Privacy Policy

It's Official Notary · Austin / Travis County, TX · dispatch@itsofficialnotary.com

For privacy requests: privacy@itsofficialnotary.com.

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 (with separate written authorization) information necessary to run a consumer background report under the Fair Credit Reporting Act.

Automatically: minimal server-side request logs for operational and security purposes. We do not currently use advertising or analytics tracking cookies.

• 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.

• Assigned notary: the contracted notary assigned to a signing receives the order details necessary to perform the signing.
• Service providers: hosting (Vercel), database (Neon), email delivery (Resend), payment processing, background-check vendors, and remote online notarization (RON) platforms. Each is contractually required to maintain confidentiality and security commensurate with our obligations.
• 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.

Because we handle NPI in connection with consumer financial transactions, we maintain an information security program consistent with the FTC Safeguards Rule (16 CFR Part 314):

• A designated Qualified Individual who oversees the program
• Encryption of information in transit (TLS) and at rest (managed by our database provider)
• Access controls and multi-factor authentication on internal administrative systems
• Vendor due diligence and written confidentiality requirements
• Employee and contractor training on handling NPI
• Incident response procedures, including FTC notification within 30 days of a qualifying event

No system is perfectly secure. If you believe an incident has occurred involving your information, contact us immediately at privacy@itsofficialnotary.com.

• 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
• Background-check disclosures and authorizations: minimum 5 years from last activity (FCRA)
• Marketing communications opt-outs: indefinitely (to honor the opt-out)

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.

Our services are not directed to children under 16, and we do not knowingly collect information from them.

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.

Privacy questions or requests: privacy@itsofficialnotary.com