How We Protect Your Documents & Personal Data
We never exchange passport or certificate images over social media chat or email attachments. That is the foundation of our security policy.
Our three commitments
A document service handles some of the most sensitive information in your life — your passport, your birth certificate, your family records. That is why how we receive, store, and dispose of your data sits at the center of how this service is designed.
No sensitive documents over chat or email
We never ask you to send passport or certificate images over WhatsApp, Facebook Messenger, or as email attachments. Documents are exchanged through a secure environment we set up for you.
We never ask for payment details over chat
Payment is by bank transfer to our Japanese account, or via Wise for international clients. Account details come only in our formal instructions — we never ask for card numbers or banking passwords in a chat message or email.
Data deleted within 3 months
Digital copies of your documents are deleted within 3 months after your order is complete. Paper copies are physically shredded.
What we treat as a sensitive document
Images or scans of the following are always handled as confidential — and never exchanged over social media chat or email attachments.
- Passport
- PSA Birth Certificate
- CENOMAR (Certificate of No Marriage)
- PSA Marriage Certificate
- NBI Clearance
- Driver's license / LTO records
- Special Power of Attorney (SPA) / affidavits
- Anything showing your name, date of birth, address, or family details
Why we don't use WhatsApp, Messenger, or email attachments
Chat apps are great for staying in touch — and you are welcome to contact us on WhatsApp or by email for questions and updates. But for exchanging and storing identity documents, they carry risks we are not willing to take with your information.
Chat images stay in the history forever
Once you send a photo of your passport, it stays in both chat histories. A lost phone or a hijacked account puts that image straight into a stranger's hands.
One tap to forward or mis-send
Messenger apps are built for easy sharing — which is exactly the problem. A wrong recipient or a casual forward can expose your identity documents in seconds.
Email attachments are not safe either
Email passes through multiple servers on the way to us, and a mis-sent email cannot be recalled. You lose control of where copies of your documents end up.
How we exchange documents instead
A secure environment, set up for you
- Once your order is confirmed, we send you a dedicated, secure upload link for your documents
- Transfers are encrypted (TLS) and files are stored in an access-restricted database managed by us
- Nothing sits in a chat history or an email inbox where it can leak later
- You can also check your order progress in the same place — you always know which stage your documents are at
How payments are handled
We believe payment details deserve the same care as identity documents. Payment is by bank transfer to our Japanese bank account, or via Wise for clients paying from outside Japan.
- Our account details are provided only in the formal instructions after your quote is confirmed — we will never suddenly ask you over chat to send money to a different account (treat any such message as a scam impersonating us)
- We will never ask for card numbers, banking passwords, or one time codes over chat or email — please don't send them even if asked by anyone claiming to be us
- Payment is in two stages: 50 percent to begin, and the remaining 50 percent only after you review scanned copies of the completed documents
How long we keep your data — and how we delete it
| Data | Handling |
|---|---|
| Digital copies of your documents (images, scans) | Deleted within 3 months after your order is complete and delivery is confirmed |
| Paper documents and photocopies | Physically destroyed by shredder |
| Transaction records we must keep by law (accounting) | Kept only for the legally required period — document images are not part of these records |
| Deletion requests from you | Honored at any time, as long as it does not block an order in progress |
What we ask of you
- Please don't attach passport or certificate images to chat messages or emails. We will send you a secure upload link once your order is confirmed.
- If you do send a document over chat or email by mistake, we will delete our copy after confirming the contents and guide you to the secure environment instead.
Related pages
※ This is a private document retrieval service by IGRS Inc. We are not affiliated with PSA, NBI, DFA, or any Philippine government agency.