Privacy Policy

1. Who We Are

Fingerprints & Apostilles LLC (“we,” “us,” or “Company”) operates the Partner Portal at portal.fingerprintsandapostilles.com. This Privacy Policy explains how we collect, use, store, and protect information from our Partners and their end customers when using the Portal.

2. Information We Collect

From Partners (you):

Account information (name, email, password), business details (business name, address, phone, website, partner type, logo), communication preferences (reply-to email, support email), and payment information processed through Stripe. We also collect usage data such as login timestamps, pages visited, and features used within the Portal.

From your customers (on your behalf):

Customer names, email addresses (when you enable notifications), shipping addresses, phone numbers, and documents submitted for apostille processing. We collect this information solely to fulfill orders you submit through the Portal.

3. How We Use Your Information

We use the information we collect to:

Process apostille orders and manage your Partner account; send order confirmations, status updates, and shipping notifications; generate white-labeled customer communications on your behalf; process payments through Stripe; create and purchase shipping labels through our shipping provider; communicate with you about your account, orders, and Portal updates; improve the Portal experience and develop new features; and comply with legal obligations.

3b. Text Message (SMS) Communications

When a Partner submits an order that includes a customer phone number and the customer has consented to receive text messages, we may send transactional SMS messages to the customer on behalf of the Partner. These messages include order confirmations, processing updates, shipping notifications, delivery confirmations, and post-delivery feedback requests.

All SMS messages are branded to the Partner's business name. Messages are sent from a phone number registered to Fingerprints & Apostilles LLC using our SMS infrastructure provider, Telnyx. Message frequency varies by order and typically ranges from 2 to 5 messages per order. Customers can opt out at any time by replying STOP to any message.

Partners are responsible for obtaining SMS consent from their customers before submitting customer phone numbers through the Portal. The Portal order forms include an SMS consent checkbox that must be checked before a phone number is submitted.

Customer phone numbers are used solely for order-related transactional communications and are not shared with third parties for marketing purposes.

4. Third-Party Services

We use the following third-party services to operate the Portal. Each has its own privacy policy governing how they handle data:

We do not sell, rent, or trade your personal information to any third party for marketing purposes.

5. Document Storage & Security

Documents uploaded to the Portal are stored securely in Supabase Storage with row-level security policies that ensure Partners can only access their own documents. All data is encrypted in transit (TLS) and at rest.

Completed apostille scans and original documents are retained for a reasonable period to support order inquiries and resubmissions. Partners may request deletion of their stored documents by contacting us.

6. Cookies & Analytics

The Portal uses essential cookies required for authentication and session management. We use PostHog for product analytics, which may place cookies to track page views, feature usage, and session information. We do not use advertising cookies or tracking pixels from ad networks.

7. Data Retention

We retain Partner account data for as long as the account is active and for a reasonable period afterward to comply with legal obligations and resolve disputes. Order records and associated documents are retained for at least 3 years from the order completion date.

If you close your account, we will delete or anonymize your personal information within 90 days, except where retention is required by law or for legitimate business purposes (e.g., financial records for tax compliance).

8. Your Rights

You have the right to:

Access the personal information we hold about you; request correction of inaccurate information; request deletion of your account and personal data (subject to legal retention requirements); receive a copy of your data in a portable format; and opt out of non-essential communications.

To exercise any of these rights, contact us using the information in the Contact section below. We will respond within 30 days.

9. Customer Data (Data Processing)

When you submit orders through the Portal, you provide us with your end customers' personal information. In this capacity, you are the data controller and we act as a data processor. We process customer data only as needed to fulfill the apostille orders you submit and to send white-labeled communications you have enabled. We do not use customer data for our own marketing or contact customers independently.

You are responsible for obtaining any necessary consent from your customers before sharing their information with us through the Portal.

9b. Sale of Personal Information

We do not sell, rent, or trade personal information to third parties for monetary or other valuable consideration. We do not share personal information for cross-context behavioral advertising or targeted advertising purposes. This applies to all personal information we collect, including from California residents under the CCPA, Virginia residents under the VCDPA, and residents of all other states with consumer privacy laws.

9c. International Data Transfers

All personal information collected through the Portal is processed and stored on servers located in the United States. If you or your customers are located outside the United States, please be aware that data will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country of residence.

By using the Portal and submitting orders, you consent to this transfer on your own behalf and represent that you have informed your customers about this data processing where required by applicable law.

10. Children's Privacy

The Portal is a business-to-business service not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a minor's information has been submitted through the Portal, contact us and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Partners will be notified of material changes via email at least 30 days before they take effect. The “Last updated” date at the top of this page reflects the most recent revision.

12. Contact

For questions about this Privacy Policy or to exercise your data rights, contact us at: