Privacy Policy

When you engage our services, we collect personal information that you voluntarily provide through our website, WhatsApp, email, phone, or in-person consultations. This includes: (a) Identity Information — full name, date of birth, gender, nationality, photographs, parent/spouse names, and signature; (b) Contact Information — email address, phone number, WhatsApp number, residential address, and correspondence address; (c) Document Information — scanned copies of government-issued IDs (Aadhaar, PAN, passport, voter ID), educational certificates, birth certificates, marriage certificates, affidavits, and other supporting documents required for processing your application; (d) Payment Information — billing address, invoice details, and transaction history (we do not store complete credit/debit card numbers or banking credentials; all payments are processed through RBI-compliant payment gateways with tokenization); (e) Technical Data — IP address, browser type and version, operating system, time zone setting, referring URLs, and browsing behaviour collected through cookies and similar tracking technologies.

Your personal information is used exclusively for the following purposes: (a) Service Delivery — processing your documentation requests with relevant government bodies, embassies, consulates, and municipal authorities; (b) Communication — providing case status updates, requesting additional documents, sending confirmations, and responding to enquiries; (c) Billing — generating invoices, processing payments, sending receipts, and managing payment disputes; (d) Customer Support — troubleshooting issues, addressing complaints, and improving service quality; (e) Legal Compliance — maintaining records as required under the Information Technology Act, 2000, and responding to lawful requests from authorities; (f) Analytics — analysing anonymised aggregate data to improve website functionality; (g) Marketing — sending promotional communications about our services only where you have provided explicit consent, with an option to unsubscribe at any time.

We share your personal information only on a need-to-know basis with the following categories of recipients: (a) Government Authorities — Municipal Corporations, Ministry of External Affairs (MEA), State HRD Departments, Embassies, and Consulates for processing your applications; (b) Logistics Partners — Blue Dart, DHL, FedEx, India Post, and other courier services for document delivery, subject to strict data processing agreements; (c) Payment Processors — RBI-authorised payment gateways and banks for transaction processing with tokenization and PCI DSS compliance; (d) Legal Authorities — when required by law, court order, or government regulation. We do NOT sell, rent, lease, or trade your personal information to any third party for marketing or advertising purposes not directly related to our service delivery.

We implement robust technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include: (a) Encryption — SSL/TLS (256-bit) encryption for all data transmitted over networks and AES-256 encryption for stored sensitive documents; (b) Access Controls — role-based access with multi-factor authentication, ensuring only authorised personnel with a legitimate business need can access personal data; (c) Physical Security — restricted access to our office premises, secure document storage, and shredding protocols for physical records; (d) Audits — periodic security assessments, vulnerability scans, and penetration testing; (e) Employee Training — mandatory annual training on data protection and privacy best practices for all staff members. While we implement best-in-class measures, no system is entirely impenetrable, and we encourage you to protect your account credentials and notify us immediately of any suspected breach.

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable Indian laws. Our retention schedules are as follows: (a) Service Records — retained for 3 years after completion of service for legal and operational purposes; (b) Financial Records — retained for 8 years as mandated under the Income Tax Act, 1961; (c) Communication Logs — retained for 2 years for customer service quality and dispute resolution; (d) Website Analytics — anonymised data retained for a maximum of 26 months. Upon expiry of the applicable retention period, all personal data is securely deleted, destroyed, or permanently anonymised through irreversible processes. You may request earlier deletion of your data at any time by contacting our Data Protection Officer, subject to legal retention requirements.

As a data principal, you have the following rights regarding your personal information: (a) Right of Access — request a copy of all personal data we hold about you and details of how it is processed; (b) Right to Rectification — request correction of any inaccurate, incomplete, or outdated information; (c) Right to Erasure — request deletion of your personal data, subject to legal retention obligations; (d) Right to Withdraw Consent — withdraw your consent to data processing at any time without affecting the lawfulness of processing before withdrawal; (e) Right to Object — object to processing for direct marketing purposes; (f) Right to Nominate — nominate a person to exercise your rights after your incapacity or death. To exercise any of these rights, please contact our Grievance Officer at [email protected]. We will respond to your request within 30 days as mandated under applicable law.

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyse website traffic. The types of cookies we use include: (a) Essential Cookies — required for core website functionality including login sessions, form submissions, and security features, and cannot be disabled; (b) Analytics Cookies — Google Analytics and other analytics tools to understand how visitors interact with our website, measure traffic, and improve user experience; (c) Marketing Cookies — remarketing pixels (Google Ads, Meta) to show relevant advertisements to visitors who have previously interacted with our website, set only with your explicit consent. You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

Our services are not directed at individuals under the age of 18. We do not knowingly collect, process, or solicit personal information from children. If we become aware that a child under 18 has provided us with personal data without verified parental consent, we will take immediate steps to delete such information from our records. For birth certificate and educational document services involving minors, we only process the child's data upon verified request by the child's parent or legal guardian, who must provide their own identity verification and consent. Parents or guardians who believe their child may have submitted personal information to us without authorisation are requested to contact our Data Protection Officer immediately so that appropriate action can be taken.

While Manav Digital Services is based in India and primarily processes data within Indian territory, certain aspects of our service delivery may necessitate the transfer of personal data to foreign jurisdictions. These circumstances include: (a) Embassy and Consulate Processing — personal documents submitted to foreign embassies or consulates located in India that may process data in accordance with their country's laws; (b) Apostille Services — documents sent to the Ministry of External Affairs that may involve international verification protocols; (c) NRI Client Services — processing requests from Indian citizens residing overseas, where data may need to be transmitted across borders; (d) Cloud Infrastructure — our hosting and data storage services may involve servers located in multiple jurisdictions, all compliant with Indian data protection regulations. In all cases of cross-border data transfer, we ensure that the destination country provides an adequate level of protection as determined by the Government of India, or we implement appropriate safeguards including Standard Contractual Clauses, Binding Corporate Rules, and Data Processing Agreements that mandate data protection standards equivalent to Indian law. Data principals will be informed of any intended international transfers before such transfer occurs.

If you have any questions, concerns, or complaints regarding this Privacy Policy or our data handling practices, please contact us through the following channels: Data Protection Officer, Manav Digital Services, Email: [email protected], Phone: +91 7566444402 (Monday to Saturday, 10:00 AM to 6:00 PM IST). Postal Address: Manav Digital Services, Magzami-4/M/19, Vardaman Plaza City-2, Asaf Ali Road, near Connaught Place, New Delhi — 110002. We acknowledge receipt of all privacy-related complaints within 48 hours and endeavour to resolve them within 30 days. If your concern is not resolved to your satisfaction, you have the right to lodge a complaint with the relevant data protection authority.