Privacy Policy

Introduction

NotarySites.co (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and services (collectively, the “Platform”), including integrations with third-party services such as Google Calendar, Google Mail (Gmail), Microsoft Outlook, and Microsoft Outlook Calendar.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Platform.

Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you register on the Platform, express an interest in obtaining information about us or our products and services, or otherwise contact us. This includes:

• Name, email address, and contact information
• Business name and professional credentials
• Commission information and state of licensure
• Payment and billing information
• Profile photos and business descriptions
• Service areas and availability preferences

Client and Transaction Data

When you use our Platform to manage your notary business, we may collect and store:

• Client contact information and records
• Appointment scheduling data
• Digital journal entries and signing records
• Invoice and payment transaction data
• Notes and communication logs

Automatically Collected Information

When you access the Platform, we automatically collect certain information, including:

• Device information (type, operating system, browser)
• IP address and location data
• Usage patterns and Platform interaction data
• Cookies and similar tracking technologies

Data from Google and Microsoft Integrations

Our Platform integrates with Google Calendar, Gmail, Microsoft Outlook, and Microsoft Outlook Calendar to provide scheduling, calendar synchronization, and email notification features. When you connect these services, we may access and collect the following data:

Google Calendar Data

• Calendar event details (title, date, time, location, attendees, description)
• Calendar availability and free/busy information
• Calendar list and calendar metadata

Gmail Data

• Email metadata (sender, recipient, subject, date) for appointment-related communications
• Email content only when directly related to scheduled appointments or booking confirmations
• Email sending capabilities for appointment notifications

Microsoft Outlook and Outlook Calendar Data

• Calendar event details (title, date, time, location, attendees, description)
• Calendar availability and free/busy information
• Email metadata and sending capabilities for appointment notifications
• Contact information related to calendar events

Google API Services User Data Policy Compliance

NotarySites.co's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Platform
• Process transactions and send related information
• Send administrative notifications and updates
• Respond to inquiries and provide customer support
• Generate AI-powered content and features (with your consent)
• Improve, personalize, and develop the Platform experience
• Analyze usage patterns to optimize performance, develop new features, and enhance existing products and services
• Create aggregated, de-identified, or anonymized data sets for analytics, benchmarking, research, and product development
• Detect and prevent fraud or security issues
• Comply with legal obligations

Data Security

We implement industry-standard security measures to protect your personal information, including:

• Encryption of data in transit (TLS 1.2+) and at rest using AES-256 encryption
• Secure authentication through Firebase Authentication
• OAuth 2.0 token-based authentication for Google and Microsoft integrations with encrypted token storage
• Regular security audits and vulnerability assessments
• Access controls limiting employee access to personal data
• Secure cloud infrastructure on Google Cloud Platform
• Automatic token revocation when you disconnect third-party integrations

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following situations:

With Service Providers

We share data with third-party service providers who perform services on our behalf, including:

• Payment processing (Stripe)
• Email and SMS communications (Emailit, Twilio)
• Cloud hosting and infrastructure (Google Cloud, Firebase)
• Calendar and email services (Google Calendar, Gmail, Microsoft Outlook)
• Analytics and performance monitoring

With Business Partners

We may share aggregated, de-identified, or anonymized data with trusted business partners for purposes such as industry analytics, market research, and joint product development. We may also share limited information with partners who offer complementary services (such as title companies, signing agencies, or notary supply providers) that may be relevant to your notary business, provided we have a lawful basis to do so. You may opt out of partner data sharing at any time by contacting us at privacy@notarysites.co.

For Legal Purposes

We may disclose information if required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your personal information becomes subject to a different privacy policy.

With Your Consent

We may share your information for any other purpose with your explicit consent.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. For notary journal entries, we retain records for the period required by your state's notary laws (typically 5–10 years after the last entry or commission expiration).

Google and Microsoft integration tokens and associated calendar data are retained only while your integration remains active. Upon disconnecting an integration, we delete the associated access tokens within 24 hours and remove cached calendar data within 30 days.

You may request deletion of your account at any time. Upon account deletion, we will remove your personal information within 30 days, except where retention is required for legal compliance. Aggregated and de-identified data that cannot reasonably be used to identify you may be retained indefinitely.

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data to another service
• Opt-out: Unsubscribe from marketing communications
• Restriction: Request restriction of processing in certain cases
• Revoke Integration Access: Disconnect Google Calendar, Gmail, Microsoft Outlook, or Outlook Calendar integrations at any time from your account settings

To exercise these rights, contact us at privacy@notarysites.co.

Revoking Third-Party Access

You can revoke our access to your Google account data at any time by visiting your Google Account Permissions page. You can revoke Microsoft access through your Microsoft Account App Permissions page. You may also disconnect integrations directly from your NotarySites.co account settings. Upon revocation, we will stop accessing your data from these services and delete stored tokens within 24 hours.

Cookies and Tracking

We use cookies and similar tracking technologies to collect and store information about your interactions with the Platform. You can control cookie preferences through your browser settings, though disabling certain cookies may impact Platform functionality.

We use the following types of cookies:

• Essential cookies: Required for Platform operation and authentication
• Analytics cookies: Help us understand usage patterns and improve our services
• Preference cookies: Remember your settings and preferences

Children's Privacy

The Platform is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, request deletion, and opt-out of the sale of personal information. We do not sell personal information. California residents may submit requests by contacting us at privacy@notarysites.co.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers in compliance with applicable data protection laws, including GDPR standard contractual clauses where applicable.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date. Significant changes will be communicated via email. Your continued use of the Platform after changes are posted constitutes your acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy, our data practices, or how we handle your Google or Microsoft data, please contact us: