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This statement explains what personal data we collect when you use this website and its online services, why we collect it, how long we keep it and what choices you have. We handle personal data carefully and only for the purposes described here.
What we collect
When you use the document verification form we collect your name, email address, company name, job title, location and any comments you add, together with the document you upload. When you use the contact form we collect your name, email address, company, job title, location, phone number if you provide it, and your message.
When you check the status of a request or look up a certificate we record the reference or certificate number you enter. We also collect technical information automatically, such as your IP address, browser type and the pages you visit, which we use to keep the website secure and to understand how it is used.
Why we use it
We use the information you give us to carry out the service you have asked for: to verify a document, to answer your enquiry, to tell you the outcome of a request and to keep a record of what was requested and what we replied. We use technical information to protect the website against abuse, to diagnose problems and to improve the service.
We do not sell personal data and we do not use it for marketing unless you have asked us to keep you informed.
Our legal basis
We process your data because it is necessary to provide the service you have requested, because we have a legitimate interest in running a secure and reliable website and in maintaining records of the documents we verify, and, where we ask for your consent, because you have given it. You may withdraw consent at any time by contacting us.
Who we share it with
Your data is seen by the members of our team who need it to handle your request. We use service providers to host the website, deliver email and store files; they act on our instructions and are bound by confidentiality obligations. We may disclose data where we are required to do so by law or to protect our rights, our clients or the public.
Where a verification request concerns a document that appears to have been altered or forged, we may share the details with the party the document was presented to, with the relevant certification or accreditation bodies and with law enforcement.
How long we keep it
Records of verification requests, including uploaded documents and our response, are kept for as long as necessary to maintain a reliable history of the documents we have verified and to defend any claim that may arise. Contact form messages are kept for as long as needed to respond and follow up. Technical logs are kept for a limited period for security purposes and then deleted.
Security
We protect personal data with technical and organisational measures appropriate to its sensitivity, including encrypted connections, access controls, secure file storage and staff training. No method of transmission or storage is completely secure, but we work to keep the risk as low as reasonably possible.
Your rights
Depending on where you live, you may have the right to ask for a copy of the personal data we hold about you, to have inaccurate data corrected, to have data deleted, to restrict or object to how we use it, and to receive it in a portable format. You may also have the right to complain to a data protection authority.
To exercise any of these rights, or to ask a question about this statement, please contact us at info@sgs-au.com. We will respond within a reasonable time and may ask you to confirm your identity first.
Changes to this statement
We may update this statement to reflect changes in our services or in the law. The date at the top of the page shows when it was last revised.