Document Certification and Notary Services
DocMVerify provides information and administrative processing for document certification, witnessing, and notarization-related formalities in Malaysia. Services include identity verification, certified copies, notarial acts where applicable, and assistance with public authority interactions.
Certified true copy preparation and witnessing
Notarial acknowledgement and witnessing of signatures
Guidance on cross-border document use and apostille procedures
Services provided subject to local statutory requirements and customer-provided documentation.
General Information
This privacy policy explains how DocMVerify collects, uses, stores and discloses personal data in connection with its document certification and notary services offered through DocMVerify.club. The policy applies to individuals who interact with our website, contact our office, or use our administrative services in Malaysia. We process personal data to perform the services requested and to meet regulatory and administrative obligations.
Definitions
This section defines terms used in the policy to clarify what types of information we process and the roles involved.
Data Collection
DocMVerify collects data directly from users, automatically through website interactions, and from third-party sources when required for service delivery or regulatory compliance.
Information You Provide
When you request services or contact us, we collect the information you supply to process the request and to communicate with you.
- Full name and contact details (email address, postal address, telephone number).
- Identity documentation (national ID, passport, driver’s licence) required to verify identity and prepare certified copies.
- Signed forms, declarations, power of attorney documents and other paperwork submitted for witnessing or notarization.
- Service-specific details such as document type, recipient authority, and any instructions for legalisation or apostille.
- Payment and billing information needed to complete transactions for paid services.
- Communications and records of interactions with DocMVerify, including emails, messages and appointment records.
Automatically Collected Data
When you use DocMVerify.club, we may collect technical information automatically to operate and improve the website and to maintain security.
- Device and browser details (type, version, operating system).
- IP address, approximate location data based on IP, and time stamps of visits.
- Usage data such as pages visited, duration of visit, navigation paths and referral sources.
- Cookie identifiers and similar tracking technologies used to manage website functionality and analytics.
- Performance and error data from the website to help diagnose and resolve technical issues.
- Where permitted, logs related to file uploads and download activity for documents submitted for processing.
Third-Party Sources
In some circumstances we may receive data from third parties to facilitate service delivery or to comply with legal requirements.
- Referrals from other service providers or authorised representatives acting on your behalf.
- Information required by government agencies, courts or other authorities where mandated by law.
- Payment processors and business institutions for transaction verification and anti-fraud checks.
Purposes of Processing
We process personal data for specific, legitimate purposes connected with our services and operations. Each processing activity is limited to what is necessary for the purpose.
- To verify identity and prepare certified true copies and notarial acts as requested.
- To communicate with users about appointments, service status, and administrative matters.
- To comply with legal and regulatory obligations, including record keeping and cooperation with authorities.
- To process payments, invoices and refunds related to services provided.
- To maintain website functionality, analytics and security monitoring.
- To handle complaints, disputes and quality control for service improvement.
- To provide information and guidance about cross-border document use, apostille and legalisation options.
- To retain records in accordance with retention schedules required for legal or business administration.
Legal Bases for Processing
We process personal data for reasons necessary to provide requested services, to comply with legal obligations, and to operate our website and business functions. Legal bases include contractual necessity, compliance with laws, and legitimate interests where applicable.
- Performance of a contract: processing necessary to provide the services you request.
- Compliance with legal obligations: processing required to meet statutory or regulatory duties.
- Legitimate interests: processing for business administration, security, fraud prevention and service improvement where those interests are not overridden by individual rights.
- Consent: where we request consent for optional uses such as direct marketing or certain cookie types, processing will be based on the consent given.
Applicable Rights and Regional Considerations
Although DocMVerify operates in Malaysia, we recognise data protection principles and provide information about rights commonly referenced in international frameworks to inform users about how they may exercise control over their data.
- Right to access: individuals may request access to personal data we hold about them.
- Right to rectification: individuals may request correction of inaccurate or incomplete data.
- Right to erasure: in certain circumstances individuals may request deletion of personal data if there is no legal requirement to retain it.
- Right to restriction of processing: individuals may request a temporary limitation on processing while a dispute is resolved.
- Right to data portability: where applicable, individuals may request a portable copy of personal data provided in a structured format.
- Right to object: individuals may object to processing based on legitimate interests or direct marketing; we will consider requests in line with applicable laws.
Cookies and Tracking
DocMVerify uses cookies and similar technologies to enable website functionality, analyze usage patterns and support security. Cookies do not inherently identify an individual without additional information provided separately.
We use session cookies to maintain state during a visit, persistent cookies for user preferences, and analytics cookies to gather anonymized site usage information.
Categories include strictly necessary cookies for site operation, performance/analytics cookies for usage statistics, and optional cookies for preferences or marketing where consent has been obtained.
You can control cookie settings through your browser or device preferences. For options specific to our site, visit the cookie settings link or contact us for assistance.
View our Cookie Policy on DocMVerify.club for details.
Sharing and Disclosure
DocMVerify limits sharing of personal data to third parties necessary for service delivery, legal compliance or as instructed by the user. We put contractual measures in place with service providers to protect personal data.
- Service providers engaged to process data on our behalf, such as payment processors and document handling partners.
- Government agencies, courts or law enforcement where required by law or official request.
- Professional advisers or auditors when necessary for compliance and dispute resolution.
- Third parties explicitly authorised by the user to receive documents or certified copies.
- Organisations involved in legalisation, apostille or foreign embassy processes as required to complete cross-border document formalities.
- Entities involved in fraud prevention and security monitoring to protect users and the service.
International Transfers
Where data must be transferred outside Malaysia to carry out a service (for example, to a foreign authority or partner), DocMVerify will take reasonable measures to ensure appropriate safeguards are in place and that transfers comply with applicable laws.
Safeguards may include contractual clauses, limited data sharing agreements, and requirements that recipients apply appropriate technical and organisational protections to the data.
Data Retention
DocMVerify retains personal data only for as long as necessary to fulfil the purposes described or to satisfy legal, accounting or reporting obligations.
Account and customer records are retained in accordance with applicable regulatory and business recordkeeping requirements, subject to periodic review.
Communications such as email platform and service messages are retained for a defined period to support service continuity and dispute resolution.
Technical logs and security records are retained for a limited time necessary for diagnostics, auditing and fraud detection.
When retention periods end, DocMVerify will securely delete or anonymise personal data unless continued retention is required for legal or legitimate business reasons.
Security
DocMVerify maintains administrative, technical and physical measures designed to protect personal data against unauthorised access, disclosure, alteration or destruction appropriate to the sensitivity of the data and the risk involved.
- Access controls and role-based permissions for personnel handling personal data.
- Encryption of sensitive data in transit and where stored in electronic systems when appropriate.
- Procedures for incident response, regular security reviews and staff training on data protection practices.
User Rights
Users may exercise rights relating to their personal data. Requests will be processed in accordance with applicable laws and with appropriate verification to protect privacy and security.
- Access the personal data we hold and request a copy.
- Request correction of inaccurate or incomplete personal data.
- Request deletion where there is no legal requirement to retain the data.
- Request restriction of processing under certain conditions.
- Object to certain processing activities where applicable.
- Request data portability for data provided in a structured and commonly used format where technically feasible.
- Withdraw consent for processing that is based solely on consent, without affecting processing conducted prior to withdrawal.
- Complain to a supervisory authority if you believe your rights have been infringed.
How to Make a Rights Request
To exercise any privacy rights, contact us using the details provided below. We will verify your identity before processing requests and may ask for additional information to locate the relevant records.
We aim to acknowledge requests promptly and respond within a reasonable timeframe consistent with applicable law. Response times may vary depending on complexity and verification requirements.
Marketing Communications
We may send service-related messages and updates about changes to services. Marketing communications will only be sent with consent where required by law, and users can opt out at any time.
To stop receiving marketing messages, follow the unsubscribe instructions in the communication or contact us and we will update your preferences.
Children's Privacy
DocMVerify services are intended for adults and for processing documents related to adult users or authorised representatives. We do not knowingly collect personal data from children for the purposes of our core services.
Third-Party Links
Our website may contain links to external sites and services. DocMVerify is not responsible for the privacy practices or content of third-party sites. Review third-party privacy notices before providing personal data.
Changes to This Policy
We may update this privacy policy to reflect changes in legal or operational requirements. Material changes will be posted on DocMVerify.club with an updated effective date.
Services Overview
DocMVerify provides administrative support for document certification needs in Malaysia, including preparation of certified true copies, witnessing of signatures, guidance for apostille or legalisation processes, and liaison with local authorities when required.
DocMVerify focuses on delivering clear procedural support for document certification and notary services in Malaysia. Our informational resources describe the steps involved in notarisation, the typical supporting documents required, and how certified copies differ from original endorsements. For cross-border use, we explain when an apostille or consular legalisation may be necessary, and we outline the administrative checks commonly performed by regulated providers. The content is intended to help users understand compliance basics, prepare documents correctly, and plan timelines in a way that reduces processing delays. It also covers common scenarios such as power of attorney, statutory declarations, business incorporation documents, educational transcripts, and personal records. Where additional verification from third parties is necessary, DocMVerify explains how to obtain those steps and what to expect from official registries and government agencies.