Privacy Policy

1.1 Information you give us

• Contact and account details: name, email address, phone number, mailing address, login credentials;
• Order details: the documents you upload, the type of notarization, signer and witness names and contact details, scheduling, and messages;
• For notaries: commission details and expiration, commissioning state, remote online notarization authorization, electronic seal and digital certificate details, insurance and bond information, and payout details (collected by our payment processor);
• Business and organization information, and support requests.

1.2 Identity verification information

Remote online notarization law requires the notary to verify each signer's identity. Depending on the session, this includes:

• Images of the front and back of your government-issued photo ID, and the details read from it (such as name, date of birth, address, ID number and expiration date);
• A photo of your face (selfie), which our identity provider compares with the photo on your ID — see section 3 on biometric information;
• Your answers to knowledge-based authentication (KBA) questions, which our KBA provider generates from public and commercial records, and the result;
• The results and timestamps of these checks.

1.3 Session information

• The audio and video recording of the notarization session;
• Signatures, initials, entries and annotations on documents, and the completed documents;
• The notary's electronic journal entry;
• An audit trail of session events, with timestamps, IP addresses, device and browser information, and approximate location derived from IP address.

1.4 Information collected automatically

• IP address, browser type, device and operating system information;
• Pages viewed, links clicked, referring pages, and how you interact with the Platform (including session replays of website and app use through Microsoft Clarity);
• Cookies, pixels and similar technologies (section 6).

1.5 Payment information

Payments are processed by Stripe. We do not store full card numbers. We receive limited details such as the card brand, last four digits, expiration date, and payment status.

1.6 Information from others

We receive information from the person or business that orders a notarization for you (for example, a title company or law firm sending us your name, email and documents), from identity and KBA providers, from payment processors, and from analytics and advertising partners.

• To provide the Platform: run notarization sessions, connect signers and notaries, deliver documents, and provide support;
• To verify identity and prevent fraud, as notarization law requires and to protect signers, notaries and the Platform;
• To create and keep notarial records (journal, recording, audit trail) as the law requires;
• To process payments, payouts and invoices;
• To send transactional messages and, if you opt in, SMS alerts and marketing (you can opt out at any time);
• To help notaries prepare documents using document-assist features, which may process document pages with an AI service provider (section 5);
• To measure and improve the Platform and our advertising;
• To comply with law, respond to lawful requests, and enforce our Terms.

We use sensitive personal information (such as ID details, biometric information, and KBA answers) only to verify identity, prevent fraud, keep required notarial records, and comply with law — not to infer characteristics about you.

To verify a signer's identity, our identity provider, Stripe, may compare the selfie you take with the photo on your ID using facial recognition technology, which creates a scan of face geometry (a "biometric identifier"). Before your identity is verified, you are asked to consent to this. If you do not consent, the identity check cannot be completed, and the notary cannot perform a remote notarization for you.

• The face comparison is performed by Stripe on our behalf. Notaron does not itself create or keep face geometry scans; we receive the result of the comparison;
• Biometric identifiers are used only to verify your identity for the notarization and to prevent fraud. They are never sold, leased, traded, or used for any other purpose;
• Stripe permanently destroys the biometric identifiers it creates for this purpose when the purpose is met, and in any case within one year of your last interaction with the identity check, unless a longer period is required by law;
• The ID images and the selfie photo itself are kept by Notaron as identity evidence in the notarial record (section 7).

This section is our written retention and destruction policy for biometric identifiers under laws such as the Illinois Biometric Information Privacy Act, the Texas Capture or Use of Biometric Identifier Act and Washington's biometric identifier law.

• The notary performing your notarization sees your ID details, the identity-check results, your documents, and the session;
• Other participants in the same session (other signers and witnesses) see what is on screen during the session and the documents being signed;
• The person or business that ordered the notarization receives the completed documents and the status of the order, and, for orders placed through our API, the results of identity checks (passed, failed or not completed). They do not receive your ID images, ID number, date of birth, KBA questions or answers, or the recording through the Platform.

We share personal information with:

• Service providers that process it for us under contracts requiring them to protect it and use it only for us: Stripe (payments and identity verification), Authenticate.com (knowledge-based authentication), LiveKit (video sessions and recording), Cloudflare (storage, network and website tools), Supabase (database), Railway (application hosting), Mailgun (email), Amazon Web Services (SMS), and Anthropic (document-assist features used by notaries; under our agreement it does not use our data to train its models);
• Analytics and advertising partners: Google, Microsoft and Reddit, as described in section 6;
• The notary, other session participants, and the business that ordered your notarization, as described in section 4;
• Anyone you direct us to share with, such as a recipient you ask us to send documents to;
• Authorities and others when required by law — to comply with subpoenas, court orders, a notary regulator's or law enforcement request, or to protect the rights, safety and property of users, notaries, Notaron or the public, including fraud investigations;
• A successor in a merger, acquisition, financing or sale of assets, subject to this Policy.

We do not sell personal information for money, and we do not sell or share the personal information of anyone we know to be under 18.

We use cookies, pixels and similar technologies to keep you signed in, remember preferences, understand how the Platform is used, and measure and improve our advertising. These include Google Tag Manager, Google Analytics and Google Ads; Microsoft Clarity (which records how visitors interact with pages) and Microsoft Advertising; the Reddit pixel and Reddit Conversions API (which may receive a hashed email address when you place an order); and Cloudflare Zaraz, which loads some of these tools.

Under California and some other states' laws, letting advertising partners collect information through our website for cross-context behavioral advertising can count as "sharing" or "targeted advertising." To opt out, email support@notaron.com with "Do Not Share" in the subject line; we will stop sharing information about you for this purpose within 15 business days. You can also block cookies in your browser settings, though some features may not work without them.

We never use identity verification information, documents, or session recordings for advertising.

• Notarial records — the journal entry, the session recording, identity-verification evidence (including ID images and the selfie) and the audit trail: at least as long as the law of the notary's commissioning state requires, and at least 10 years from the notarial act;
• Biometric identifiers created by our identity provider: as described in section 3 (destroyed within one year at most);
• Completed documents in your account: while your account is active, and then as long as needed for the purposes in section 2 or as the law requires;
• Account and order information: while your account is active and for up to 7 years afterwards for tax, accounting, dispute and legal purposes;
• Uploads to our API sandbox: up to 30 days;
• Analytics data: according to the retention settings of our analytics providers.

When we no longer need information, we delete or de-identify it. Backup copies are deleted in the ordinary course.

We use administrative, technical and physical safeguards designed to protect personal information, including encryption in transit, access controls limited to people who need access, and activity logging. We describe our security practices as SOC 2-aligned. No system is perfectly secure. If a security breach affects your personal information, we will notify you and any regulators as the law requires, without unreasonable delay.

Depending on where you live (including California, Colorado, Connecticut, Oregon, Texas, Virginia and other states with privacy laws), you may have the right to:

• Know what personal information we have collected about you, and receive a copy in a portable format;
• Correct inaccurate personal information;
• Delete personal information — except notarial records and other information the law requires us to keep, which we will tell you about;
• Opt out of the sale or sharing of personal information and of targeted advertising (section 6);
• Opt out of SMS and marketing messages at any time;
• Not be discriminated against for exercising these rights.

To make a request, email support@notaron.com with "Privacy Request" in the subject line. We will confirm receipt within 10 business days and respond within 45 days (or tell you if we need up to 45 more). We will verify your identity by matching information we already hold, and may ask for more if needed. You may use an authorized agent, who must show us your signed permission. If we deny your request, you may appeal by replying to our response with "Appeal" in the subject line; if you are not satisfied with the result of your appeal, you may contact your state attorney general.

California "Shine the Light." We do not share personal information with third parties for their own direct marketing.

When a business (for example, a title company) orders a notarization for you through the Platform or our API, we process the information it sends us on its behalf, under our agreement with it. If you want to exercise privacy rights over that information, you may contact that business directly, or contact us and we will help. Notarial records are kept by Notaron and the notary under the law that governs them, not on behalf of the business.

The Platform is not intended for anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has given us personal information, contact us and we will delete it unless the law requires us to keep it.

Notaron is based in the United States and processes personal information in the United States. If you use the Platform from another country, your information is transferred to and processed in the United States, where data protection laws may differ from yours.

We may update this Policy. The "Last Updated" date shows when it last changed. If we make a material change, we will notify registered users by email or in the Platform before it takes effect.

Questions about this Policy or our data practices, and privacy requests: support@notaron.com.