Privacy policy: how we handle your documents
We only ask for what a job genuinely needs, we share your documents only with the authority that has to see them, and we never sell your information. This page explains exactly what we collect, why, and the control you keep over it.
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Who this policy covers
Last updated: July 2026. This policy explains how Harsiddhi Services — an independent documentation and compliance firm at 1st Floor, K-117, Hare Krishna Complex, Chhani Jakatnaka Circle, Vadodara 390024 — collects and handles personal information when you contact us, visit our office, message us on WhatsApp, or ask us to assist with a government-related application such as a gazette name change, passport, GST registration or a Digital Signature Certificate.
We are a facilitator, not a government body. When you engage us, part of our work is preparing and submitting your documents to the relevant authority on your instruction. That means some sharing is unavoidable — but it is limited, purposeful, and explained below.
The short version
We collect only what a job needs, keep it only as long as reasonably required, share it only with the authority that must process it, and act on your request to correct or delete it. We do not sell data or run advertising trackers on this site.
Information we collect, and why
The exact set depends on the service you ask for. We do not collect information for its own sake. Typically it includes:
- Contact details — your name, mobile number, WhatsApp number and email, so we can respond, send updates and share a quote.
- Identity and address documents — such as Aadhaar, PAN, passport, voter ID, driving licence, electricity bill or rent agreement, where a service requires them for the application.
- Service-specific documents — for example a marriage certificate for a name change, business proofs and bank details for GST registration, or a photograph for a passport or DSC application.
- Payment references — the amount, date and mode of payment towards our professional fee and any government fee. We do not store your card numbers or banking passwords.
- Correspondence — the messages, call notes and files you send us while a job is in progress, so we have an accurate record of your instructions.
We ask for documents only when the specific application needs them. If you are unsure why a particular document is required, ask us — we will explain the reason before you send it.
How we use your information
Your information is used to deliver the service you have asked for and to keep you informed while it is under way. In practice that means:
- Preparing, checking and drafting your application, affidavit or form.
- Submitting the application to the relevant authority — for example the Government Press for a gazette, the passport authority, the GST portal, or a licensed Certifying Authority for a DSC.
- Replying to queries or objections raised by that authority on your file.
- Sending you status updates, the final document, and guidance on any follow-up steps.
- Meeting our own legal, accounting and record-keeping obligations as a registered business.
We do not use your documents for marketing, and we do not build advertising profiles from them.
How we handle WhatsApp and phone contact
Most clients reach us on WhatsApp or by phone, and we often ask you to send document photos on WhatsApp because it is quick and familiar. When you do:
- Messages and files sit within WhatsApp's own encrypted service, governed additionally by WhatsApp's terms and privacy policy, which are outside our control.
- We save only the documents needed for your job onto our own records, and treat those copies under this policy.
- Call notes are limited to what is relevant to your instructions and quote.
If you would rather not use WhatsApp, you can email documents to help@harsiddhiservices.in or bring them to our Vadodara office in person.
How we store, secure and retain your data
We hold your documents on access-controlled devices and accounts used to run the business, and we restrict access to the people working on your file. No system is perfectly secure, but we take reasonable, practical measures to protect your information against loss and misuse.
We keep records only as long as there is a genuine reason to — while your job is active, for a reasonable period afterwards to handle follow-ups or re-submissions, and for as long as accounting or legal rules require us to retain proof of the transaction. When a document is no longer needed for any of these reasons, we delete or securely dispose of it. You can ask us to delete your documents sooner; we will do so unless we are legally required to keep a specific record.
The control you keep
At any time you can:
- Ask what personal information of yours we hold.
- Ask us to correct information that is wrong or out of date.
- Ask us to delete your documents, subject to any record we are legally required to keep.
- Withdraw a job before submission and have your documents returned or destroyed.
To exercise any of these, message us on WhatsApp or email help@harsiddhiservices.in from the contact details we have on file, so we can confirm the request is genuinely yours. We do not knowingly collect information from children; services for a minor are handled through a parent or guardian.
We may update this policy as our services or the law change. The "last updated" date above always reflects the current version. If you have a concern about how your data was handled, please raise it with us first — see our contact page — so we can put it right.
Have a question about your data?
Message or call the office and we will explain exactly what we hold, why, and how to change or remove it.