Privacy Policy

KabayanExpress Documentation Services, operating under the brand name KabayanExpress (KabayanExpress, we, our, or us), respects your privacy and recognizes the importance of protecting personal information.

We are an independent private document assistance and liaison service provider based in Quezon City, Metro Manila, Philippines.

We assist individuals in requesting, coordinating, and processing certain Philippine documents through applicable official government channels and authorized processing arrangements.

Our services may include assistance with:

• National Bureau of Investigation (NBI) Clearance
• Philippine Statistics Authority (PSA) Birth Certificates
• PSA Marriage Certificates
• PSA Death Certificates
• PSA Certificates of No Marriage Record (CENOMAR)
• Department of Foreign Affairs (DFA) Apostille
• Professional Regulation Commission (PRC) services
• PRC License and ID Renewal
• PRC Board Certificates and Certifications
• Land Transportation Office (LTO) Certificates
• LTO No Apprehension Certificates
• School document authentication
• Document legalization
• Other Philippine documentation and administrative assistance services

Availability depends on the customer's country, selected service, and applicable official requirements.

This Privacy Policy explains what information we collect, how we use it, the circumstances in which we disclose it, how long we retain it, the measures used to protect it, and the privacy rights available to our customers.

This policy applies to our website, application forms, customer communications, document processing activities, and interactions through official KabayanExpress communication channels.

The business responsible for the processing activities described in this policy is:

For questions concerning this Privacy Policy or the processing of personal information, customers may contact us using the information above.

Where required by applicable law, the business maintains the appropriate privacy officer or data protection officer arrangements.

KabayanExpress is an independent private service provider and is not a government agency.

KabayanExpress Documentation Services provides optional, paid administrative assistance, document coordination, and liaison services.

Unless expressly disclosed for a specific service with independently verifiable authorization, KabayanExpress is not affiliated with, sponsored by, endorsed by, or officially appointed by:

• National Bureau of Investigation (NBI)
• Philippine Statistics Authority (PSA)
• Department of Foreign Affairs (DFA)
• Professional Regulation Commission (PRC)
• Land Transportation Office (LTO)
• Philippine embassies or consulates
• Other Philippine government departments or agencies

Official documents, certificates, clearances, licenses, and government approvals are issued exclusively by the applicable government authorities.

KabayanExpress does not independently issue government documents or control official approval decisions.

Customers are not required to use KabayanExpress to obtain government documents. Where permitted, they may apply directly through the relevant government agency or its designated official channels.

Our private service fees are separate from government charges unless expressly identified otherwise in the applicable pricing breakdown.

Using our services does not guarantee government approval, document issuance, or a specific official processing time.

Depending on the service requested, we may collect the following categories of personal information.

4.1 Personal Identification Information

• Full legal name
• Previous name or maiden name, where required
• Date of birth
• Place of birth
• Sex or gender information when required by the relevant government process
• Nationality or citizenship
• Civil status when relevant
• Names of parents or spouse when required
• Residential and mailing addresses
• Country of residence
• Email address
• Telephone and mobile numbers

4.2 Government and Document Information

Depending on the service, we may collect:

• Passport details
• Government identification information
• Existing NBI Clearance details
• Government-issued document reference numbers
• Birth, marriage, or death record information
• Professional license information
• PRC registration information
• LTO-related information
• School and educational records
• Photographs
• Signatures
• Fingerprint-related records or supporting documentation, where legally permitted and required
• Copies of supporting identity documents
• Other information necessary for the requested transaction

Some of these records may constitute sensitive personal information or receive heightened legal protection.

We aim to collect only information reasonably necessary for the particular service.

4.3 Payment and Transaction Information

• Service selected
• Package selected
• Transaction reference
• Invoice information
• Amount charged
• Amount paid
• Payment method category
• Payment confirmation
• Refund information
• Applicable billing details
• Delivery and shipment information

Where a third-party payment processor is used, relevant payment information may be collected and processed directly by that provider.

Card details are handled by the payment provider used for the transaction; KabayanExpress does not store full payment card numbers.

4.4 Technical and Website Information

When customers visit our website, we may automatically collect information such as:

• IP address
• Browser type
• Device type
• Operating system
• Approximate country or geographic region
• Website navigation information
• Referral source
• Session information
• Language and country preferences
• Cookies or similar identifiers, where enabled

This information may be used for website functionality, security, analytics, and other purposes described in this policy.

4.5 Customer Communications

We may collect information supplied through:

• Email
• Contact forms
• Application forms
• Customer support channels
• Telephone conversations
• WhatsApp communications
• Facebook Messenger
• Instagram messages
• Other authorized communication platforms

Customers should avoid sending sensitive government identification records through public comments or unverified communication channels.

We may collect personal information when a customer:

1. Visits our website.
2. Selects a country or service.
3. Submits an inquiry.
4. Starts or submits a document application.
5. Uploads supporting documents.
6. Contacts customer support.
7. Makes a payment.
8. Requests document delivery.
9. Requests an application update.
10. Interacts with an advertisement or online lead form.
11. Authorizes a representative to communicate with us.
12. Otherwise provides information in connection with a requested service.

We may also receive information from authorized representatives, relevant processing partners, service providers, or government channels when lawful and necessary for the transaction.

We may use personal information for the following purposes:

Service Administration

• Responding to inquiries
• Determining relevant service requirements
• Preparing document processing instructions
• Reviewing submitted application details
• Coordinating requested document services
• Communicating with authorized processing partners
• Facilitating submission or retrieval through applicable channels
• Providing application updates

Identity and Verification

• Verifying applicant details where required
• Confirming the authority of a representative
• Identifying inconsistencies in submitted information
• Preventing fraud and unauthorized transactions

Payment and Delivery

• Processing service fees
• Issuing invoices or receipts
• Arranging courier services
• Confirming shipping details
• Handling refunds and payment disputes

Business Administration

• Maintaining accurate transaction records
• Responding to customer complaints
• Meeting applicable accounting and legal obligations
• Improving operational procedures
• Maintaining business security

Website Operations

• Maintaining website functionality
• Remembering selected countries and currencies
• Protecting website sessions
• Investigating technical errors
• Understanding website performance
• Preventing unauthorized access

Marketing

Where permitted by applicable law and supported by the required legal basis, we may use relevant contact information to communicate service announcements, promotions, or updates.

Optional marketing communications are separate from essential communications relating to an active application.

We do not treat the submission of sensitive document records as permission to use those records for advertising.

We process personal information only when a valid legal basis applies under the relevant law.

Depending on the jurisdiction and processing activity, this may include:

• Consent
• Performance of a contract or steps requested before entering into a contract
• Compliance with legal obligations
• Legitimate interests where recognized and appropriate
• Other grounds specifically permitted by applicable law

Sensitive personal information may require additional authorization or a specific legal basis.

Where consent is required, we will request it in a clear and appropriate manner.

Consent will not be treated as the legal basis for every activity where another lawful basis properly applies.

We document the legal basis for each material processing activity in our internal records.

Where consent is required, KabayanExpress will explain the relevant processing purpose and obtain appropriate authorization.

Customers may be asked to consent to:

• Collection of information necessary for a requested service
• Processing of sensitive application information, where required
• Sharing information with relevant recipients
• Cross-border processing arrangements, where consent is required
• Optional marketing communications

Marketing consent must be separately obtainable and is never preselected.

A customer may withdraw consent where permitted by law.

Withdrawal may affect our ability to complete a service if the information is necessary for that service.

Withdrawal does not automatically invalidate processing lawfully completed before withdrawal or eliminate applicable recordkeeping obligations.

KabayanExpress may share information with relevant authorities when necessary for a customer's authorized service request.

These may include:

• National Bureau of Investigation
• Philippine Statistics Authority
• Department of Foreign Affairs
• Professional Regulation Commission
• Land Transportation Office
• Philippine diplomatic or consular offices
• Other relevant government agencies or authorized official channels

We aim to disclose only information reasonably required for the requested process.

Government agencies may process information independently under their own laws, procedures, and privacy requirements.

KabayanExpress does not control those independent government systems or decisions.

We may share necessary personal information with providers assisting in the delivery of requested services, including:

• Authorized document liaison and processing partners
• Delivery and courier companies
• Payment service providers
• Website hosting providers
• Cloud storage and database providers
• Information technology support providers
• Customer communication providers
• Accounting and professional advisers
• Security and fraud prevention providers

We aim to limit information sharing to what is reasonably necessary.

Where appropriate, contractual confidentiality, security, and data protection safeguards are implemented with those providers.

We do not sell sensitive government application records, identification document copies, or customer document information to data brokers.

We do not intentionally provide sensitive identity documents or application responses to advertising platforms for behavioral targeting.

KabayanExpress serves customers internationally.

A customer may reside in Canada, Australia, New Zealand, Qatar, the United Arab Emirates, Thailand, Singapore, or another jurisdiction while requesting a Philippine document.

Processing such requests may involve transferring personal information to the Philippines or to approved service providers in other countries.

Cross-border processing may occur for:

• Document application coordination
• Verification
• Government submission or retrieval
• Courier services
• Customer communications
• Secure data hosting
• Payment services

Where required, we implement appropriate legal, contractual, organizational, and technical safeguards.

Customers should understand that data processed outside their country of residence may be subject to another jurisdiction's laws.

KabayanExpress takes reasonable measures designed to protect personal information from unauthorized access, accidental loss, misuse, alteration, and improper disclosure.

Our security program includes safeguards appropriate to the information we process.

Depending on the relevant system, safeguards may include:

• HTTPS encryption
• Restricted administrative access
• Role-based access controls
• Secure user authentication
• Private document storage
• Access monitoring
• Security logging
• Controlled information sharing
• Secure backups
• Vulnerability management
• Staff confidentiality obligations
• Incident response procedures

Access to customer documents is limited to personnel and authorized partners who need the information for legitimate service purposes.

No electronic system is completely immune from security threats.

KabayanExpress cannot guarantee absolute security but is committed to applying safeguards required by applicable law and appropriate to the sensitivity of the information.

Documents processed by KabayanExpress may contain sensitive personal information.

Examples may include:

• Government identification numbers
• Passport details
• Birth records
• Marriage records
• Professional records
• Criminal clearance information
• Fingerprint-related information
• Other specially protected personal records

Such information is only processed when necessary and supported by an applicable lawful basis.

Sensitive records are not used for unrelated advertising profiling.

They are not included in public website URLs, marketing pixels, analytics events, or unrestricted customer support logs.

Where practical, customers are provided with secure upload methods rather than being asked to email sensitive documents.

KabayanExpress retains information for periods reasonably necessary to:

• Deliver requested services
• Address questions or disputes
• Maintain necessary transaction records
• Comply with legal or accounting requirements
• Investigate security or fraud incidents
• Meet other legitimate retention obligations

Different categories of records may require different retention periods.

These may include:

• Application records
• Identity document copies
• Government reference information
• Payment records
• Shipping records
• Customer support records
• Consent records
• Security logs

We periodically review information retention requirements and securely delete, anonymize, or otherwise lawfully dispose of records that are no longer required.

Specific retention periods are established through a documented internal retention schedule and applicable legal review.

We do not retain sensitive documents indefinitely merely because storage is available.

Depending on applicable law and the customer's location, privacy rights may include:

• The right to be informed about processing
• The right to access personal information
• The right to request correction
• The right to object to certain processing
• The right to withdraw consent where applicable
• The right to request deletion or blocking where available
• The right to data portability where applicable
• The right to seek remedies or compensation under applicable law
• The right to submit a complaint to an appropriate privacy authority

Rights and limitations may differ by jurisdiction.

To exercise a privacy right, customers may contact:

Or submit a request through our privacy request form:

• Privacy request form

We may require reasonable verification of identity before fulfilling a request.

Requests will be reviewed and answered in accordance with applicable law.

Our website may use cookies or related technologies to:

• Maintain required website functionality
• Secure customer sessions
• Remember country selections
• Remember currency preferences
• Improve navigation
• Understand website performance
• Measure advertising effectiveness where enabled
• Support relevant marketing activities where permitted

Cookie categories may include:

Essential Cookies

Required for basic website operation, security, and certain user preferences.

Analytics Cookies

Used to understand website performance and visitor interactions.

Advertising Cookies

Used for advertising measurement or other marketing purposes where enabled and permitted.

We provide appropriate notices and consent choices for nonessential cookies where required by law.

Where such consent is required, nonessential technologies are not activated before the necessary consent is obtained.

Customers can update their preferences at any time from the Cookie Preferences link in the website footer.

Cookie and vendor details for technologies that are actually enabled are listed in that preferences panel.

KabayanExpress may use Google services for website analytics and advertising where they are enabled.

These may include:

• Google Analytics
• Google Ads conversion measurement
• Google Tag Manager
• Other supported Google measurement systems

These systems may process information about website interactions under their respective terms and privacy policies.

KabayanExpress does not intentionally transmit sensitive customer documents, government identification numbers, or full application responses to Google advertising or analytics services.

Data collection and sharing follow applicable privacy laws and Google platform requirements.

Use of Google tools does not imply endorsement or approval of KabayanExpress by Google.

KabayanExpress may use Facebook, Instagram, Messenger, and Meta advertising tools to communicate information about its services.

These interactions may include:

• Facebook and Instagram advertisements
• Customer inquiries
• Messenger conversations
• Lead generation forms
• Website conversion measurement
• Meta Pixel, where enabled
• Meta Conversions API, where enabled

When a customer voluntarily submits information through a Meta lead form, KabayanExpress may receive the information supplied for the stated purpose.

We may use that information to:

• Respond to the customer's inquiry
• Explain available services
• Provide relevant pricing information
• Assist with a requested application
• Follow up on the original inquiry

Submitting a lead form does not automatically authorize unrelated promotional communications.

Where required, separate consent is obtained for marketing.

We do not intentionally send government identification documents, passport numbers, NBI records, birth certificate images, fingerprint records, or other sensitive application information to Meta advertising systems.

Use of Meta advertising technologies does not mean Meta endorses KabayanExpress or its services.

Meta independently processes certain information under its own policies.

KabayanExpress may use approximate IP-based country detection to display the appropriate country storefront.

This may affect:

• Country-specific pages
• Currency
• Service availability
• Customer support details
• Pricing
• Language or regional content

For example, a customer visiting from Canada may see CAD pricing, while a customer visiting from Australia may see AUD pricing.

Customers may manually change the selected country.

We do not require precise GPS access to provide this feature.

Location detection may not always be accurate.

Users outside our specifically supported international markets may see the Philippines storefront with PHP pricing.

Customers may submit personal details and supporting documentation through our application process.

Information is only requested when relevant to the selected service.

Customers are informed of:

• Required information
• Why the information is needed
• Relevant recipients
• Applicable processing arrangements
• Available privacy rights

Document uploads are protected against unauthorized public access.

Sensitive uploaded documents are not exposed to search engines.

KabayanExpress may decline or request correction of incomplete, invalid, or inappropriate submissions.

Some government document requests concern individuals under the age of majority.

Such requests may require parental or legal guardian participation.

Where appropriate, KabayanExpress may require authorization from a parent or lawful guardian before processing a minor's personal information.

Information concerning children receives protection appropriate to the sensitivity of the information and applicable law.

We do not knowingly use sensitive information about minors for targeted advertising.

KabayanExpress may send marketing communications where authorized under applicable law.

Promotional communications may include:

• Service announcements
• New service availability
• General informational updates
• Promotions

Customers may withdraw applicable marketing consent using available unsubscribe mechanisms or by contacting info@kabayanexpress.com.

Withdrawal from marketing communications does not prevent essential service-related messages concerning active transactions.

KabayanExpress may provide direct links to official Philippine government websites to help customers understand available official services.

• National Bureau of Investigation
• Philippine Statistics Authority
• Department of Foreign Affairs
• Professional Regulation Commission
• Land Transportation Office

Government websites are independently operated.

Their privacy notices, procedures, charges, and eligibility requirements may differ from those of KabayanExpress.

Providing official links does not mean KabayanExpress is endorsed or appointed by those government agencies.

Our website may link to external websites, payment platforms, courier providers, and customer communication services.

These third parties may maintain independent privacy policies.

KabayanExpress is not responsible for independent processing activities outside its control, except to the extent required by applicable law.

Customers are encouraged to review relevant third-party privacy notices.

Customers are responsible for supplying accurate application information.

Incorrect or incomplete information may delay processing or affect the ability to complete a requested service.

We may contact customers to clarify or correct information when necessary.

We provide reasonable channels for corrections to information under our control.

KabayanExpress will investigate suspected or confirmed security incidents involving personal information.

Where required by applicable law, we will notify the appropriate regulatory authorities and affected individuals.

Notification procedures and timelines follow applicable legal requirements.

We may also take appropriate steps to contain incidents, preserve evidence, mitigate harm, and improve security controls.

Our processing activities may be subject to privacy and data protection laws applicable to the relevant business operations and customers.

These may include, where applicable:

Country-specific notices

Philippines

Republic Act No. 10173, the Data Privacy Act of 2012, its implementing rules, and applicable National Privacy Commission issuances.

Canada

Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

Australia

Privacy Act 1988 and applicable Australian Privacy Principles.

New Zealand

Privacy Act 2020.

Singapore

Personal Data Protection Act 2012.

Thailand

Personal Data Protection Act.

United Arab Emirates

Applicable UAE personal data protection legislation and related regulations.

Qatar

Applicable personal data privacy protection legislation.

These laws do not necessarily apply identically to every transaction.

The applicable legal obligations depend on factors including the customer's jurisdiction, the location and activities of the business, and the particular processing operation.

Nothing in this policy limits rights that cannot lawfully be waived under applicable privacy laws.

The notices above name the legislation we treat as relevant to the markets we serve. They are provided for transparency and are not legal advice. Where an obligation under a particular law has not been independently verified, we do not present it as a requirement we are subject to.

Customers may request information about their personal data or seek applicable corrections or deletion.

Requests may be submitted through our privacy request form:

• Privacy request form

Or by email: info@kabayanexpress.com

Please include enough information to allow us to identify the relevant account or transaction.

Do not email unnecessary identity document copies unless we specifically request them through an appropriate secure process.

We may need to verify identity or authority before responding.

Certain information may need to be retained to meet legal, contractual, or legitimate obligations.

If a customer has concerns about the collection, use, disclosure, retention, or security of personal information, they may contact:

Customers may also have the right to raise concerns with the appropriate privacy regulator, including the Philippine National Privacy Commission where applicable.

KabayanExpress may update this Privacy Policy to reflect:

• Changes in services
• Changes in website functionality
• Changes in processing practices
• Changes in technology
• Changes in legal requirements
• Changes in service providers
• Material privacy or security developments

The latest version is always published at this address:

• https://www.kabayanexpress.com/privacy-policy

The effective date and last updated date are displayed at the top of this page.

Where legally required, customers will receive additional notice or an opportunity to provide renewed consent.

For all privacy-related questions:

• Privacy request form