Effective Date: [Insert Date]
Last Updated: [Insert Date]
QuickCertify (“QuickCertify”, “we”, “our” or “us”) respects your privacy and recognises the sensitive nature of documents used for apostille, attestation, notarisation-related processing and document legalisation.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you visit our website, contact us, request a quotation or use our document-processing coordination services.
By using our website or engaging our services, you acknowledge that you have read this Privacy Policy. Where applicable law requires consent or another lawful basis for processing, we will obtain or rely on that basis as required.
1. Who We Are
QuickCertify provides document-processing coordination and related assistance for individuals, students, professionals and businesses preparing documents for use in India or abroad.
We are not a government authority, embassy, consulate or document-issuing authority. Official authentication, apostille, attestation and legalisation decisions are made by the relevant competent authorities.
Business / Legal Entity: [Insert Full Legal Entity Name]
Brand Name: QuickCertify
Registered / Business Address: [Insert Address]
Privacy Contact: [Insert Privacy Contact Name or Role]
Email: [Insert Privacy Email]
Telephone: [Insert Contact Number]
Website: [Insert Website URL]
For the purposes of applicable data protection law, the relevant legal entity operating QuickCertify is responsible for personal data processed in connection with its services, subject to the roles of other parties involved.
2. Personal Information We May Collect
The information we collect depends on the service you request and the stage of processing.
A. Contact and enquiry information
This may include:
- Name
- Email address
- Telephone or mobile number
- City, state or country
- Preferred method of communication
- Information you include in an enquiry or quotation request
B. Document and service information
To understand and coordinate a document-processing request, we may need information such as:
- Document category, for example educational, personal or commercial
- Issuing authority, university, board or department
- Place or state of issue
- Destination country
- Intended purpose, such as education, employment, family matters or business
- Instructions received from a university, employer, embassy or other recipient
- Document status, processing stage and service-related correspondence
C. Information appearing in documents
If you provide documents for assessment or processing, those documents may contain personal information such as your name, date of birth, photograph, signature, educational history, family details, passport information, identification numbers or other information.
We request only the information reasonably needed for the relevant enquiry or service. Please do not send sensitive documents or identity numbers through an ordinary enquiry form unless we have specifically requested them through an appropriate submission method.
D. Payment and transaction information
Where payments are accepted, we may process information needed to record and reconcile transactions, such as:
- Service selected and amount payable
- Payment status, transaction reference and date
- Invoice and receipt details
- Refund or cancellation records
Card, bank or other payment credentials may be handled by the relevant payment provider. We do not intend to collect or store complete payment credentials unless specifically necessary and lawfully handled.
E. Website and technical information
When you use our website, technical information may be collected, such as:
- IP address and approximate location derived from it
- Browser and device information
- Pages visited and basic usage information
- Referring page, diagnostic logs and security events
- Cookie or similar technology information, where used
The exact information collected depends on the website tools, hosting, analytics and security services actually enabled.
3. How We Use Personal Information
We may use personal information for the following purposes:
- To respond to enquiries and provide quotations.
- To understand the document type, issuing authority, destination country and intended use.
- To discuss the likely authentication or legalisation route and identify requirements that need confirmation.
- To coordinate the services expressly agreed with you.
- To communicate about document status, missing information, additional requirements, delays and collection arrangements.
- To maintain service records, invoices, receipts and transaction histories.
- To respond to complaints, disputes, refund requests and customer support matters.
- To protect our website, documents, business systems and customers against fraud, misuse, unauthorised access and security incidents.
- To comply with applicable legal, regulatory, accounting and recordkeeping obligations.
- To establish, exercise or defend legal claims where reasonably necessary.
- To improve our services and website using information in a manner permitted by applicable law.
We will not knowingly use document information for an unrelated purpose merely because it has been provided to us.
4. Sharing and Disclosure of Information
We do not sell personal documents or personal information as a business activity.
We may disclose information when reasonably necessary for the service you request, for legal compliance or for legitimate business operations, subject to applicable law.
A. Authorities and processing channels
Where required for an agreed service, relevant information or documents may need to be submitted to or handled by a government authority, designated service provider, notary, state department, embassy, consulate, Chamber of Commerce or other relevant body.
The receiving authority or provider may have its own requirements, procedures and privacy practices.
B. Service providers
We may use service providers for functions such as:
- Website hosting and technical maintenance
- Business email and communication
- Secure document storage or transfer
- Payment processing and accounting
- Customer support and record management
- Security, fraud prevention and system monitoring
We aim to use providers appropriate to the nature of the information and the service involved. Access should be limited to what is reasonably required.
C. Professional advisers and legal requirements
We may disclose relevant information to professional advisers, insurers, auditors, law enforcement agencies, courts or public authorities where reasonably necessary or legally required.
D. Business changes
If our business undergoes a merger, restructuring, transfer or sale, relevant information may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.
We do not authorise third parties receiving information for a specific service to use it for unrelated purposes merely because they received it from us.
5. Document Confidentiality and Security
We understand that documents submitted for authentication can contain highly personal or commercially confidential information.
We aim to protect information through safeguards appropriate to the nature and sensitivity of the data. Depending on the systems and service arrangements actually in use, these may include:
- Restricting access to personnel who need the information to perform their duties.
- Using appropriate access controls and account security.
- Using secure transmission or storage methods where available and appropriate.
- Avoiding unnecessary duplication of documents.
- Maintaining reasonable safeguards for physical documents while they are in our custody.
- Taking reasonable steps to prevent unauthorised access, disclosure, alteration, loss or misuse.
- Reviewing information-handling arrangements with relevant service providers.
No website, electronic transmission, storage system or physical handling process can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we will take appropriate measures required by applicable law and our actual operational commitments.
Customers should also take reasonable care when sending documents, using email, accessing links or sharing information with third parties.
6. How Long We Retain Information
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, subject to applicable legal requirements.
Retention periods may depend on:
- Whether an enquiry becomes a service order
- The type of document and processing undertaken
- The need to maintain invoices, payment records and service correspondence
- Applicable accounting, tax or other recordkeeping requirements
- The resolution of complaints, disputes or legal claims
- Security, fraud prevention and audit needs
Where information is no longer required, we will take reasonable steps to delete it, anonymise it or otherwise dispose of it securely, subject to lawful retention requirements and technical limitations.
We may retain limited records after a service is completed where reasonably necessary for compliance, dispute resolution or legitimate recordkeeping purposes.
7. Cookies and Similar Technologies
Our website may use cookies or similar technologies to support essential website functions, remember preferences, maintain security, measure website performance or understand usage.
Where required, we will provide appropriate information and obtain consent or offer controls for non-essential technologies.
You may also be able to manage cookies through your browser settings. Disabling certain cookies may affect some website functions.
This section should be updated to reflect the actual cookies, analytics tools, advertising tools and other technologies enabled on the website.
8. Your Choices and Data Protection Rights
Subject to applicable law, you may have rights relating to your personal information, which can include requesting information about processing, seeking correction or erasure, withdrawing consent where processing is based on consent, and raising a grievance.
The availability and scope of rights depend on the applicable law, the type of information and the circumstances.
To make a privacy-related request, contact us using the details in the “Contact Us” section. We may need to verify your identity and clarify the request before acting.
We will respond within the period required by applicable law. Certain information may need to be retained where a legal obligation or other lawful basis applies.
You may also have the right to raise a complaint with a competent authority where provided by applicable law.
9. Children’s Information
Our services may relate to educational or personal documents belonging to minors. Where a document concerns a child, the request should be made by a parent, lawful guardian or other person legally authorised to act on the child’s behalf, as applicable.
We do not intend to knowingly collect children’s personal information directly through general website enquiries where doing so would be inconsistent with applicable law.
If you believe a child’s information has been submitted improperly, please contact us so that we can review the matter.
10. International Processing and Transfers
Some document-processing requests involve foreign authorities, embassies, consulates, overseas recipients or service providers.
Where information must be shared or transferred outside India, we will do so subject to applicable legal requirements and the arrangements relevant to the service.
The laws and privacy practices of a foreign authority or recipient may differ from those applicable in India. We do not control the independent privacy practices of a foreign government authority or organisation receiving your documents.
11. Third-Party Websites and Services
Our website may contain links to government websites, authorities, payment providers or other third-party services.
Those websites and services are not controlled by QuickCertify. Their own terms, privacy policies and security practices apply when you use them.
We encourage you to review the relevant third-party information before submitting personal data directly to those parties.
12. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, systems, legal obligations or information-handling practices.
The revised version will be published on this page with an updated “Last Updated” date. Where required by law, we will provide additional notice or seek consent.
13. Contact Us and Privacy Grievances
For questions, requests or complaints relating to this Privacy Policy or the handling of personal information, contact:
QuickCertify — Privacy Contact
Legal Entity: [Insert Legal Entity Name]
Address: [Insert Business Address]
Email: [Insert Privacy Email]
Telephone: [Insert Contact Number]
Please include enough information for us to understand your request, but do not send additional identity documents or sensitive information unless reasonably necessary and requested through an appropriate channel.
We will review privacy-related requests and complaints and respond in accordance with applicable law and our procedures.
14. Important Notice
This Privacy Policy describes our intended information-handling practices. It should be read together with our Terms of Service and any service-specific instructions or notices provided to you.
Nothing in this Policy is intended to exclude or restrict a right or obligation that cannot lawfully be excluded or restricted.