The information that we collect about you
You have choices about whether you visit our website, use our services, or provide personal information to us. However, if you do not provide us with certain personal information, you may not be able to use some parts of our Services. In order for us to provide you with the use of the Services, you must provide us with the following minimum required information.
• your full name;
• your physical address
• your email address
• your phone number;
• a government-issued form of identification;
• documents relating to the services requested;
• name and email information, if any, for designated recipients;
• if applicable based on the nature of the Notary Session and applicable law, name, ?phone number, address, email address, government identity credentials, and other information provided for any other signatories, witnesses or other participants in your Notary Session; and
• other Notary Session information required for us to provide to you and complete the Services.
Notary Sessions include live audio-video communication between the online notary and any Session Participants using the Services. This audio-video communication is required under applicable laws to allow the online notary to interact with the Session Participants, confirm the identity of Session Participants, and observe and verify the digital signing of the documents that are part of the Notary Session (“Session Documents”). Under applicable laws, the audio-video communication is also recorded, with the recording stored in the online notary’s electronic record for a legally-defined period of time. The audio-video communication and recording thereof will by necessity capture and display any content (including displayed Session Documents) to all Session Participants and any viewer of the recording of the audio-video communication.
You verify and confirm that all persons depicted audio-video communication are authorized and permitted to participate and have consented to do so.
Information We Collect Automatically.
When you use the Services, we automatically collect personal information from you and your devices through cookies and other web tracking technologies:
• Your computer’s Internet address
• Your computer’s or device’s identifying information
• The type and version of your web browser referrer addresses
We may also record page views (hit counts) and other general statistical and tracking information, which will be aggregated with that of other users in order to understand how our Services are being used, and for security and monitoring purposes. We may combine this information with other information that we have collected about you, including, where applicable, your name, location and other personal information such as your browsing patterns.
We additionally automatically collect information related to Session Users’ actions on the Services to create session records and audit trails. This information generally encompasses all Session User session activity, including but not limited to the following type of information: when and how a Session User accessed the Notary Session, was authenticated, created and adopted an e-signature, when and how a Session Document was uploaded, when a Session Document is opened or viewed, any changes or modifications made to a Session Document by you or anyone else associated with the Notary Session, and movement of annotations.
Information Collected from Other Sources.? We may collect personal information about you from others, such as:
• Third-Party Sources such as include marketers, partners, researchers, affiliates (like companies connected to OnlineNotary.us), service providers, and others where they are legally allowed to share your personal information with us.
• Other Customers. Other customers may give us your personal information. For example, if a person wants you to have a document notarized using our Services, he or she will give us your email address, phone number, and name.
Information Collected by Third Parties.
The Services contain a link to a third-party payment provider to enable you to make payment for any Services (in the event your payment obligations to us are not managed through invoicing and other methods of payment). This company acts as a separate entity and Controller (as that term is defined by applicable law) in relation to any billing or credit card information, and its processing is not governed by this Policy. We do not hold your billing data, other than records of actual charges and related information, and we are not responsible for the information practices of such third party.
Use of your information
In general, we collect, use, store, and process your personal information to provide our Services, to fix and improve them, to develop new Services, and to market our companies and their products and Services. Here are some examples of how we use the personal information we process:
• Provide you with the Services and products you request and collect payments
• Send you records of our relationship, including for purchases or other events
• Market features, products, or special events using email or phone or send you ?marketing communications about third-party products and services we think may be ?of interest to you
• Record details about what happens with electronic documents, such as who viewed ?or signed, the devices used and when these events occur
• Choose and deliver content and tailored advertising, and support the marketing and ?advertising of our Services
• Create and review data about our users and how they use our Services
• Test changes in our Services and develop new features and products
• Fix problems you may have with our Services, including answering support questions and resolving disputes
• Manage the Services platform including support systems and security
• Prevent, investigate and respond to fraud, unauthorized access to or use of our ?Services, breaches of terms and policies, or other wrongful behavior
• Comply with legal obligations
• Meet legal retention periods
We use your personal information for the following purposes, subject to any limitations in applicable law or our contracts with Customer Users and third parties:
1 To fulfill or meet the reason you provided the information, including by providing our Services to you. To maintain your account and your access to the Services, to communicate with you about your use of our Services, to respond to your inquiries, to process payment, and for other customer service purposes. We use your information to confirm your identity, as applicable, to receive and process your uploaded Session Documents in order to complete your Notary Session and perform all requested post-Notary Session processes, to communicate with you via email, phone mail regarding your Notary Session, to maintain records of your Notary Session for legal purposes and for your use, verification, and transmittal to receiving parties.
1 To record and preserve information collected and generated in the course of providing the Services including information provided by you and others relating to you, as set forth above, as well as session and audit trail information and the video of the Notary Session.
1 To maintain the availability and security of our Services, to improve the delivery and performance of our Services, to tailor the content and information that we send or display to you, to offer personalized help and instructions to you, and to otherwise personalize your experiences while using the Services.
1 To help improve our website and Services which may include aggregating the personal information we collect or remove identifying personal information (“de-identifying”) to limit or prevent identification of any specific user or device. To provide the Services and to address issues and resolve problems, we may also use data that has not been aggregated or de-identified. As one example, we may review Notary Sessions, including recorded video of those Notary Sessions, to help us check for errors or to address an identified issue with a Notary Session.
1 Forourownmarketingandpromotionalpurposesforourownproductsand Services. For example, we may use your email address to send you newsletters about events or special offers and promotions, or to otherwise contact you about our products or Services we offer which we think will interest you. You have the right to opt out of these emails at any time.
1 To better understand how persons use the Services, in order to improve our Platform and Services and respond to user desires and preferences, and for other data analytical purposes. In particular, we allow you to voluntarily participate in surveys, reviews and questionnaires which we will use for the purposes of monitoring and improving the use and appeal of the Services.
1 To monitor responses on any blog, message board system, or review capability available on the Services.
1 To comply with contractual, statutory, and all other legal obligations, including without limitation the requirements of notarial law including identity verification and recordkeeping, e-signature law, and other laws applicable to Notary Sessions; to respond to legal or regulatory requests in accordance with law; to enforce and protect our legal rights; as part of our general business operations; and for other business administration purposes.
We normally collect or use personal information from you or others only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may have a legal obligation to collect or retain personal information or may need personal information to protect our vital interests or those of another person. For example, when we:
• Use personal information to create and manage an account, we need it in order to provide relevant Services.
• Gather and record data associated with use of a digital certificate or digital signature, it is to comply with regulations.
• Use names and email addresses for email marketing purposes, we do so with your consent (which you can withdraw at any time).
• Gather usage data and analyze it to improve our Services, we do so based on our legitimate interest in safeguarding and improving our Services.
If you have questions about or need further information concerning the lawful basis on which we collect and use your personal information, please contact us using the contact details provided herein.
Sharing of your information
We do not disclose your personal information to any third party in a manner that would be considered a sale under applicable laws.
We share personal information as follows:
1 Designated recipients, Session User, And Others With Required Permissions. Session Documents, the video of the Notary Session, and other information resulting from the Notary Session and our Services will be shared with you and any party with the required authority and/or permissions to see such information after the Notary Session is completed.
1 To Those With A Legal Right To See Such Information. We will share your information with regulatory agencies, enforcement authorities, parties with a legal subpoena, or members of the public or other parties with the legal right to compel us to provide such information for their review. (Note that notarial journals and session videos are available for public review under specified conditions and circumstances in certain states.) All such sharing by us will be in accordance with the requirements of applicable law.
1 Service Providers.Wedisclosetheinformationwecollectfromyoutoservice providers, contractors or agents who facilitate your Notary Sessions by providing services to us. For example, we engage third parties to provide database identity proofing services, identity document analysis, and web video services.
1 Platform Vendors.Someofourserviceprovidersperformfunctionsrelating to the platform that enables the Services.
1 In Response to Legal Process. We might also disclose the information we collect from you in order to comply with the law, a judicial proceeding, court order, or other legal process, such as in response to a court order or a subpoena.
Retention of Personal Information
We keep your personal information for no longer than necessary for the purposes for which it is processed. The length of time for which we retain personal information depends on the purposes for which we collected and use it and/or as required to comply with applicable laws. Where there are technical limitations that prevent deletion or anonymization, we safeguard personal information and limit active use of it.
Cookies. Cookies are alphanumeric identifiers that we transfer to your computer’s hard drive through your web browser for record-keeping purposes. Some cookies allow us to make it easier for you to navigate the Services, while others are used to enable a faster log-in process or to allow us to track your activities. There are two types of cookies: session and persistent cookies.
• Session Cookies. Session cookies exist only during a Notary Session. They disappear from your computer when you close your browser or turn off your computer. We use session cookies to allow our systems to uniquely identify you during a session or while you are logged into the Services. This allows us to process your Notary Sessions and requests and verify your identity, after you have logged in, as you move through our Services.
The security of your information
We have put in place security systems designed to prevent unauthorized access to or disclosure of the personal information you provide to us, and we take all reasonable steps to secure and safeguard this personal information OnlineNotary.us employees are required to acknowledge that they understand and will abide by our policies with respect to confidential and private information. Additionally, we evaluate our third-party service providers based upon the type of information they receive and process for our customers and then, based upon our security guidelines, require key vendors to confirm with us their confidentiality obligations and use of security processes. Moreover, permissioned access to our databases containing personal information is governed by our internal security policy.
Our security systems are structured to deter hackers and others from accessing information you provide to us. However, due to the nature of Internet communications and evolving technologies, we cannot provide assurance that the information you provide us will remain free from loss, misuse, or alteration by third parties who, despite our efforts, obtain unauthorized access. Accordingly, you should take steps to protect against unauthorized access to your password, phone, and computer by, among other things, signing off after using a shared computer, choosing a robust password that nobody else knows or can easily guess, and keeping your log-in and password private. We are not responsible for any lost, stolen, or compromised passwords, or for any activity on your account via unauthorized password activity, or for any improper uses of your account or password which you permit others to make.
Direct Marketing by us
We will send periodic promotional or informational emails to you relating to our Platform and the Services and benefits we offer. You can opt out of such communications, at any time, by following the opt-out instructions contained in the e-mail or by sending such a request to firstname.lastname@example.org. If you opt out of receiving emails about recommendations or other information we think may interest you, we will still send you service messages about your account or any Services you have requested or received from us or other notices as required by law.
Children under 16
Our Services are not designed for minors under 18 years of age, and therefore not for children under 16 years of age. If we discover that a child under 16 has provided us with personal information, we will delete such information from our systems.
Changes to this policy
This Policy is current as of the Effective Date set forth above. We may change this Policy from time to time, so please be sure to check back periodically. If we make any changes to this Policy that materially affect our data privacy practices with regard to the personal information which we have collected from you, we will provide you with notice in advance of such change.