Privacy Policy

Notarize, Inc. and its subsidiaries, including Notarize, LLC (collectively, “Notarize,” “we,” “us” or “our”) has created a website at notarize.com (the “Website” or “Site”) and a mobile software application (collectively, the “Platform”) through which users can obtain electronic notarization services.

Notarize is committed to maintaining your privacy. This privacy policy and agreement (the “Privacy Policy”) covers how we collect, use, and treat personal information that you may provide through the Platform or while participating in the services that we offer through the Platform (the “Services”). Our Privacy Policy applies to any visitor to the Platform (collectively, “you”), including (i) casual visitors to the Website who do not sign up for an account on the Platform (“Site Visitors”), and (ii) users who have registered with Notarize through the Platform to participate in the Notarize’s Services (collectively, “Registered Users”).

1. Your Consent. Please read this Privacy Policy carefully. Once you consent to this Privacy Policy's terms, it creates legal obligations on you and on Notarize. We ask you to show your consent to the terms of this Privacy Policy in different ways, depending on your relationship to the Website. The procedures for consenting to this Privacy Policy are (a) less formal if you are simply a casual Site Visitor, and (b) more formal if you are seeking to become a Registered User.

1.1. Consent by Site Visitors. By accessing and using our Website as a Site Visitor, you are acknowledging that you have read and understood this Privacy Policy and agree to be legally bound by it. If you do not agree with the terms of this Privacy Policy, please refrain from using our Platform. 

1.2. Consent by Registered Users. If you register to be a Registered User of our Platform, you will be prompted to click an "I Accept" button or otherwise indicate your acknowledgement and consent to this Privacy Policy during the registration process. Clicking "I Accept" or otherwise completing the registration process confirms your agreement to be bound by this Privacy Policy. 

2. The Types Of Information You May Provide. Information you may provide or that we may collect from you while visiting our Website or while participating in our Services falls into two broad categories: (i) personally identifiable information, and (ii) anonymous information. We use the term “Personally Identifiable Information” to mean any information that could reasonably be used to identify an individual, including a name, address, e-mail address, birth date, financial information, photograph, video, or any combination of information that could be used to identify an individual.  “Anonymous Information” is information that does not identify you, and may include statistical information concerning, for example, your use of our Services, the features of the Platform or pages on our Site that you visit most frequently. 

3. Personally Identifiable Information; Our Uses Of This Information. As a Site Visitor, we allow you to decide whether you wish to provide us with Personally Identifiable Information. Accordingly, we have structured our Platform so that you may visit our Website, and review selected information about our Services, without revealing your identity or providing any Personally Identifiable Information. We will only share Personally Identifiable Information you choose to provide to us via the Platform with third parties as expressly disclosed in this Privacy Policy. We will not share it in any other way. We collect information from Site Visitors and Registered Users at different points on our Platform and through our Services, and use this information as follows:

3.1. Site Visitors May Only Provide Anonymous Information. As indicated above, you may use our Website without registering or submitting any information to us. In that case, the only information we collect from your visit will be Anonymous Information that does not identify you in any way. Our obligations concerning, and permitted uses of, Anonymous Information are set out below in Section 4 (Anonymous Information).

3.2. Registration Information; User Names. In order to participate in our Services as a Registered User, we require that you complete a registration form. Our registration forms will specify the information which you must provide in order to participate in our Services, which may include such items as your: (i) name; (ii) address; (iii) e-mail address; (iv) phone number; (v) credit card information; and (vi) a state-issued form of identification. Our registration forms may additionally request information, which you may, at your option, choose to provide or withhold. The registration process provides Registered Users with a user name and password, which allows them to gain access to the Services on the password-protected portions of the Platform. This information is used by Notarize solely for internal purposes in connection with providing the Platform and Services. The details of our Services and benefits of becoming a Registered User are set forth on our Website and in our Terms of Use. 

3.2.1. Protecting Your Password. Please be careful to keep your password private. Please refer to our Terms of Use regarding suggestions for protecting your password.

3.3. Notarization Video. As further described in our Terms of Use, in order to facilitate the notarization process, we will provide a live video link between you and the notary so that the notary can witness the signing of the relevant document(s) (the “Notarization Video”). The Notarization Video will be recorded and saved by Notarize. Accordingly, your image and whatever content you display during the live video link will be recorded as part of the Notarization Video. Please note that it is your responsibility to ensure that the video does not include any unintended individuals or identifying information.  By participating in a Notarization Video, you represent and warrant that all persons depicted in the Notarization Video have consented to take part in the Notarization Video.

3.4. Third Party Personally Identifiable Information. To the extent that you provide us with the Personally Identifiable Information of third parties, you represent and warrant that you have permission from such third parties to provide us with their Personally Identifiable Information so that we may provide our Platform and our Services.

3.5. Payment Processing. Please note that although you may provide your payment information through our Platform, Notarize does not store your financial account information.  Notarize uses a reputable service provider (the "Payment Processing Company") to collect and process your payment information. Rest assured that we have taken steps to ensure that the Payment Processing Company protects Personally Identifiable Information it collects from you in compliance with our Privacy Policy.

3.6. Email Addresses. You may wish to provide us with comments and feedback concerning our Site or our Services. By communicating with us for these purposes, you may provide us with your email address and other Personally Identifiable Information. In these instances, we use any information you provide to us for the purposes for which you submit the information. 

3.7. Questionnaires and Surveys. Our Platform may allow you to participate in surveys and/or questionnaires, which we may post on the Platform from time to time. You are free to choose whether you participate in a survey or questionnaire. We may ask that, in addition to providing your responses, you also provide Personally Identifiable Information. In these instances, we use any information you provide to us for the purposes for which you submit the information. Survey and questionnaire information may be used for the purposes of monitoring or improving the use and appeal of this Platform.

3.8. Listserv. You may choose to sign up for our listserv, in which we send you emails with information on news and events. In addition, if you are a Registered User or have previously provided Notarize with your e-mail address, we may choose to send news, bulletins, marketing materials, or other information, and will use Personally Identifiable Information to send such communications. If we choose to undertake such communications, you will have the ability to opt out of receiving these communications as provided in Section 8 (Changing or Removing Information; Opting Out). 

3.9. Blogs, Message Boards. We may offer a blog, message board system, or review capability on our Platform and you may choose to participate in an online discussion or to provide online comments. Any comments you contribute on the Platform, however, become public immediately and any Personally Identifiable Information you disclose becomes available to the other users of the Platform. Our Privacy Policy does not cover the information you disclose in such online discussions on our Platform. You should, therefore, use discretion in what you submit to these exchanges.  

4. Anonymous Information. We use Anonymous Information to analyze the effectiveness of our Platform, to improve our Platform and our Services, and for other, similar purposes. In addition, from time to time, we may undertake or commission statistical and other summary analyses of the general behavior and characteristics of Platform users, and the use of our Platform and Services, and may share Anonymous Information with third parties. Rest assured that Anonymous Information provided to third parties will not allow anyone to identify you. We may collect Anonymous Information through features of the software that supports our Platform and our Services, through cookies, and through other means described below. 

4.1. IP Addresses; Logs. Notarize may automatically receive and record information in our server logs from your browser, including your IP address (the Internet address of your computer), your computer's name, the type and version of your web browser, referrer addresses and other generally-accepted log information. 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 Platform is being used, and for security and monitoring purposes. None of this data can be used to directly identify you.  

4.2. Cookies. A cookie is a small amount of data, which often includes an anonymous unique identifier, which is sent to your browser from a website's computers and stored on your computer's hard drive. Cookies can be used to provide you with a tailored user experience and to make it easier for you to use a website upon a future visit. We may include cookies on our Platform and use them to recognize you when you return to our Platform. You may set your browser so that it does not accept cookies. Cookies must be enabled on your web browser, however, if you wish to access certain personalized features of our Services.

4.3. Tags. We may use so-called "pixel tags" — small graphic images (also know as "web beacons" or "single-pixel GIFS") — to tell us what parts of our Platform have been visited or to measure the effectiveness of searches customers perform on our Platform. Pixel tags also enable us to send email messages in a format customers can read, and they inform us whether emails have been opened, to help ensure that our messages are of interest to our customers. None of this data includes Personally Identifiable Information, and you can "opt-out" of receiving these types of emails from us by following the directions provided in Section 8 (Changing or Removing Information; Opting Out). If any Personally Identifiable Information is collected using such tools, it will be subject to the terms of this Privacy Policy.

4.4. Click-Throughs. We may send email messages, which use a “click-through URL” linked to content on our Platform. When you click one of these URLs, you pass through our web server before arriving at the destination web page. We track this click-through data to help determine interest in particular topics and measure the effectiveness of our customer communications. If you prefer not to be tracked simply do not click text or graphic links in the email, or notify us in accordance with Section 8 (Changing or Removing Information; Opting Out).

4.5. Computer Configuration. In order to determine whether your computer is supported by our system, we may collect certain Anonymous Information. This information includes, but may not be limited to, your operating system and browser, as well as the presence of any software that our Platform may require to operate with your computer, or other third party software on your computer. This information is kept confidential and is not shared with third parties, except as provided for in this Privacy Policy.

5. Any Information Linked With Your Personally Identifiable Information Is Protected As “Personally Identifiable Information.”  To enable us to better understand the characteristics of our customers and/or to provide services tailored to your needs, we may link (a) the Personally Identifiable Information you have provided, with (b) Anonymous Information. If we combine or link any Anonymous Information or other information with your Personally Identifiable Information, the resulting combination will be treated and protected as Personally Identifiable Information under this Privacy Policy. Accordingly, no unrelated third parties will have access to this information, and any of our service providers who are granted access to this information will be bound to protect it in accordance with this Privacy Policy.

6. We Do Not Disclose Platform-Directed, Personally Identifiable Information to Unaffiliated Third Parties; Limited Exceptions. We will not disclose your Personally Identifiable Information to unaffiliated third parties without your express consent, except in the following limited circumstances:

6.1. Video Vendor. We engage a third-party vendor (the “Video Vendor”) to provide the live video link necessary to create the Notarization Video. Once the Notarization Video has been completed, the Video Vendor will send a copy of the Notarization Video to Notarize. Once we receive the Notarization Video, the Video Vendor is required to delete its copy of the Notarization Video. 

6.2. Recipient of Notarized Document. Once the relevant document has been electronically notarized, we will send the notarized document via email to the recipient(s) that you designate (each, a “Recipient”). That email will include a link that the Recipient(s) can use to access the notarized document and other data related to the notarization transaction and its participants, as well as a copy of the Notarization Video. Accordingly, the Recipient(s) will be able to view the Notarization Video and any individuals or Personal Information that are displayed in the Notarization Video. You acknowledge and agree that Notarize is not responsible for any Recipient’s use of the notarized document or the Notarization Video. 

6.3. Platform Vendors. We may employ other companies to perform functions on our behalf, such as hosting or maintaining the Platform, providing services related to the Platform and/or Services, collecting information, responding to and sending electronic mail, or other functions necessary to our business (collectively, "Platform Vendors"). The Video Vendor and the Payment Processing Company are two such Platform Vendors. We may need to share your Personally Identifiable Information with these Platform Vendors. We will provide Platform Vendors with only that information necessary to perform their functions, and we will prohibit them from using your Personally Identifiable Information for any other purpose.

6.4. Question of Harm. We may reveal your Personally Identifiable Information to attorneys, private investigator organizations or law enforcement agencies if we believe (a) that you are at risk of harm from another, or (b) that you are harming or interfering (or will harm or interfere) with others or violating (either intentionally or unintentionally) our Terms of Use or otherwise violating legal rights.

6.5. Legal. Notarize will reveal your Personally Identifiable Information to the extent we reasonably believe we are required to do so by law. If we receive legal process calling for the disclosure of your Personally Identifiable Information we will attempt to notify you via the email address you supplied during registration within a reasonable amount of time before we respond to the request, unless such notification is not permitted.

6.6. Transfer of Platform. Notarize shall be entitled to transfer information it collects to a third party, including any Personally Identifiable Information, in connection with a sale of all or substantially all of the assets of the business entity responsible for the Services and the information under this Privacy Policy, provided the acquiring third party has agreed to safeguard your Personally Identifiable Information with protections that in all material respects are the same as or more protective than those set out in this Privacy Policy.  

7. Retention of Personally Identifiable Information. Our policy with regard to retention of Personally Identifiable Information is dependent upon whether you are a Site Visitor or a Registered User. If you are a Site Visitor, we will only retain Personally Identifiable Information that you have provided for as long as necessary to address the purpose for which you submitted the information. If you are a Registered User, we will retain your Personally Identifiable Information for as long as you continue to be a Registered User, unless you request that we delete the information in accordance with Section 8.3 (Deleting Information). To the extent you complete a notarization transaction through the Platform, we will retain information and documentation related to the notarization transaction (including associated Personally Identifiable Information) for so long as required by applicable laws and regulations.  With respect to the Personally Identifiable Information of third party individuals that you provide, we will only retain such Personally Identifiable Information as long as necessary to address the purpose for which you submitted the information. 

8. Changing or Removing Information; Opting Out. 

8.1. Discretionary Account Information. To allow appropriate control over Personally Identifiable Information, you can view, change or update discretionary information that you have previously submitted either by emailing us at the e-mail address listed in Section 16 (Contact Us) below or accessing your account if you are a Registered User. 

8.2. Opt-Out. If we choose to send you bulletins, updates, or other marketing-related materials, we will provide you with the ability to decline – or “opt out of” – receiving such communications. Instructions for opting-out will be provided if and when we determine to send you such a communication. Please understand that you will not be allowed to "opt out of” formal notices concerning operation of this Platform, and legal and other related notices concerning your relationship to the Platform. 

8.3. Deleting Information. Finally, if you request, we will remove your name and all other Personally Identifiable Information from our active databases. Please understand, however, that we will retain information and documentation related to notarization transactions (including associated Personally Identifiable Information) in our archives for so long as required by applicable laws and regulations. In addition, please understand that, if you request deletion of your information from our active databases, you will be unable to utilize associated features of the Platform and any associated Services. You may not remove de-identified, anonymous, or aggregate data from our databases. 

9. Security. We have put in place security systems designed to prevent unauthorized access to or disclosure of Personally Identifiable Information you provide to us, and we take all reasonable steps to secure and safeguard this Personal Information. Our Platform's password-protected section requires users to give us unique identifiers such as their user name and password. Notarize employees are required to acknowledge that they understand and will abide by our policies with respect to the confidentiality of Personally Identifiable Information. Additionally, we ensure that Notarize’s Platform Vendors’ security policies are at least as protective of your information as our policy. Moreover, we provide access to our databases containing Personally Identifiable Information on a need-to-know basis only. 

Our security systems are therefore structured to deter and prevent hackers and others from accessing information you provide to us. Please understand, though, that this information should not be construed in any way as giving business, legal, or other advice, or warranting as fail proof, the security of information provided by or submitted to Notarize. Due to the nature of Internet communications and evolving technologies, we cannot provide, and expressly disclaim, 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.

10. Notice of Security Incident. If we detect, despite the safeguards set out above, an intrusion or other unauthorized access to or use of Personally Identifiable Information (an "Intrusion"), we will: (i) notify affected users of the Intrusion if the information at issue is sensitive, in our discretion, (ii) deliver this notice by the means we deem most efficient under the circumstances (such as, for example, first class mail or email); (iii) use contact information for each affected user that is current in our files; and (iv) use commercially reasonable efforts to accomplish these steps and effect this notice in a timely manner. To the extent applicable law requires steps in addition to those specified above, we will under all circumstances comply with applicable law. 

11. Participation by Children and Teens; Advisory. Due to federal law (as reflected in the Children's Online Privacy Protection Act), WE DO NOT ALLOW INDIVIDUALS WHO WE KNOW ARE UNDER 13 TO PARTICIPATE IN OUR PLATFORM OR SERVICES. YOU MUST BE AT LEAST 13 YEARS OLD TO USE OUR PLATFORM AND SERVICES. IF YOU ARE BETWEEN 13 AND THE APPLICABLE AGE OF MAJORITY, PLEASE REVIEW THIS AGREEMENT WITH YOUR PARENT OR GUARDIAN. Please understand that we cannot necessarily tell if a user is providing us with his or her true age.

12. Notification of Changes. From time to time, Notarize may change its Privacy Policy. We will post notice of the new Privacy Policy on our Platform. With respect to Site Visitors, your use of our Platform following any such change constitutes your agreement to follow and be bound by the Privacy Policy, as changed. With respect to Registered Users, you will be provided an opportunity to confirm your acceptance of the change the first time you log into the Platform following the change to the Privacy Policy. 

13. Our Affiliates. We may choose to rely on and share information with other companies closely related to us – our "Affiliates" – for certain purposes under this Privacy Policy. By "Affiliate," we mean an entity that controls, is controlled by, or is under common control with Notarize, whether the control results from equity ownership, contract, overlapping management or otherwise. In this context, "control" means the ability to replace the officers or directors or otherwise materially influence or control management decisions. You agree that Notarize Affiliates will be entitled to enjoy our rights under this Privacy Policy and, in exchange, we agree that we will be responsible for our Affiliate's conduct under this Privacy Policy, if our Affiliate fails to comply with any resulting obligations. In any event, we ensure that our Affiliates agree to protect Personally Identifiable Information in a manner no less protective of your interests than the protections set out in this Privacy Policy. 

14. Relationship to Terms of Use. This Privacy Policy must be read in conjunction with our Terms of Use. To the extent the Terms of Use conflict with the terms of this Privacy Policy, the terms of this Privacy Policy will control. 

15. Further Resources. If you wish further information concerning privacy policies in general, you should visit the following site: http://www.ftc.gov/privacy/index.html.

16. Contact Us. If you have any questions about this Privacy Policy, the practices of this Platform, or your dealings with this Platform, please contact us at support@notarize.com. 

17. Effective Date. The effective date of this Privacy Policy is January 2016. 

18. Do Not Track Notice. Our Platform does not change its behavior when receiving "Do Not Track" signals from browser software. 

19. Copyright and Legal Notice. Copyright © Notarize, Inc. All Rights Reserved.