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Privacy Policy

Effective Date: January 6, 2023
Last Updated: October 28, 2025

Flex Notaries LLC (“we,” “our,” or “us”) is committed to safeguarding your privacy and protecting the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect the information you provide when using our mobile notarization, Remote Online Notarization (RON), and document preparation services, as well as our website and other communication methods.

1. Information We Collect

To provide notarization services and comply with legal requirements, we may collect:

Personal Information

  • Full legal name

  • Address, email, and phone number

  • Date of birth

  • Identification details (e.g., driver’s license, passport)

  • Signature and biometric data (such as likeness captured by webcam)

Document Information

  • Documents submitted for notarization or identity proofing

  • Details required to verify identity through authorized credential analysis platforms

Digital Records

  • Audio-video recordings of RON sessions (as required by NY/NJ law)

  • Electronic journals of notarial acts

  • IP address and device information used during the notarization session

2. How We Use Information

We use collected information to:

  • Perform remote online notarization services

  • Verify identity and prevent fraud

  • Maintain legally required records for up to 10 years

  • Process payments and provide customer support

  • Communicate confirmations, updates, or service-related notices

We do not sell personal information to third parties.

3. Document Preparation Services

For clients who select document preparation services (including formatting, document organization, and document review), we may:

  • Collect content necessary to prepare accurate documents

  • Communicate revisions, comments, and drafts

  • Store working copies of documents securely during the service period

  • Retain final versions only when required by law or contractual obligations

Any confidential client data within documents is handled with strict confidentiality and will not be disclosed to unauthorized parties. We do not provide legal advice; all document preparation services are non-legal administrative support.

4. Legal Compliance & Record Retention

As required by state law:

  • All electronic notarial records and audio-video recordings must be securely stored for a minimum of 10 years.

  • Records may be inspected by authorized government officials upon request.

Document preparation files are retained only as long as necessary to complete services unless otherwise required by law.

5. Sharing of Information

We may share necessary information only with:

  • Trusted third-party service providers (e.g., identity proofing/technology platforms, payment processors)

  • Law enforcement or regulatory authorities if required by law

  • Individuals or entities designated by the signer

All third-party providers are required to protect information with strict confidentiality and security standards.

6. Security Measures

We implement administrative, technical, and physical safeguards to protect your information, including:

  • Encrypted transmission of audio/video and documentation

  • Secure multi-factor authentication platforms

  • Restricted access to notarial records

While we strive for high security, no electronic data storage can be 100% guaranteed.

7. Client Rights

Depending on jurisdiction, you may request to:

  • Access your personal information

  • Request correction of inaccuracies

  • Request limited use of your data (where allowed by notarial law)

Note: Certain data may be exempt from deletion due to mandatory record-retention laws.

8. Cookies & Website Tracking

Our website may use cookies or similar tools to improve user experience and analyze traffic. You can adjust your browser settings to disable cookies if preferred.

9. Children’s Privacy

We do not knowingly collect information from individuals under 18 years of age. If we learn that information has been submitted by a minor, we will take appropriate action to delete or secure parental consent.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or service procedures. The “Last Updated” date will indicate the latest revision.

11. Contact Us

For questions, concerns, or requests regarding your privacy:

Flex Notaries LLC
Email: info@flexnotaries.com
Phone: (347) 286-8390
 

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