This policy explains how Apostille Service Singapore ("we", "us", "our") collects, uses, discloses, protects and deletes personal data when you use our website or our notarisation, apostille, legalisation, translation and courier services. We handle personal data in line with Singapore's Personal Data Protection Act 2012 (PDPA). By sending us an enquiry or a document, you agree to the practices described here.
Who we are
Apostille Service Singapore is a private document services provider based at 7 Temasek Boulevard, #12-07 Suntec Tower One, Singapore 038987. We help people and companies in Singapore get documents notarised, apostilled by the Singapore Academy of Law (SAL) and legalised by embassies. We are not affiliated with SAL, any embassy or any government agency, and we are not a law firm.
Personal data we collect
Depending on the service, we may collect:
- Contact details: your name, mobile or WhatsApp number, email address and, for collections or deliveries, your address and postal code.
- Enquiry details: the document type, destination country, purpose, deadline and anything else you tell us in a form, message or call.
- Document data: copies, scans or photos of the documents you ask us to process, such as birth, marriage and police certificates, degrees, passports, NRIC, powers of attorney and company records. These can include personal data about you and other people named in them.
- Identity checks: a copy of the passport or NRIC of any person who must sign before a notary public, because the notary must verify identity.
- Company details: for corporate clients, the company name, the names of directors or signatories, and billing contacts.
- Payment records: the amount, date and method of payment and the invoice details. We do not store full card numbers; card payments are handled by our payment provider.
- Website data: basic technical data your browser sends when you visit our website, such as the pages viewed and the time of the visit.
How we use your personal data
We use personal data only for purposes a reasonable person would consider appropriate, namely to:
- reply to your enquiry and send you a quotation within our stated response time;
- check your document and confirm the correct route (direct SAL apostille, notary first, or embassy legalisation);
- arrange notarisation, SAL authentication, embassy legalisation, translation, collection and delivery;
- verify the identity of signers, as notaries public are required to do;
- send status updates, invoices and receipts, and collect payment;
- keep records required by Singapore law, and handle complaints, disputes or legal claims; and
- improve our website and services, using non-identifying information where possible.
We do not sell personal data, and we do not use it for marketing unless you have separately agreed to receive marketing messages.
Consent and withdrawing consent
We collect, use and disclose personal data with your consent, or where the PDPA otherwise permits it. When you send us someone else's document (for example your child's birth certificate or a director's passport copy), you confirm that you have their consent, or are otherwise entitled, to give it to us for the service you request.
You may withdraw consent at any time by emailing info@apostilleservicesingapore.sg. We will tell you the likely consequences, and act on your request within a reasonable time. If you withdraw consent while an order is in progress, we may be unable to complete the service, and fees already paid to third parties cannot be recovered.
Transfers outside Singapore
Most of our processing takes place in Singapore. Where a document must be submitted to a foreign authority, or a service provider stores data outside Singapore, we take appropriate steps under the PDPA to ensure the recipient protects the data to a standard comparable to the PDPA.
How long we keep your data
- Copies, scans and photos of your documents, and identity copies made for notarisation, are deleted within 3 days after we deliver the service. Original documents are returned to you.
- Enquiries that do not proceed are deleted within 3 days after the enquiry is closed.
- Invoices, receipts and transaction records are kept for as long as Singapore law requires (generally 5 years for tax and accounting records), then deleted.
- Records needed for an ongoing complaint, dispute or legal claim are kept until it is resolved.
Notaries public keep their own notarial records as their professional rules require. SAL and embassies keep their own records under their own policies.
How we protect your data
We use reasonable security arrangements to protect personal data from unauthorised access, collection, use, disclosure, copying, modification, disposal or loss. These include access limited to staff who handle your order, password-protected systems, secure storage of original documents at our office, tracked courier handovers and confidentiality obligations for staff and partners. Corporate clients may ask for a non-disclosure agreement. No method of transmission over the internet is completely secure, so please avoid sending sensitive documents by unencrypted email where WhatsApp or our forms are available.
Accessing and correcting your data
You may ask for a copy of the personal data we hold about you, information about how it has been used or disclosed in the past year, or a correction of any error. Send your request to info@apostilleservicesingapore.sg. We will verify your identity and respond within 30 days, or tell you within that time when we will be able to respond. We may charge a reasonable fee for access requests, and will tell you the amount in advance.
Data breaches
If a data breach occurs, we will assess it promptly. Where a breach is notifiable under the PDPA, we will notify the Personal Data Protection Commission and, where required, the affected individuals as soon as practicable.
Calls and messages
We contact you only about your enquiry or order, by the channel you choose. We do not send marketing messages to Singapore numbers without your clear consent, and we comply with the Do Not Call provisions of the PDPA.
Our website
Our website does not ask for an account or password. Information you type into a form is sent to us only when you press the submit button. If we add analytics or similar tools, they will collect only general usage information, and this policy will be updated to say so.
Contact our Data Protection Officer
Questions, requests or complaints about personal data can be sent to our Data Protection Officer:
- Apostille Service Singapore
- Address: 7 Temasek Boulevard, #12-07 Suntec Tower One, Singapore 038987
- Email: info@apostilleservicesingapore.sg
- Phone and WhatsApp: +65 3129 4104
If you are not satisfied with our response, you may contact the Personal Data Protection Commission of Singapore.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it takes effect.