Privacy Policy

1. Who this policy is from

This Privacy Policy describes how the business identified below (“we,” “us,” or “Keystone Apostille”) handles your information when you use our website and service.

2. Information we collect

We collect only what we need to process your order. In plain language, that includes:

• Your name, so we know whose documents we are handling.
• Contact information, such as your email address and phone number, so we can send order updates and reach you if there is a question.
• Shipping addresses, both the address you are sending from and the address we return your documents to, so we can create shipping labels.
• Order details, such as the documents in your order, the number of signatures, the destination country, and any options you choose.
• Payment information. Your payment is processed by our payment provider, Stripe. We do not store your full card number. Full card details are handled directly by Stripe and never touch our servers. We may keep limited references such as a confirmation that payment succeeded.
• Document images you choose to upload. Uploading a photo of your document is optional. If you do upload one, we store it securely and use it only as a record for your order.
• Basic website and device data, such as your general usage of the site, which may be collected through cookies or analytics tools (see the cookies section below).

3. Why we collect it

We use your information only to process your order and to run our service. Specifically, we use it to:

• Create and manage your order.
• Process your payment.
• Create shipping labels and track your documents both ways.
• Send you order related emails, such as your confirmation, a prepaid shipping label, status updates, and any action needed messages.
• Respond to your questions and provide customer support.
• Keep records for accounting, disputes, and legal compliance.

We do not use your information for unrelated marketing without your consent.

4. Who we share it with

We do not sell your personal information. We share it only with trusted service providers we use to run our business, and only so they can perform their function for your order. Specifically, we share your information with providers as needed to:

• Process your payment securely.
• Generate your prepaid shipping label, validate your address, and track your documents in both directions.
• Send you order confirmation, status updates, and other emails.
• Store and operate your order data and any document images you upload.

These providers are permitted to use your information only as needed to perform their services for us. We may also disclose information if required by law, such as in response to a valid legal request, or to protect our rights, our customers, or the public.

5. How long we keep your information

We keep your personal information and order records for no longer than 120 days after your order is complete, and only as long as needed to process your order and keep the service running smoothly, including time to resolve any disputes or chargebacks and meet basic accounting and legal requirements. After that, we delete or anonymize them.

Optional document images

Document images are treated with extra care. Any photo you choose to upload is stored in a private, access-controlled location and never made public. It is reachable only by authorized staff through short-lived, secure links. We automatically delete uploaded document files after your order is complete We do not keep your documents.

6. How we protect your information

We use reasonable technical and organizational measures to protect your information. These include encrypted connections (HTTPS) across the site, access controls so that only authorized staff can view customer data, private storage for any uploaded document images, and reliance on established providers such as Stripe for payment handling so that sensitive card data stays out of our systems.

No method of transmission or storage is completely secure, so while we work hard to protect your information, we cannot guarantee absolute security.

7. Your privacy rights

Depending on where you live, you may have the right to ask us to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or incomplete.
• Delete your personal information, subject to legal exceptions.

To make a request, contact us at the email address below. We may need to verify your identity before acting on your request. We will not discriminate against you for exercising these rights.

8. Cookies and analytics

Our website may use cookies and similar technologies to keep the site working properly and to understand how visitors use it. We may use an analytics tool such as Google Analytics to see general, aggregated information like which pages are visited and where visitors come from. Analytics data helps us improve the site and is not used to identify you personally.

You can usually control or block cookies through your browser settings, though some parts of the site may not work as well if you do.

9. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page. We encourage you to review it periodically.

10. Contact us

If you have questions about this Privacy Policy or about how we handle your information, please contact us using the details below.