Privacy Policy
It's Official Notary, LLC (“we,” “us”) provides notary signing dispatch services to title companies, law firms, lenders, and businesses. We handle non-public personal information (NPI) during the course of facilitating loan signings, real-estate closings, estate documents, and other notarial acts. This policy describes what we collect, how we use it, how we secure it, and how long we keep it.
1. Who we are
It's Official Notary · Austin metro + Central Texas · dispatch@itsofficialnotary.com
For privacy requests: privacy@itsofficialnotary.com.
2. Information we collect
From clients (title companies, law firms, lenders, businesses): business name, contact name, email, phone, billing details, order history, communications.
About signers / borrowers / consumers (collected from our clients on their behalf): name, phone, signing address, scheduled time, document type, loan number or matter number, special instructions. At the table, our assigned notary records identification details (ID type, issuer, partial number, expiration) in the notary journal as required by Texas law.
From notary applicants: name, email, phone, commission number and expiration, NNA certification status, background-check date, E&O insurance status, county/coverage area, work history, and a current background-check report the applicant has already obtained from a recognized provider (we do not order consumer reports ourselves).
Automatically: minimal server-side request logs (e.g. IP address, timestamp) for operational and security purposes, plus essential first-party session cookies that keep you signed in. We do not use advertising or analytics tracking cookies. See our Cookie Policy for details.
3. How we use information
- To dispatch notaries and complete signing assignments
- To communicate order status, scheduling changes, and confirmations
- To bill clients and pay contracted notaries (including 1099 reporting)
- To onboard, qualify, and credential contracted notaries
- To meet legal and regulatory record-keeping obligations
- To prevent fraud and secure our systems
We do not sell personal information, and we do not use it for cross-context behavioral advertising.
4. When we share information
- Assigned notary: the contracted notary assigned to a signing receives the order details necessary to perform the signing.
- Service providers (processors): website hosting and encrypted document storage (Vercel), database (Neon), transactional email (Resend), SMS notifications (Telnyx), address geocoding for on-site check-in (Google Maps Platform), electronic-signature and remote online notarization (RON) platforms (e.g. Dropbox Sign), AI-assisted document intake and quality review (Anthropic), payment processing, and background-check vendors for notary onboarding. Each acts on our instructions and is contractually required to maintain confidentiality and security commensurate with our obligations. A current list of cookies is in our Cookie Policy.
- Originating client: we return signing status, completion documentation, and scanned packages to the title company, law firm, lender, or business that placed the order.
- Legal compliance: when required by law, court order, valid subpoena, or to defend our rights and the safety of our personnel.
We do not share information with third parties for their own marketing purposes.
5. How we secure information (GLBA Safeguards Rule)
Because we handle NPI in connection with consumer financial transactions, we are implementing a written, Safeguards-aligned information security program (FTC Safeguards Rule, 16 CFR Part 314) appropriate to our role as a signing-service provider. Current controls include:
- Access restrictions and multi-factor authentication on internal administrative systems
- Encryption of information in transit (TLS) and at rest (managed by our database provider)
- Vendor due diligence and written confidentiality requirements
- Contractor confidentiality agreements and training on handling NPI
- Audit logging of administrative access
- Incident-response procedures, including FTC notification within 30 days of a qualifying event
We maintain these Safeguards-aligned controls for borrower NPI and provide a written security summary to contracted clients during vendor onboarding.
No system is perfectly secure. If you believe an incident has occurred involving your information, contact us immediately at privacy@itsofficialnotary.com.
6. How long we keep information
- Notary journal entries: 10 years from the date of notarization (Texas Government Code Chapter 406, as amended by SB 693 effective Sept. 1, 2025)
- RON audio/video recordings and electronic journals: minimum 5 years (Texas SOS RON rules); we apply the 10-year journal standard where applicable
- Order and billing records: 7 years from completion (federal tax recordkeeping)
- Notary applicant records (not hired): 2 years
- Applicant-provided background-check reports: minimum 5 years from last activity
- Marketing communications opt-outs: indefinitely (to honor the opt-out)
7. Your rights as a Texas resident (TDPSA)
Under the Texas Data Privacy and Security Act, Texas residents may request to: confirm whether we process personal data, access a copy, correct inaccuracies, request deletion, and obtain a portable copy. We may also be required to honor opt-out signals such as the Global Privacy Control (GPC) for the sale of personal data or targeted advertising; we do not engage in either of those activities at this time.
Submit a request to privacy@itsofficialnotary.com. We will respond within 45 days. You may appeal a denial by replying to that response.
Note: certain records (notary journals, completed transaction files) must be retained under state and federal law and may not be deletable on request.
8. Children
Our services are not directed to children under 16, and we do not knowingly collect information from them.
9. Changes to this policy
We may update this policy. The “Last updated” date at the top reflects the most recent revision. Material changes will be highlighted on this page.
10. Contact
Privacy questions or requests: privacy@itsofficialnotary.com