Privacy Policy

Effective Date: May 2024  |  Last Updated: November 2025

Tres Midas Document Processing Corp., operating as Docu-Stamp, values your trust and privacy. This notice explains how we collect, handle, protect, and use personal data obtained through our website, communication channels, and processing services. We comply with the Data Privacy Act of 2012 (Republic Act No. 10173) and the guidelines of the National Privacy Commission (NPC).

1. Purpose of this Policy

This policy outlines our commitment to secure and responsible data handling, so you understand what information we collect, how we use it, and the rights available to you as a data subject.

2. Information We Collect

• Personal details – your name, address, email, phone number, nationality, and valid identification numbers.
• Sensitive documents – birth, marriage, educational, and professional records submitted for processing.
• Transaction data – payment confirmations, receipts, or service references.
• Website usage data – IP address, browser type, operating system, and analytic cookies for performance tracking.

3. How We Use Your Information

• Facilitating authentication, apostille, and government-related document requests.
• Responding to inquiries and providing quotations or updates.
• Coordinating with relevant government agencies, embassies, and authorized couriers.
• Managing accounts, billing, and official communications.
• Meeting legal, accounting, and regulatory obligations.
• Enhancing our services and maintaining website security.
• Marketing emails or announcements are sent only with your explicit consent.

4. Lawful Basis for Processing

• Your consent for voluntary submissions or marketing communications;
• Contractual necessity to perform requested services;
• Legal obligation under Philippine laws; and
• Legitimate interests to protect our business, clients, and operations.

5. Data Sharing and Disclosure

Docu-Stamp does not sell or lease client data. We may disclose information only to:

• Government offices, embassies, and other public institutions relevant to your service request;
• Accredited logistics or courier partners strictly for document handling;
• IT, payment, or professional service providers bound by written confidentiality agreements; and
• Authorities when required by law or valid legal process.

All partners handling data for us must apply comparable protection measures.

6. Data Storage and Retention

We retain personal data only as long as reasonably necessary to complete the transaction, comply with record-keeping laws, or resolve disputes. After the retention period, files are permanently deleted or destroyed through secure means.

7. Your Data Privacy Rights

• Access – request a copy of your personal data in our custody;
• Correction – ask to rectify inaccurate or outdated information;
• Erasure – request deletion when data is no longer required by law;
• Withdrawal of Consent – opt out of marketing or data processing; and
• Complaint – raise privacy concerns with us or the National Privacy Commission.

Submit any request by contacting our DPO (see Section 15).

8. Security Measures

We employ administrative, physical, and technical safeguards—such as role-based access control, encryption, secure servers, and employee confidentiality undertakings—to prevent unauthorized use, loss, or alteration of your data. While no system is entirely invulnerable, we continuously monitor and update our defenses.

9. Cookies and Analytics

Our website uses cookies and similar tools to enhance usability and track aggregated visitor behavior. You may disable cookies through your browser, although some site functions may become limited. For full details, see our separate Cookie Policy.

10. Third-Party Links

Our site may include links to third-party websites such as courier tracking portals, payment gateways, or government pages. We are not responsible for their privacy practices or content; we encourage you to review each site’s policy before providing personal data.

11. Social Media Interactions

If you contact us via social-media platforms (Facebook, Instagram, WhatsApp, etc.), please note that those services operate under their own privacy policies. Avoid sharing sensitive or confidential information in public posts or chats.

12. International Clients and Data Transfers

As we serve clients worldwide, your data may be transmitted to or processed in the Philippines and other jurisdictions where our authorized staff or government offices operate. We ensure such transfers observe comparable security and confidentiality standards consistent with Philippine law.

13. Personal Data of Minors

Our website and services are designed for individuals 18 years and above. We do not knowingly collect information from minors. Should we learn that data from a child has been submitted without parental authorization, we will delete it immediately upon notification.

14. Policy Updates

We may revise this Privacy Policy from time to time to reflect operational or legal changes. The updated version will carry a new “Last Updated” date. Significant changes may also be announced on our homepage or by direct notice.

15. Contact Information

For questions, access requests, or privacy concerns, contact our Data Protection Officer (DPO):

• Email: dpo@docu-stamp.com
• Phone: +63 915 988 2029 | +63 917 194 0355
• Address: Tres Midas Document Processing Corp. (Docu-Stamp), Quezon City, Philippines

If you believe your rights have been violated, you may also file a complaint with the National Privacy Commission (www.privacy.gov.ph).

Consent Statement

By submitting your information through any of our forms or channels, you confirm that you have read and understood this Privacy Policy and consent to the processing of your personal data as described herein.