Privacy Policy
Birth certificates, identity proofs and family records are sensitive documents. This policy sets out what we collect, why we hold it, who it goes to, and how you can have it removed.
We collect only what we need to assess and process your case. We never sell your data. Documents go to the authority handling your application and to no one else. You can ask us to delete your file at any time, and we will never ask for an Aadhaar number, OTP or bank detail over a phone call.
1. Who we are
birthcertificatenamechange.com is a privately operated document-assistance service based in India. We are not a government department, a government portal, or an agent of any authority.
For the purposes of this policy, we are the party that decides how and why your information is handled when you contact us or use this website. Where we describe an action as ours, it means it is carried out by us or by a service provider working under our instruction.
2. What information we collect
We collect only what a case actually requires. The case checker on our homepage runs entirely in your browser and does not send your answers to us unless you go on to contact us.
You give us directly
Collected automatically
Please do not send more than your case needs. If we can assess your matter without a particular document, we will say so rather than ask for it.
3. Why we use it
Your information is used for these purposes and no others.
We do not sell, rent or trade your information. We do not use your documents to build marketing lists, and we do not share your details with unrelated third parties.
4. Who we share it with
Sharing happens only where a step in your own case requires it.
The relevant authority
The registrar, municipal body or state department that will decide your application.
A notary or publication
Only where an affidavit, newspaper advertisement or Gazette step is part of your route.
Our service providers
Hosting, email and payment providers who process data under instruction and confidentiality terms.
Where the law requires
If disclosure is required by a valid legal process or a competent authority.
5. How long we keep it
Case documents are held while your matter is active and for a reasonable period afterwards, so that we can help if the authority raises a query or the application needs to be refiled.
Once your case is closed you can ask us to delete your file and we will do so, apart from any record we are required to retain for tax, accounting or legal reasons. Enquiries that do not become cases are cleared out on the same basis.
6. How we protect it
We use reasonable technical and organisational measures: encrypted connections to this website, access limited to the people working on your case, and storage with providers who maintain their own security controls.
We will never ask for your Aadhaar number, an OTP, a UPI PIN or bank credentials over a phone call or message. If someone does so while claiming to represent us, it is not us — please stop and report it to the email below.
No method of transmission or storage is completely secure, so we cannot promise absolute security. Please send scanned copies rather than originals, and never post original documents to us.
7. Your rights
You can exercise any of these by writing to us. We do not charge for it, and we aim to respond within a reasonable period.
8. Cookies and analytics
This website uses a small number of cookies. Essential ones keep the site working and remember your preferences. Analytics cookies help us understand, in aggregate, which pages people find useful — they do not tell us who you are.
You can block or delete cookies through your browser settings. The site will continue to work, though some preferences may not be remembered between visits.
9. Information about children
Many cases concern a minor's birth certificate, so we often receive a child's details from a parent or legal guardian. We accept that information only from the parent or guardian making the application, use it solely for that case, and apply the same retention and deletion rules set out above.
This website is not directed at children, and we do not knowingly collect information directly from a child.
10. Changes and how to contact us
We may update this policy as our service or the applicable law changes. The date at the top of this page shows when it was last revised, and material changes will be reflected here rather than communicated individually.
This policy explains how we handle information. It is not legal advice, and it does not change the fact that decisions on any birth record application rest with the relevant government authority.