Privacy Policy

ONENOTARY PRIVACY POLICY

Last updated: June 19, 2024

At OneNotary, Inc. (“OneNotary”, “we”, “our”,  or “us”), your privacy is of the utmost importance. Thank you for taking the time to read our privacy policy (the “Privacy Policy”). This Privacy Policy sets out how we collect, use, process, store, share and disclose your personal information on https://onenotary.us/ (the “Website”) and in providing our remote online notary services including providing the OneNotary platform (the “Platform”) and any related services and documentation (the Website, Platform, and related services are collectively, the “Services”). Please note, this Privacy Policy does not cover the information practices associated with  Notaries compliance with their certifications under U.S. state laws.  

By accessing and using our Services, you freely and expressly consent to the collection, use, processing, storage, and disclosure of your personal information as set out in this Privacy Policy.

1. When We Collect Information

2. Types Of Personal Information We Collect

3. How We Use Your Information

4. How We Disclose Your Personal Information

• Notary-Specific Information Disclosure
• Enterprise-Specific Information Disclosure

5. Your Privacy Choices

6. Use Of Cookies And Tracking Technologies

7. Security

8. Retention

9. U.S. State-Specific Disclosure

10 .Third-Party Links On Our Website

11. Changes To This Privacy Policy

12. Contact Us

1. WHEN WE COLLECT INFORMATION

We may collect personal information that you provide when you:

• Visit our Website or Platform;
• Register for our Services;
• Engage with our Services;
• Sign up for email updates or other communications;
• Contact us.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

• Information you provide: 
  
  
  • Contact details such as your name, email address, address, and phone number.
  • Information from your inquiries into our Services, or how you otherwise indicate you may be interested in our services.
  • Identity verification information such as your social security number and your government-issued identification, such as a driver’s license or a passport (and some transactions may require you to provide more than one form of government-issued identification). If you are asked to answer questions related to your identity (‘the identity proofing quiz’), this information is processed by a third party vendor and the Platform does not store your answers to these questions.
  • Information you provide when using our Services such as any documentation relating to the transaction and anything you may include in the video and audio recording you provide, and any other information needed for the electronic record of online notarizations as detailed in the Terms of Service. Please note that an electronic document that is not notarized on the Platform on the day it is uploaded is automatically deleted from the Platform at the end of the day. 
  • Your responses to surveys, or any other feedback you may provide to us.
  • Your approximate geographic location associated with your IP address.
  • Information you provide when interacting with our chatbot or customer support, by signing up for communications, registering for webinars or events, and through community forums.  
  • Financial and payment information such as credit card numbers. Please note that for personal one-time notarizations, no credit card information is stored on the Platform after the end of the online notarization session.
    

• Information we automatically collect:
  
  
  • Metadata and analytics for your use of the Services, including IP address, device information, date/time of visits, new or returning visits, products or pages viewed, page response times, URL clickstreams, how long you stay on our pages, what you engage with on those pages.
  • We may use cookies, beacons, pixel tags, and other similar technologies to collect additional information automatically as you interact with the Website and Platform and to personalize your experience with our Services. Learn more about our cookie use below.
    

• Information from third parties:
  
  
  • We work with select vendors and partners to assist us with the Services, including identity verification service providers. We may receive information from these providers in order to facilitate the Services. We do not control these providers’ privacy policies. See the ‘How we disclose’ section below for more information.     
  • To the extent permitted by law, we may collect information about you from third parties, including public sources, social media platforms, and marketing and market research firms.

• Children’s Privacy:
  
  
  • We do not intentionally collect any personal information from children under the age of 18. If you are under the age of 16, please ask a parent or guardian for help in using our website or purchasing any products. If you believe we have obtained personal information associated with children under the age of 16, please contact us at support@onenotary.us and we will delete it.

3. HOW WE USE YOUR INFORMATION

We use the personal information we collect for the following purposes:

• To operate and improve our Services.
• To process payments securely.
• For customer support.
• To communicate with you, including via email or other channels. 
• To conduct analytics, research, and reporting, including to synthesize and derive insights from your use of our Services.
• For marketing and advertising.
• For other business and legal purposes, such as to detect and prevent fraud, to collect amounts owing to us, and to maintain business records.
• To comply with any valid court order or regulatory requirement related to remote online notarization services. 
• With your consent.
  
  

We may combine information that we collect from you and about you (including automatically collected information) with information we obtain about you from third parties, and use such combined information in accordance with this Privacy Policy.

We may aggregate and/or de-identify information collected through the Platform. We may use de-identified and/or aggregated data for any purpose, including for research and marketing purposes.

4. HOW WE DISCLOSE YOUR PERSONAL INFORMATION

We may disclose your information with your consent, including any directed correspondence with Notaries or enterprises you designate as recipients. We may also share your information with vendors or service providers who: 

• Provide identity verification services. In order to confirm your identity, these services may compare the information you provide us, or to our notaries, to public records and other third-party databases.The following providers may receive your personal information and use any received information in connection with provision of identity verification and fraud prevention services:
   
  • Jumio: Privacy Policy 
  • LexisNexis: Privacy Policy 
    
    
• Help us communicate with you, such as through email receipts or marketing. These vendors may collect information on our behalf such as your engagement with our email communications and associated website visits.  These vendors include:
  
  
  • Amazon Simple Email Service (SES): Privacy Information 
  • Stripe: Privacy Information  
    
    
• Support and optimize our Services, including registration and authentication, electronic signatures, credential analysis, customer support, and cloud data storage. These vendors include:
  
  
  • Docusign: Privacy Notice
    
    

• Provide customer support tools. This may include disclosure of the communications with our interactive chat service provider, Intercom. The contents of the communications will not be used for any purpose other than to support us, but are also subject to Intercom’s applicable terms of service, privacy and security policies which can be found here.
  
  

• Provide us with marketing and advertising services (see ‘Use Of Cookies And Tracking Technologies’ and our ‘State-Specific Disclosures’ for more information).

In addition:

• We may share your personal information in order to: 
  
  
  • Comply with law or legal process. This may include responding to subpoenas, court orders, or regulatory requests for information.  
  • Protect the legal rights of our company, our employees, our agents, and our affiliates.
  • Protect the safety and security of our customers.
  • Detect and protect against fraud.
    
    
• We may share your personal information as part of a business transition.
  
  
  • We may also share your personal information with prospective purchasers exclusively to evaluate the proposed transaction.
  • We may also share your personal information with another company that buys the assets or stock in us. That company may use and disclose personal information for purposes similar to those described in this Privacy Policy.

We may share aggregated or anonymous information for any purpose. This means that the information we share does not identify specific individuals, or is combined with other data to protect your privacy.

Notary-Specific Information Disclosure 

In addition to OneNotary collecting personal information from end users, Notaries are obligated to maintain their own records of notarized personal information in their Notary Journals. OneNotary is not responsible for the personal information collected and stored in Notary Journals, and disclaims any liability for privacy or security-related claims related to Notary Journal records. Notaries may also have specific rights to collect, store and retain personal information independently of OneNotary.  For example, should OneNotary receive a legal request from an individual or 3rd party to delete personal information, it will comply with such a request independently of any such duplicate record of the personal information contained in a Notary Journal.  OneNotary may provide any individuals with requests for the names and/or contact details associated with a Notary for the express purpose of completing a legally valid data privacy request or in compliance with Remote Online Notary laws.   

In addition, OneNotary reserves the right to retain any information collected during the course of a notary session, including recorded audio and video of the session, for up to ten (10) years following the recording or otherwise in compliance with Remote Online Notary laws. 

Enterprise-Specific Information Disclosure 

Enterprise business users must register individual accounts with OneNotary, and are prohibited from sharing account credentials with any other employees of that business.  In the event that an employee’s account needs to be deleted or the notarizations associated with an enterprise account holder to be transferred to another account holder from the same business, please contact customer support. OneNotary reserves the right to refuse any such documentation transfers without proper authorization or verification.  

 For certain enterprise notary events, OneNotary may require additional documentation and/or consents for the collection and use of personal information such as any such information required under state or federal medical privacy laws.  

OneNotary reserves the rights to respond to any law enforcement requests related to enterprise notary sessions, but will endeavor to inform our enterprise clients in advance of responding to such requests.

5. YOUR PRIVACY CHOICES

Subject to certain legal exemptions, you have the right to exercise the following choices with our use of your personal information:

• Know, access or correct the personal information we maintain about you. You may access or modify the personal information that you have submitted by logging into your Account and reviewing or updating your profile information. Please note that copies of information that you have updated, modified or deleted may remain viewable in cached and archived pages of the Platform for a period of time in accordance with our information retention policy.
• Delete the personal information we maintain about you. 
• Opt out of certain uses of your personal information.
  
  
  • You may opt out as detailed below:
    
    
    • Email marketing. You can unsubscribe to our email list by clicking the unsubscribe link at the bottom of marketing emails. Please note that non-commercial email messages do not contain an opt-out, so you must update the email address information in your Account profile or contact us to stop receipt of these service-related communications. 
    • SMS marketing. You can opt out at any time by replying to any SMS message with the word “STOP”.
    • Tailored advertising using third party cookies. Please refer to the ‘Use of Cookies and Tracking Technologies’ section below to learn how to opt out of tailored ads. 
• We may deny your privacy request for the following reasons:
  
  
  • (i) we cannot verify your identity,
  • (ii) the information is necessary to complete your transaction or maintain your subscription until such time as you cancel.
  • (iii) the information is necessary for our security practices.
  • (iv) processing your request would restrict our ability to comply with legal obligations, exercise legal claims or rights, or defend legal claims. For example, we may deny your deletion request in order to comply with retention obligations required by state remote online notary laws.

You can exercise these rights by contacting us at support@onenotary.us.  Please note that it may take up to thirty (30) days for us to process certain privacy-related requests. 

6. USE OF COOKIES AND TRACKING TECHNOLOGIES

Like many companies, we use cookies and similar technologies (such as clear gifs, web beacons, tags, and similar technologies) to collect information about your browsing activities, your interactions with websites and our Services, and to serve tailored ads and for the purposes described in this Privacy Policy. There are a number of ways to opt out of having your online activity and device data collected through these services, which we summarize below:

• Opting out of advertising cookie use in our Cookie Preferences. You can opt out of cookies via our cookie preferences center by clicking on the ‘Your Privacy Choices’ link on our website footer.
  
  
• Blocking All or Advertising-Specific Cookies In Your Browser. Most browsers let you remove or reject cookies, including cookies used for interest-based advertising. To do this, follow the instructions in your browser settings. Many browsers accept cookies by default until you change your settings. In addition, certain browsers or browser plug-in tools enable you to send an opt-out preference signal to websites in compliance with U.S. state privacy laws.  
  
  
• Advertising Industry Opt-Out Tools. You can also use the link below to opt-out of most advertising providers use your information for interest-based advertising by visiting http://optout.aboutads.info 
  
  
• With Each of Our Advertising Vendors Individually. The following advertising or marketing services partners offer opt-out features that let you opt-out of use of your information for interest-based advertising or profiling:
  
  

Please note that because these opt-out mechanisms are specific to the device or browser on which they are exercised, you will need to opt out on every browser and device that you use.

7. SECURITY

We protect information we collect about you by maintaining physical, electronic and procedural safeguards designed to prevent unauthorized access to user data retained in our servers, however, due to the inherent open nature of the Internet, we cannot ensure or warrant the security of any information provided online. We take reasonable precautions to protect your information both online and offline. The servers on which we store data are kept in a secure environment.

8. RETENTION

We will retain your information for as long as your account or inquiry is active or as needed to provide you with the website or any requested services, and for a reasonable time thereafter in accordance with our standard procedures or as necessary to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Notarized electronic documents are automatically deleted from the Platform within fourteen (14) days from the day of online notarization, but may continue to be retained by the Notaries or enterprises associated with the receipt of any such notarized information. Please note that we will not be liable for disclosures of your data due to errors or unauthorized acts of third parties, including identity verification providers, Notaries, or enterprises in receipt of notarized information. 

Finally, we may retain aggregated or anonymous data indefinitely. 

9. U.S. STATE-SPECIFIC DISCLOSURE

Some U.S. states have enacted comprehensive privacy laws. The California Consumer Privacy Act, as amended by the California Privacy Rights Act or “CPRA” (collectively, the “CCPA”),the Virginia Consumer Data Protection Act (“VCDPA”), Colorado Privacy Act (“CPA”), the Connecticut Data Privacy Act (“CTDPA”), Utah Consumer Privacy Act (“UCPA”), and the Oregon Consumer Privacy Act (“OCPA”) create additional privacy obligations for businesses and provide their residents with additional privacy rights.

Additional Privacy Rights:

In addition to the rights granted above, you may also have the right to:

• Opt out of the “sale” or “share” of your personal information for “targeted advertising” purposes. Some third party cookies placed on our website may be considered a ‘sale’ or ‘share’ under U.S. state privacy law. You may opt out of such cookies as detailed in ‘Use Of Cookies And Tracking Technologies’ section (above).  
  
  

• Limit the use of my ‘Sensitive’ Personal Information.  During the course of an online notary session, the Platform may require you to upload identity verification or other documentation that contains ‘Sensitive Personal Information’ as defined by certain state privacy laws. As noted above, this information is processed by selected vendors or Notaries, and is not stored in the OneNotary platform. As a result, any potential ‘limitation’ or opt-out associated with this information must be directed to the vendors themselves.  

10. THIRD-PARTY LINKS ON OUR WEBSITE

Our Services may contain links to other websites or services. We do not exercise control over the information you provide, or is collected by these third party websites. We encourage you to read the privacy policies or statements of the other websites you visit.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated Privacy Policy on this page with a “Last Updated” effective date of the revisions. We encourage you to look for updates and changes to this Privacy Policy by checking this page when you access our Services. 

12. CONTACT US

If you have any questions about our privacy or security practices, or if you would like to request access to or correction of your personal information, you can contact us by email at support@onenotary.us or at:

OneNotary, Inc.
415 Mission Street FL 37, 
San Francisco, CA 
94105