Handle every record with purpose.

1. Client ownership and authority

The client retains rights in their document content and instructs MSA how it may be used. The client must be the document subject or have lawful authority from that person. Uploading another person's passport, certificate, medical record, or employment record without authority is prohibited.

2. Permitted purpose

Files may be uploaded only for an identified MSA service, secure career record, expiry reminder, readiness review, or client-directed application. MSA will not reuse a document for advertising, train a public artificial-intelligence model with it, or share it for an unrelated purpose.

3. Document-processing authorisation

Before the first upload, the client must authorise MSA to store, scan for malware, classify, display back to the account holder, and allow authorised MSA reviewers to inspect the file for the client's case. The authorisation can be withdrawn for future uploads. Withdrawal does not undo processing already required to complete an instructed submission, resolve a complaint, meet law, or preserve a legal claim.

4. No automatic external sharing

Portal upload authorisation is not permission to send a file outside MSA. External sharing requires a separate instruction that identifies the service, purpose, and intended recipient or recipient category. MSA should record that instruction and disclose the minimum necessary file or fields.

5. Authenticity obligations

The client must submit a complete, legible, unaltered copy and disclose any correction, name variation, loss, expiry, restriction, or known authenticity concern. Cropping for legibility is permitted only if security features and relevant content remain visible. Fabricated, stolen, purchased, materially edited, or unlawfully obtained records are forbidden.

6. Review levels

• Stored: uploaded and associated with the client account.
• System checked: file type, signature, size, and malware screening passed.
• Agency reviewed: an MSA reviewer checked apparent readability, consistency, dates, and suitability for the stated checklist.
• Issuer verified: authenticity was confirmed through a competent issuer or official register and the evidence/source is recorded.
• Recipient accepted: the intended third party confirmed acceptance for its own purpose.

MSA must not use “issuer verified” or “recipient accepted” unless the corresponding evidence exists.

7. Medical and highly sensitive records

Upload only the minimum medical-fitness evidence requested. Do not upload full clinical notes, genetic data, biometric templates, criminal records, financial passwords, payment-card data, or unrelated family documents. MSA may quarantine or delete material that creates disproportionate risk or is not required.

8. Physical originals

MSA normally works with secure copies. A physical original may be accepted only under a separately signed custody receipt recording the document, condition, purpose, responsible person, storage, handover history, and return deadline. MSA will never retain a passport as security for payment or employment.

9. Security, versions, and access

Files are stored outside the public website, access is checked against the signed-in account, and replacements create versioned records. Authorised staff access is role-controlled and auditable. Clients should remove a file when it is no longer needed and immediately report mistaken upload or suspected account access.

10. Retention, deletion, and legal holds

The Privacy Notice retention schedule applies. Client deletion removes the live document record through the platform workflow; encrypted backup remnants age out through the rolling backup cycle. MSA may temporarily preserve a copy where law, a fraud investigation, an active complaint, a competent order, or defence of a legal claim requires it and will document the reason.

11. Refusal and reporting

MSA may refuse, quarantine, or suspend a file where malware, forgery, theft, impersonation, unlawful processing, sanctions risk, or material inconsistency is reasonably suspected. MSA may report conduct only where required or permitted by applicable law and should preserve confidentiality and procedural fairness.