Introduction

This Privacy Policy applies to information collected through our website, online enquiry forms, email communications, and other interactions with Registered Secured Documents.

When you visit our website, contact us, or request assistance with a document-related service, you may provide information that allows us to respond to your enquiry and understand your requirements.

By using our website, you acknowledge that you have had the opportunity to read this Privacy Policy. Where consent is required by applicable law, we will seek it as appropriate.

This policy should be read alongside any relevant service terms, notices, or consent statements presented to you when you submit information.

Information We Collect

The information we collect depends on how you interact with our website and the type of assistance you request.

Personal and Contact Information

• Your name and preferred form of address.
• Your email address and telephone number.
• Your country or general location, where provided.
• Information you include in enquiries or messages.

Service and Request Information

• The type of document or assistance you request.
• Details you provide to help us understand your requirements.
• Photographs, scans, or supporting files you choose to submit.
• Communications between you and our team regarding your request.

Technical Information

When you browse our website, certain technical information may be collected automatically by our website, hosting provider, or security tools. This may include your IP address, browser type, device information, pages visited, referral information, and approximate access times.

We do not intend to collect information that is unnecessary for the operation of our website or the handling of your enquiry. Please avoid sending sensitive personal information unless it is genuinely necessary for your request.

How We Use Your Information

We may use the information you provide for the following purposes, where applicable and permitted by law:

• To respond to your questions and service enquiries.
• To understand your document-related requirements.
• To communicate with you about a requested service.
• To review files or information you voluntarily submit.
• To maintain business, customer-service, and transaction records.
• To operate, maintain, and improve our website.
• To detect suspicious activity, prevent misuse, and protect our systems.
• To comply with applicable legal obligations and respond to lawful requests.

We may process information where necessary to take steps at your request, perform an agreement, meet a legal obligation, pursue a legitimate business interest, or rely on your consent, depending on the circumstances and applicable law.

We do not state that every listed purpose applies to every visitor. The information used will depend on your interaction with us and the service you request.

Documents and Photographs

Some enquiries may involve photographs, scans, or other supporting documents. You should submit only information that is relevant to your request.

• Ensure that files are intended for submission to us.
• Where a document contains another person's information, ensure you have the authority to share it.
• Do not send passwords, banking credentials, or unrelated confidential information.
• Contact us if you have concerns about how a particular file should be submitted.

Information contained in submitted files may be used to assess and respond to your enquiry and to provide the assistance you request. Access should be limited to people and service providers who need the information for an appropriate business purpose.

Please be aware that sending information over the internet involves some risk. Do not assume that ordinary email or a website enquiry form is a fully secure method for transmitting highly sensitive information.

Cookies and Analytics

Our website or its service providers may use cookies and similar technologies to support website functionality, security, performance measurement, and user experience.

Cookies are small files stored on your device by a website. Some may be necessary for essential website functions, while others may be used for analytics or optional features.

You can manage cookies through your browser settings. Blocking certain cookies may affect the functionality of some parts of the website.

Where applicable law requires consent before optional cookies or similar technologies are used, the relevant consent mechanism should be provided on the website.

Sharing Your Information

We do not intend to sell your personal information. We may disclose relevant information in limited circumstances, including the following:

• Service providers: Website hosting, email, security, storage, communication, or technical providers that help us operate our business.
• Your instructions: Where you ask us to share information or authorize a particular disclosure as part of your request.
• Legal requirements: Where disclosure is required by applicable law, court order, or a valid request from an authorized public authority.
• Protection and security: Where reasonably necessary to investigate fraud, protect rights, or address security incidents.
• Business changes: Where information must be reviewed or transferred as part of a business restructuring or transfer, subject to applicable legal requirements.

When third-party providers process information on our behalf, their access should be limited to what is reasonably required for their services. Their handling of information may also be governed by their own privacy terms and applicable law.

Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking into account the nature of the information, the status of your request, our business requirements, and applicable legal obligations.

For example, some correspondence and service records may need to be retained to respond to follow-up enquiries, maintain accurate records, resolve disputes, or comply with legal requirements.

When information is no longer required, we will take reasonable steps to delete it, securely dispose of it, or anonymize it, subject to applicable law and legitimate retention needs.

Actual retention periods may differ depending on the type of record and the circumstances. You may contact us to enquire about information associated with your request.

Data Security

We take reasonable measures intended to protect personal information against unauthorized access, disclosure, alteration, loss, or misuse.

Depending on the circumstances, these measures may include access controls, appropriate account permissions, security monitoring, and the use of reputable technical service providers.

However, no website, electronic transmission, or storage system can be guaranteed to be completely secure. We cannot promise absolute security, and you should exercise care when submitting personal information online.

If you believe that information you submitted to us has been exposed or used improperly, please contact us so that the concern can be reviewed.

Your Privacy Choices and Rights

Depending on your location and the laws that apply, you may have rights concerning your personal information. These rights may include:

• Requesting access to personal information we hold about you.
• Requesting correction of inaccurate or incomplete information.
• Requesting deletion of information where legally available.
• Objecting to, or requesting restrictions on, certain processing.
• Withdrawing consent where processing is based on consent.
• Requesting a copy of certain information in a portable format, where applicable.
• Submitting a complaint to the relevant privacy or data-protection authority.

These rights are not absolute in every situation. We may need to verify your identity and may retain or process certain information where the law permits or requires us to do so.

To make a privacy request, email us using the contact details below. Please describe your request clearly and do not include unnecessary sensitive information.

You may also contact us if you no longer wish to receive non-essential promotional communications from us.

Third-Party Websites

Our website may contain links to websites, platforms, or services operated by third parties. Those external services may have their own privacy policies, security practices, and terms of use.

We do not control the privacy practices of independent third-party websites. We encourage you to review their privacy notices before submitting personal information to them.

Children's Privacy

Our website is not intended to encourage children to submit personal information independently. If you are a parent or legal guardian and believe that a child has provided personal information to us inappropriately, please contact us.

Where required by applicable law, we will take appropriate steps to review the request and address the information concerned.

International Transfers

Depending on the location of our website infrastructure and service providers, information may be processed or stored in countries other than the country in which you live.

Where international transfers are subject to legal safeguards, we will take the steps required by applicable law for the relevant transfer.

If you have questions about where your information may be processed, please contact us using the details below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our website, business operations, service providers, or legal requirements.

When changes are made, the updated policy will be published on this page and the effective date will be revised. We encourage you to review this page periodically.

Where applicable law requires additional notice or consent for a material change, we will take the steps required by law.

Contact Us

If you have questions about this Privacy Policy, would like to make a privacy request, or have concerns about how your information is handled, please contact us.