Revised August 28, 2026

This Privacy Policy describes how Pro Notary LLC (“ProNotary,” “we,” “our,” or “us”) collects, uses, stores, protects, and discloses personal information in connection with our websites (including websites used for our software-as-a-service and managed signing services offerings), applications, Remote Online Notarization platform, related services, and communications with customers, signers, notaries, business partners, and website visitors. This Privacy Policy applies when you access or use our websites, create or use an account, participate in a notarization session, receive managed signing services, communicate with us, request support, or otherwise interact with our services.

Use of our public websites is subject to our Terms of Use. Use of ProNotary’s software-as-a-service platform and subscriptions is subject to our SaaS Terms. Use of ProNotary’s managed signing services is subject to our MSS Terms.

ProNotary provides regulated digital signing and Remote Online Notarization services that may involve identity verification, credential analysis, knowledge-based authentication, electronic signatures, document workflows, and audio or video session recording. Because of the nature of these services, we may collect and process personal information that is necessary to provide our services, comply with applicable legal and regulatory obligations, prevent fraud, maintain required records, and protect the security and integrity of our platform.

By accessing or using our website or services, you acknowledge that you have read this Privacy Policy. We may revise this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. When we do, we will update the effective date of this Privacy Policy.

Overview and Definitions

What Personal Information Means

For purposes of this Privacy Policy, “personal information” means information that identifies, relates to, describes, or could reasonably be linked to an individual. Depending on the context, personal information may include identifiers, government-issued identification information, financial or billing information, communications, device and browser data, notarization records, audio or video recordings, transaction records, and other information reasonably necessary to provide our services.

Personal information does not include information that has been de-identified or aggregated so that it cannot reasonably be used to identify an individual, or information that is publicly available from government records or other lawful public sources. Where we use de-identified or aggregated information, we will maintain it in that form unless otherwise required or permitted by law.

Nonpublic Personal Information (NPI)

In the course of providing our services, ProNotary may collect, process, store, or disclose Nonpublic Personal Information (“NPI”), including personally identifiable information, government-issued identification data, financial information, transaction records, and other information that is not publicly available and is obtained in connection with the services we provide. ProNotary treats NPI as highly sensitive information and applies administrative, technical, and organizational safeguards designed to protect it against unauthorized access, use, disclosure, alteration, or destruction.

Security

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encryption in transit, access controls, secure cloud infrastructure, monitoring, logging, authentication controls, and other safeguards appropriate to the nature and sensitivity of the information we process. Although no system can guarantee absolute security, we take commercially reasonable steps to protect the information entrusted to us.

In the event of a security incident involving personal information, ProNotary will respond in accordance with applicable law, contractual obligations, and its internal incident response procedures.

How ProNotary Handles Personal Information

Information Collected (WHAT)

The categories of personal information we collect vary based on your interaction with our services. These categories may include information provided by users, information generated through use of the platform, and information reasonably necessary to facilitate notarization, identity verification, transactions, compliance, and customer support.

Personal information we collect may include your name, email address, mailing address, phone number, account credentials, date of birth, government-issued identification information, payment or billing information, transaction data, document-related data, electronic signature data, audio and video recordings, communications with support, and technical information such as IP address, device information, browser type, operating system, session activity, and usage information.

We may also receive personal information from customers, notaries, transaction participants, identity verification providers, credential analysis providers, payment processors, cloud providers, service providers, business partners, and public or governmental sources where permitted by law and relevant to the services we provide, compliance obligations, or fraud prevention processes.

We seek to limit the personal information we collect to what is reasonably necessary for the purposes described in this Privacy Policy, including providing services, complying with legal obligations, maintaining required records, and protecting the security and integrity of our platform.

We rely on personal information provided to us by users and other authorized parties in connection with our services, and we do not independently verify all such information except as required or appropriate for identity verification, compliance, or fraud prevention purposes.

How We Collect Information (HOW)

We collect personal information in three primary ways:

1. Directly from you. We collect information when you provide it to us through forms, account registration, support requests, notarization sessions, uploaded documents, payments, or other interactions with our website or services.
2. Automatically through technology. We collect certain information through cookies, browser logs, analytics tools, and other technologies that help us understand usage, maintain security, and improve platform performance.
3. From third parties. We may receive information from customers, transaction counterparties, identity verification and credential analysis providers, payment processors, service providers, public records, and governmental sources, where legally permitted and reasonably necessary.

How We Use Information (WHY)

We use personal information for legitimate business, operational, legal, and compliance purposes. These purposes include providing and operating our website and platform; facilitating notarization, eSignature, identity verification, credential analysis, and related transactions; processing payments; maintaining records and audit trails; responding to inquiries and support requests; improving system functionality and user experience; monitoring performance and security; detecting and preventing fraud, misuse, and unlawful activity; enforcing our agreements; and complying with legal, regulatory, contractual, and notarial recordkeeping obligations.

Where applicable, we process personal information based on contractual necessity, legal obligations, and legitimate business interests related to providing, securing, supporting, and improving our services.

We may use personal information to communicate with you about service updates, account matters, support matters, security notifications, operational notices, and, where permitted by law, information about our products or services. We use personal information only for purposes that are reasonably necessary to provide our services or otherwise permitted by applicable law, including to comply with legal obligations, regulatory requirements, lawful requests, and to protect the rights, property, and safety of ProNotary, its users, and others.

How We Share Personal Information (WHO ELSE)

We may disclose personal information to service providers, contractors, agents, and other third parties we use to support our business and deliver our services. These may include affiliates, cloud hosting and infrastructure providers, customer relationship management providers, payment processors, customer support platforms, data analytics providers, identity verification and anti-fraud solution providers, electronic signature and digital transaction management providers, customers, notaries, counterparties in a transaction, and other authorized recipients where necessary to facilitate our services.

We may also disclose information in connection with legal obligations, lawful requests, fraud prevention, incident investigation, enforcement of our agreements, protection of rights and property, and corporate transactions such as a merger, acquisition, financing, restructuring, or sale of assets. We may disclose aggregated or de-identified information that does not reasonably identify an individual.

ProNotary does not sell personal information for monetary consideration. We may use advertising, analytics, and measurement technologies, including cookies and pixels, as described in this Privacy Policy. Some privacy laws treat certain of those activities as a “sale” or a “share” of personal information for cross-context behavioral advertising. Where those laws apply, you may opt out as described in the Advertising, Analytics, and Opt-Out Choices section below.

Service Providers and Other Disclosures

We may engage service providers, contractors, and other third parties to support our business operations and service delivery. These may include cloud hosting and infrastructure providers, customer relationship management providers, payment processors, customer support platforms, data analytics providers, identity verification and anti-fraud solution providers, electronic signature and digital transaction management providers, and other service providers reasonably necessary to operate, support, and secure the ProNotary platform.

To the extent applicable to our operations, examples of third-party providers whose privacy practices may also apply to certain services include Persona’s Privacy Policy, Stripe’s Privacy Policy, and Google’s Privacy Policy. We do not include references here to providers that do not apply to ProNotary’s current operations.

We require service providers and other third parties to handle personal information in accordance with applicable law and contractual obligations and to use such information only as necessary to perform services on our behalf or as otherwise permitted by law.

Additional Privacy Disclosures

Category Disclosure Information

The categories of personal information we may collect, use, and disclose, together with general descriptions and sources of collection, are summarized below.

The categories of personal information described above may be used and disclosed for the business and operational purposes described in this Privacy Policy, including providing services, verifying identity, facilitating transactions, maintaining records, supporting security and fraud prevention, and complying with legal and regulatory obligations.

We may process sensitive personal information, including government-issued identification information, financial information, and audio or video recordings, solely as necessary to provide services, comply with legal obligations, maintain required records, and support security, identity verification, fraud prevention, and compliance controls. We do not use sensitive personal information for purposes beyond those permitted by applicable law.

Cookies and Tracking Technologies

We use cookies and similar technologies to support website functionality, maintain session integrity, remember preferences, analyze usage, improve performance, support fraud prevention, and help protect the security of our platform. These technologies may include cookies, web beacons, pixel tags, scripts, local storage, session identifiers, log files, and similar tools used to understand how users interact with our website or services.

We may use Google Analytics and similar technologies to collect information about how visitors use our website or services. For more information about how Google collects and processes data, please review Google’s partner sites policy. To opt out of Google Analytics, you may use the Google Analytics Opt-out Browser Add-on. For additional details about Google’s privacy practices, please review Google’s Privacy Policy.

We may also use technologies provided by third parties, including Meta (Facebook), to analyze user activity on our website or services for analytics, performance measurement, and advertising effectiveness. For more information about Meta’s privacy practices, please review their Privacy Policy and information about the Facebook Pixel.

You may be able to control certain cookies and tracking technologies through your browser or device settings; however, disabling them may affect the availability or functionality of certain portions of the website or platform.

Advertising, Analytics, and Opt-Out Choices

Some state privacy laws give residents the right to opt out of the sale of personal information, the sharing of personal information for cross-context behavioral advertising, or targeted advertising. To exercise those rights, submit a request through our support portal. Where required by applicable law, we will treat a legally recognized opt-out preference signal, such as the Global Privacy Control (“GPC”), as a valid request to opt out of sale or sharing for the browser or device that sends the signal. We currently do not respond to browser-based “Do Not Track” signals, which are distinct from GPC and for which no uniform industry standard exists.

Promotional Communications

We may use your information to provide you with updates about our services, operational notices, and, where permitted by law, information about ProNotary’s products or services. If you do not wish to have your information used by ProNotary to promote our own products or services, you may opt out by following the unsubscribe instructions included in the communication or by submitting your request through our support portal or other contact methods provided on our website.

Please note that even if you opt out of promotional communications, we may still send you transactional, service-related, legal, security, or account communications where necessary.

Third Party Websites and Integrations

Our website or services may contain links to third-party websites, platforms, or integrations. We do not control and are not responsible for the privacy, security, or content practices of those third parties. Your interaction with any third-party website or service is governed by that party’s own terms, notices, and policies, and we encourage you to review them before providing personal information.

Data Retention

We retain personal information for as long as reasonably necessary to provide services, maintain business and security records, comply with legal, regulatory, and contractual obligations, resolve disputes, enforce agreements, and protect our rights and the rights of others. Retention periods vary based on the type of information, the purpose for which it was collected, and applicable legal requirements.

Notarial records, including audio or video recordings of remote online notarization sessions where applicable, are retained in accordance with the notary laws and recordkeeping requirements of the applicable commissioning jurisdiction. Those requirements vary by state, commonwealth, or territory and may also be affected by other legal, regulatory, or lawful preservation obligations.

Privacy Rights and Jurisdiction-Specific Information

Your Privacy Rights

Depending on your jurisdiction, you may have rights regarding your personal information, which may include the right to request access to the personal information we maintain about you, request correction of inaccurate information, request deletion of certain information, withdraw consent where processing is based on consent, or request information about how your personal information is used or disclosed. Certain privacy rights may vary by state or other jurisdiction, and all such requests remain subject to applicable legal limitations and exceptions.

Privacy requests must be submitted through our support portal. We may require verification of identity before fulfilling certain requests in order to protect personal information and comply with applicable law. We will not discriminate against you for exercising any applicable privacy rights.

Specific State Privacy Information

Certain states provide residents with additional privacy rights under applicable law. The following sections describe rights that may apply to residents of specific states, subject to applicable legal limitations and exceptions.

California Privacy Rights

California residents may have rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), including the right to request access to personal information we collect, request correction of inaccurate information, request deletion of personal information, and receive information about categories of personal information collected, used, or disclosed. California residents may also have the right to limit certain uses of sensitive personal information, subject to applicable exceptions.

California residents may also have the right to opt out of the sale of personal information and the sharing of personal information for cross-context behavioral advertising, and to use an authorized agent to submit certain requests, subject to our reasonable verification procedures. ProNotary does not sell personal information for monetary consideration. To the extent advertising or analytics technologies described in this Privacy Policy are treated as a “sale” or “share” under California law, California residents may opt out through our support portal or, where required by law, by enabling a recognized opt-out preference signal such as GPC. We may require verification of identity before fulfilling requests in accordance with applicable law.

Nevada Privacy Rights

Nevada residents may have the right to request that a business not sell certain covered information under Nevada law. ProNotary does not sell personal information for monetary consideration. Nevada residents may submit privacy-related requests, including any applicable sale opt-out request, through our support portal.

Other State Privacy Rights

Residents of certain states, such as Colorado, Texas, and Virginia, may have additional rights under applicable privacy laws, including rights to access, correct, delete, or obtain a copy of personal information, and to opt out of certain processing activities, including targeted advertising where those laws apply. These rights are subject to applicable legal limitations and exceptions. Submit requests through our support portal. Where required by applicable law, we will also honor a legally recognized opt-out preference signal such as GPC.

International Users

If you access our website or services from outside the United States, you understand that your information may be transferred to, processed in, and stored in the United States or other jurisdictions where our service providers operate. These jurisdictions may have data protection laws that differ from those of your location. By using our services, you acknowledge and consent to such transfers to the extent permitted by applicable law.

Children’s Privacy

Our website or services are intended for adults and are not directed to children under the age of 18. We do not knowingly collect personal information directly from children under 18 without appropriate authorization where permitted by law. If we become aware that personal information has been collected from a child without appropriate authorization, we will take reasonable steps to delete such information in accordance with applicable law.

Policy Administration

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, operations, legal obligations, or privacy practices. When we do, we will revise the effective date and post the updated version on our websites. Your continued use of our websites or services after an updated Privacy Policy is posted will be subject to the revised Privacy Policy to the extent permitted by law.

Contact Us

If you have questions about this Privacy Policy, would like to make a privacy-related request, or need to contact us about your personal information, please use the support portal or email [email protected]. We are committed to handling privacy inquiries in a manner consistent with applicable law, our contractual obligations, and the sensitivity of the information involved.