayPal)

– To improve our services and personalize your experience

– To send SMS updates about the status of your documents

– To communicate via WhatsApp (@ApostilBot) and Telegram (@ApostilCoBot) for document intake and status updates

3. Legal Basis for Processing (For European Union Users)

If you are located in the European Economic Area, we process your personal information under the following legal bases:

– Your consent

– The performance of a contract

– Compliance with legal obligations

– Legitimate interests (e.g., fraud prevention, business improvement)

4. Information Sharing and Disclosure

We do not sell your personal information. We may share it only under the following circumstances:

– Service Providers: with trusted vendors (e.g., online notaries, document couriers, payment processors) who perform functions on our behalf

– Legal Requirements: to comply with subpoenas, court orders, or legal processes

– Business Transfers: in connection with mergers, acquisitions, or asset sales

– With Your Consent: when you explicitly authorize us to share your information

5. Data Retention

We retain your personal information only as long as necessary to:

– Fulfill the services requested

– Comply with applicable laws (e.g., record retention rules for notarization)

– Resolve disputes and enforce our agreements

You may request deletion of your data by contacting us at privacy@apostil.co, unless legal obligations prevent us from doing so.

6. Security

We take reasonable administrative, technical, and physical precautions to protect your information from loss, misuse, or unauthorized access.

These include:

– End-to-end encryption of document transmissions

– Secure storage with trusted cloud providers (e.g., AWS)

– HTTPS on all data exchanges

– Access control for staff and contractors

Despite our efforts, no system can be guaranteed 100% secure.

7. Your Rights

Depending on your location, you may have the following rights:

– Access the personal data we hold about you

– Correct inaccurate or outdated information

– Request deletion of your data

– Withdraw consent

– File a complaint with a supervisory authority (if located in the EU)

To exercise your rights, contact us at: privacy@apostil.co

8. Cookies and Tracking Technologies

We use cookies and similar tools to:

– Understand website usage

– Save user preferences

– Enable retargeting ads and analytics

– Improve loading times and user experience

– You can control cookie settings via your browser

9. Third-Party Services

Our services may integrate or link with third-party providers such as:

– Telegram Bot (@ApostilCoBot) and WhatsApp Bot (@ApostilBot) for document communication

– Stripe/PayPal for secure payment processing

– Google Analytics for performance tracking

– CRM and document management platforms for service delivery and customer interaction

– SMS delivery services for automated status notifications

Each third-party service is governed by its own privacy policy.

10. Children’s Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect data from children.

11. International Data Transfers

If you are accessing our services from outside the United States, please note that your data will be processed and stored in the U.S., where data protection laws may differ from those in your jurisdiction.

12. Updates to This Privacy Policy

We may update this policy from time to time. Changes will be posted on this page with the “Last Updated” date.