Privacy

Last Updated: March 1, 2026

Federal Apostille and Notary Processing ("we," "us," "our," or the "Company") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website at www.federalapostille.org, utilize our apostille and notary processing services, or otherwise interact with us. Please note that Federal Apostille and Notary Processing is a private document processing service and is not a government agency.

By accessing or using our website and services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with the terms of this policy, please do not access or use our services.

1. Information We Collect

We collect various types of information in connection with the services we provide, including information you provide directly to us and information collected automatically when you interact with our website.

1.1 Personal Information

When you use our services, create an account, or contact us, we may collect personal information that identifies you or can be used to identify you, including but not limited to:

• Full legal name and any former names
• Mailing address, residential address, and billing address
• Email address and telephone number
• Date of birth and place of birth
• Government-issued identification numbers when required for document processing
• Signature specimens as needed for notary services

1.2 Document Information

In the course of providing apostille, authentication, and notary services, we may receive and process:

• Copies of vital records such as birth certificates, marriage certificates, and death certificates
• Educational documents including diplomas, transcripts, and academic records
• Corporate documents such as articles of incorporation, certificates of good standing, and powers of attorney
• Legal documents including court orders, affidavits, and sworn statements
• Any other documents submitted for apostille, authentication, or notarization

1.3 Payment Information

When you make a payment for our services, we collect payment-related information, which may include:

• Credit card or debit card numbers (processed securely through our third-party payment processor)
• Billing name and billing address
• Transaction history and payment amounts

We do not store complete credit card numbers on our servers. All payment processing is handled through PCI-DSS compliant third-party payment processors.

1.4 Usage Data

We automatically collect certain information about your device and your interactions with our website, including:

• IP address and approximate geographic location
• Browser type, version, and language preferences
• Operating system and device type
• Pages viewed, links clicked, and the date and time of your visit
• Referring website or source that directed you to our site
• Duration of your visit and navigation patterns

1.5 Cookies and Tracking Technologies

Our website uses cookies, web beacons, pixels, and similar technologies to enhance your browsing experience, analyze site traffic, and understand user behavior. For detailed information about the cookies we use, please refer to Section 5 (Cookie Policy) of this Privacy Policy.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Fulfillment: To process your apostille, authentication, legalization, and notary requests, including hand-delivering documents to the U.S. Department of State on your behalf
• Communication: To communicate with you regarding your order status, provide customer support, respond to your inquiries, and send service-related notifications
• Payment Processing: To process your payments, issue refunds when applicable, and maintain accurate financial records
• Account Management: To create and manage your account, verify your identity, and maintain records of your transactions with us
• Service Improvement: To analyze usage patterns, diagnose technical issues, improve our website functionality, and enhance the overall quality of our services
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests
• Marketing Communications: With your consent, to send you information about new services, promotions, or updates that may be of interest to you. You may opt out of marketing communications at any time
• Security and Fraud Prevention: To detect, investigate, and prevent fraudulent transactions, unauthorized access, and other illegal activities

3. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in the following limited circumstances:

• Government Agencies: We share necessary document information with the U.S. Department of State, state secretaries of state, embassies, and consulates as required to fulfill your apostille, authentication, and legalization requests
• Service Providers: We work with trusted third-party service providers who assist us in operating our website, processing payments, delivering shipments, and performing other business functions. These providers are contractually obligated to use your information only for the purposes of providing services to us and are required to maintain the confidentiality and security of your data
• Shipping Partners: We share your name, address, and contact information with shipping carriers such as FedEx, UPS, and USPS to deliver your processed documents
• Legal Requirements: We may disclose your information if required to do so by law, regulation, subpoena, court order, or other governmental request, or when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request
• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information

4. Data Security Measures

We implement a comprehensive range of administrative, technical, and physical security measures designed to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• SSL/TLS encryption for all data transmitted between your browser and our servers
• Encryption of sensitive data at rest using industry-standard encryption protocols
• Restricted access to personal information on a need-to-know basis among our employees and contractors
• Regular security assessments, vulnerability scans, and penetration testing
• Secure physical storage for any paper documents received for processing
• Employee training on data privacy and security best practices
• Multi-factor authentication for access to our internal systems

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee the absolute security of your data, but we are committed to maintaining the highest reasonable standard of protection.

5. Cookie Policy

Our website uses cookies and similar tracking technologies to provide you with a better browsing experience and to help us understand how our website is used.

5.1 Types of Cookies We Use

• Essential Cookies: These cookies are necessary for the website to function properly. They enable core features such as security, session management, and accessibility preferences. You cannot opt out of essential cookies as they are required for the site to operate
• Performance and Analytics Cookies: These cookies collect information about how visitors use our website, including which pages are visited most often, how visitors navigate between pages, and whether they encounter error messages. We use Google Analytics to gather this information. The data collected is aggregated and anonymous
• Functional Cookies: These cookies allow our website to remember choices you make, such as your language preference, region, or login credentials, and provide enhanced, personalized features
• Marketing Cookies: With your consent, we may use marketing cookies to deliver advertisements that are relevant to your interests. These cookies track your browsing habits and may be set by third-party advertising partners

5.2 Managing Cookies

Most web browsers allow you to manage your cookie preferences through browser settings. You can set your browser to refuse all cookies, accept only certain cookies, or notify you when a cookie is being set. Please note that disabling essential cookies may affect the functionality of our website. For more information about managing cookies, please visit your browser's help documentation.

6. Third-Party Services

Our website may contain links to third-party websites, services, or applications that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through our website. Third-party services we may integrate with include:

• Payment processors (for secure payment handling)
• Analytics services (such as Google Analytics)
• Customer relationship management platforms
• Email service providers
• Shipping and tracking services
• Live chat and customer support platforms

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Our specific retention practices are as follows:

• Transaction Records: We retain records of your orders and transactions for a minimum of seven (7) years to comply with tax and accounting regulations
• Document Copies: Copies of documents submitted for processing are retained for up to ninety (90) days after the completion of your order to assist with any questions or issues that may arise. After this period, document copies are securely destroyed
• Account Information: If you have an account with us, your account information is retained for as long as your account remains active. You may request deletion of your account at any time
• Communication Records: Records of customer communications are retained for up to three (3) years for quality assurance and training purposes
• Usage Data: Anonymized usage data may be retained indefinitely for analytical purposes

8. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information. We are committed to honoring these rights in accordance with applicable law.

8.1 Rights for All Users

• Access: You have the right to request a copy of the personal information we hold about you
• Correction: You have the right to request that we correct any inaccurate or incomplete personal information
• Deletion: You have the right to request deletion of your personal information, subject to certain legal exceptions
• Opt-Out: You have the right to opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly

8.2 California Residents (CCPA Compliance)

If you are a resident of California, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

• Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which your personal information was collected, the business or commercial purpose for collecting your personal information, and the categories of third parties with whom we share your personal information
• Right to Delete: You have the right to request the deletion of your personal information that we have collected, subject to certain exceptions provided by law
• Right to Opt-Out of Sale: We do not sell your personal information. However, you have the right to direct us not to sell your personal information at any time
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights. We will not deny you goods or services, charge you different prices, provide a different quality of service, or suggest that you may receive a different price or quality of service for exercising your rights
• Right to Correct: You have the right to request that we correct inaccurate personal information that we maintain about you
• Right to Limit: You have the right to limit the use and disclosure of your sensitive personal information

To exercise any of these rights, please contact us at (760) 469-2997 or submit a request through our website. We will respond to your request within forty-five (45) days, as required by law. We may need to verify your identity before processing your request.

9. Children's Privacy

Our services are not intended for individuals under the age of eighteen (18). We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to remove that information from our servers. If you believe that we may have collected information from a child under 18, please contact us immediately at (760) 469-2997.

Please note that while our services are not directed at minors, we do process documents related to minors (such as birth certificates for apostille purposes) when submitted by a parent or legal guardian.

10. International Data Transfers

Federal Apostille and Notary Processing is based in the State of California, United States. If you are accessing our website or using our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country of residence.

By submitting your personal information to us, you consent to the transfer, processing, and storage of your information in the United States. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy, regardless of where it is processed or stored.

When we transfer documents and information to embassies, consulates, or government agencies in other countries as part of the legalization or authentication process, such transfers are made solely for the purpose of fulfilling your service request and in accordance with the requirements of those institutions.

11. Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time. When we make material changes to this policy, we will notify you by updating the "Last Updated" date at the top of this page and, where appropriate, provide additional notice such as an email notification or a prominent announcement on our website. Your continued use of our website and services following the posting of changes constitutes your acceptance of those changes.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. If you have questions about any changes, please do not hesitate to contact us.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us using the following information: