Privacy Policy

Last Updated: 11 August 2025

1. INTRODUCTION

Welcome to Apostille Solutions Ltd. We are committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, and protect the personal data you provide to us when you use our website https://apostillesolutions.co.uk (the “Site”) and our legalisation services (the “Services”).

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is:

APOSTILLE SOLUTIONS LTD

314 Midsummer Court,
Midsummer Blvd,
Milton Keynes,
MK9 2UB,
United Kingdom

Company Number: 14203109

ICO Registration Number: ZB939816

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Email: info@apostillesolutions.co.uk
Phone: +44 (0) 2080950105

 

2. THE DATA WE COLLECT ABOUT YOU

We may collect, use, store, and transfer different kinds of personal data about you, including:

      • Identity Data – first name, last name, and title.

      • Contact Data – billing address, delivery address, email address, and telephone numbers.

      • Financial Data – payment card details (processed securely by third-party providers such as Stripe and PayPal; we do not store full card details).

      • Transaction Data – details about payments to and from you and your purchases.

      • Document Data – documents sent for legalisation, which may contain sensitive categories of personal data (e.g., birth certificates, marriage certificates, criminal record checks, court documents, academic records).

      • Technical Data – IP address, login data, browser type and version, time zone setting and location, and other technology on the devices you use to access our Site.

      • Usage Data – information about how you use our Site and Services.

     

    3. HOW WE USE YOUR PERSONAL DATA

    We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

        • To Perform a Contract – to process and deliver your order, including managing payments, fees, and charges.

        • For Our Legitimate Interests – to manage our business, respond to enquiries, keep our records updated, and improve our Site and Services.

        • To Comply with a Legal Obligation – including for tax and accounting purposes.

      We will only use your Document Data (which may be sensitive) for the sole purpose of providing the legalisation service you have requested. The legal basis for processing this type of data is that it is necessary for reasons of substantial public interest, as permitted by data protection law for the administration of justice.

       

      4. WHO WE SHARE YOUR PERSONAL DATA WITH

      To provide our Services, we may share your personal data with trusted third parties, including:

          • Solicitors and Notaries Public.

          • The UK Foreign, Commonwealth & Development Office (FCDO).

          • Embassies and Consulates.

          • Courier and postal services (e.g., Royal Mail, DHL).

          • Third-party payment providers.

          • Professional advisers (lawyers, bankers, auditors, insurers).

          • HM Revenue & Customs, regulators, and other authorities.

        We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our service providers to use your personal data for their own purposes and only permit them to process your data for specified purposes in accordance with our instructions.

         

        5. INTERNATIONAL TRANSFERS

        We process and store your personal data within the United Kingdom. If it is necessary to transfer your data outside the UK (for example, to an embassy or consulate abroad), we will ensure that appropriate safeguards are in place, such as standard contractual clauses or transfers to countries recognised as providing adequate protection under UK law.

         

        6. DATA SECURITY

        We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

        Access to your personal data is restricted to employees, agents, contractors, and third parties who have a business need to know. They will only process your data on our instructions and are subject to a duty of confidentiality.

         

        7. DATA RETENTION

        We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including any legal, regulatory, tax, accounting, or reporting requirements.

            • Transaction Data – retained for six years for tax and accounting purposes.

            • Document Data – digital copies are deleted within 90 days after your order is completed unless you request archiving or longer retention is legally required.

            • Physical Documents – returned to you upon completion of the service.

           

          8. YOUR LEGAL RIGHTS

          Under data protection law, you have the following rights:

              • Right of access – to obtain copies of your personal data.

              • Right to rectification – to correct inaccurate or incomplete data.

              • Right to erasure – to request deletion of your data in certain circumstances.

              • Right to restrict processing – to limit processing in certain cases.

              • Right to object – to object to certain processing, including direct marketing.

              • Right to data portability – to request transfer of your data to another service provider.

            You will not be charged for exercising these rights. We have one month to respond to your request. To exercise your rights, please contact us at info@apostillesolutions.co.uk.

             

            9. COOKIES AND TRACKING TECHNOLOGIES

            Our Site uses cookies and similar tracking technologies to improve user experience and analyse usage. You can configure your browser to refuse all or some cookies or to alert you when cookies are set. Please note that disabling cookies may affect the functionality of the Site. For more information, please see our Cookie Policy.

             

            10. CHANGES TO THIS PRIVACY POLICY

            We may update this Privacy Policy from time to time. Any changes will be posted on our Site with an updated “Last Updated” date. We encourage you to review this page periodically.

             

            11. COMPLAINTS

            If you have concerns about how we process your personal data, please contact us first so we can address the issue.

            You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

            Website: www.ico.org.uk

            Telephone: 0303 123 1113

            Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF