How We Protect Your Documents
Passports, bank statements, police clearance certificates, property titles — we know these are among the most sensitive papers you own. Here is exactly how we handle every scan you send us, who can see it, how long we keep it, and how to have it deleted.
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How Your Documents Reach Us
Most clients send document scans through our Telegram mini-app at @massimoalefBot, where the file travels over Telegram’s own encrypted transport straight into a private chat that only our order team can open. If you use the web form on this site instead, your upload goes over HTTPS — the same encrypted connection your bank uses — to our order management system, and it is never stored as a public or shareable link. Some clients who already do business with us on WhatsApp send scans there instead, over WhatsApp’s end-to-end encrypted messaging. Whichever channel you use, the file goes directly into the same order-tracking system described in our Privacy Policy — it does not sit in an open inbox or a shared folder that anyone can browse.
Who Can Actually See Your Documents
Your documents are not visible to “everyone at the company.” Only the people actually working your specific order can open the files: the coordinator who logs your order and answers your questions, the translator assigned to your document, and — only when your order requires it — the notary or Ministry of Justice office handling certification or apostille. Nobody outside that small group has a reason or a way to open your file. We do not run a shared drive of client documents that staff can browse at will, and we do not forward scans to anyone who is not working on your order.
What We Never Do With Your Documents
- We never sell your documents or personal data to anyone, for any reason.
- We never use your document scans for marketing, advertising, or profiling.
- We never use your documents to train AI models or any other software.
- We never share your files with anyone outside the small team working your specific order, without your consent.
- We never keep your documents in an open folder, shared drive, or public link — only inside the order-tracking system described in our Privacy Policy.
How Long We Keep Your Files
We keep your working files — the document scans you sent us — for as long as your order is active, plus a support window afterward in case you need a re-issued copy, a corrected translation, or have a follow-up question about the same document. After that window, we delete the scans from our systems unless Russian law separately requires us to keep a record. That legal exception is narrow: it covers accounting documents like invoices and payment records, which we are required to retain for a set period under Russian tax and accounting law — it does not mean we keep your passport scan or bank statement indefinitely “just in case.” You do not have to wait for that window to close: you can ask us to delete your documents at any time, as described below.
Your Right to Have Documents Deleted
Under Russian Federal Law No. 152-FZ, and following the same core principles as the GDPR for clients contacting us from the EU, you can ask us at any time to delete the document scans and personal data you have sent us. This is not a theoretical right buried in a policy document — it is a real request you can make in one message. See our Delete My Documents page for exactly how to do it and what happens next.
Questions About Document Security
Is my document scan encrypted while it's being sent to you?
Yes. Telegram's mini-app chat and WhatsApp both use encrypted messaging by default, and our web form submits over HTTPS, the same type of encrypted connection used for online banking. In all three cases, your file is not sent as plain, unprotected data over the open internet.
Do you store my documents on a shared drive that staff can browse?
No. Files live inside the order-tracking system described in our Privacy Policy, and are only opened by the coordinator, translator, or notary actually working your order — not browsed from a general shared folder.
Could my document end up being used to train an AI model?
No. We do not use client document scans to train AI models or any other software, and we do not feed them into third-party AI tools as part of processing your order.
What if I sent a document by mistake, or to the wrong order?
Message us on Telegram at @massimoalefBot or email info@1russian.com as soon as you notice, and we will remove the file from your record. See our Delete My Documents page for the full process.
Do you keep my documents forever for your own records?
No. Working files are kept for the duration of your order plus a limited support window, then deleted. The only files we are required to retain longer are accounting records such as invoices, kept for the period Russian law requires — not the document scans themselves.
More on how we handle your data
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Delete My Documents
Step-by-step: how to request deletion of your document scans and personal data, and what happens next.
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Privacy Policy
The full picture of what data we collect, how we use it, and which services it passes through.
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Terms of Service
What to expect from an order: pricing, turnaround, cancellations, and liability.
This page describes our general document-handling practices in plain language and works alongside our Privacy Policy and Terms of Service, which take priority in case of any conflict. We are not a law firm, and this page is not legal advice about your rights under 152-FZ, the GDPR, or any other law.
