What happens to the documents you leave with us
You are asked to hand over originals that would take months to replace — a passport, a school leaving certificate, a marriage certificate. This page sets out exactly how those documents are received, stored, used and given back, so you can decide with your eyes open rather than on trust alone.
This policy applies to every physical and digital document received by Harsiddhi Services at its Vadodara office, over WhatsApp, or by email, in connection with any service we provide.
What we ask for, and what we do not
We ask only for documents that the receiving authority actually requires for your specific application. If a form does not need your bank statement, we do not want to see it. Where a self-attested photocopy is accepted, we take the photocopy and hand the original straight back to you at the counter.
Originals are taken only where the process genuinely demands them — for instance, sighting an original certificate for verification, or lodging an original affidavit with a filing. In most cases we can verify an original in front of you and return it the same visit.
How originals are recorded
Any original left with us is entered in a receiving record at the time it is handed over, noting the document, the date, the client and the file it belongs to. If you leave originals with us, ask for that acknowledgement and keep it. A firm that will not write down what it has taken from you is a firm you should not leave documents with — ours or anyone else's.
Storage
Physical documents are held in the office in locked storage and are not taken home, carried loose, or left on the counter overnight. Access is restricted to the people working on your file. The office is staffed during business hours and secured outside them.
Digital copies — photographs you send on WhatsApp, scans, PDFs — are held on password-protected devices used for the firm's work. They are not stored on personal phones belonging to people outside the firm and are not uploaded to public or consumer file-sharing services. Our data security policy sets out the technical side in more detail.
What your documents are used for
Strictly the service you engaged us for, and nothing else. Your documents are not used to open accounts, apply for credit, register anything, or sign you up for a service you did not request. They are not shown to other clients, sold, shared with marketing partners, or used to build any list. Where a government portal or a Certifying Authority requires a document to be uploaded as part of your application, it is uploaded to that authority only.
Return
Originals are returned as soon as the process that required them is complete, and we would rather return them early than hold them "in case". You may ask for any original back at any time, for any reason or none, and it will be returned to you — if that stops an application in progress we will tell you so, but the document is yours and the decision is yours.
Documents are returned to the client in person, or to a person the client has authorised in writing. We do not hand originals to whoever turns up saying they were sent.
How long we keep things
Originals are not retained after your work is finished. Copies and file records are kept for a reasonable period afterwards so that we can answer questions, provide acknowledgement numbers, deal with a departmental query, or meet a record-keeping obligation that applies to us. When copies are no longer needed, paper is destroyed rather than discarded intact, and digital copies are deleted.
You can ask us to delete your digital copies sooner, and we will, subject to anything the law requires us to keep. Write to help@harsiddhiservices.in and say so.
What we will never ask you for
We will never ask for your banking password, UPI PIN, card CVV, net-banking OTP, or the OTP sent to your phone for an Aadhaar or income-tax transaction that you are not completing in front of us. No legitimate documentation service needs those. If a message claiming to be from us asks for one, it is not us — see our anti-fraud notice.
If something goes wrong
If a document is lost or damaged while in our care, we will tell you promptly rather than let you discover it, assist with obtaining a replacement, and bear the reasonable cost of doing so. What we cannot do is guarantee that a third party — a courier, a government office, a processing agency — never mishandles a document once it has properly left our hands, though we will help you pursue it.
Complaints about document handling are dealt with under our complaint resolution policy, which sets out who to contact and how long we take to respond.
Questions people ask about this
Do you keep my original passport or certificate?
Can I take my documents back before the work is finished?
What happens to the photos I send on WhatsApp?
Someone else is collecting my documents. Is that allowed?
Who to speak to
Harsiddhi Services, 1st Floor, K-117, Hare Krishna Complex, Chhani Jakatnaka Circle, Vadodara 390024, Gujarat. Open Monday to Saturday, 10am to 7pm; closed Sunday.
Phone +91 94267 80195 or +91 70692 98711 · WhatsApp +91 94267 80195 · email help@harsiddhiservices.in. Written matters may be addressed to the proprietor, Jayrajsinh Parmar, at the office address above.