SM Notary Co. ("we," "our," or "us") is committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains our practices regarding the collection, use, disclosure, and safeguarding of your information when you visit our website, use our online scheduling system, or engage our notarial services.
1.1 Personal Information
We may collect the following types of personal information:
Full legal name and preferred name
Contact information (phone number, email address, physical address)
Government-issued identification details (for notarial purposes only)
Signature specimens (when required for notarial acts)
Appointment preferences and service requirements
Any additional information you voluntarily provide related to your service needs
1.2 Payment Information
We collect payment-related information including:
Billing address
Payment method details
Transaction history
Invoice details
This information is collected securely via our payment processor partners (e.g., Square, Stripe) in compliance with PCI DSS standards.
1.3 Usage Data
We automatically collect certain information about your interaction with our website:
IP address and approximate location data
Browser type and version
Device information (type, operating system)
Pages visited and time spent on each page
Referral source and exit pages
Date and time of website access
1.4 Communications
We maintain records of:
Email correspondence
Phone conversations (note: calls are not recorded)
Text message communications
Online chat messages
2.1 Service Provision
Schedule, confirm, and provide notary and Apostille services
Verify identity as required by state notary laws
Maintain legally required notarial records
Process document authentication requests
2.2 Business Operations
Process payments and generate invoices
Respond to inquiries and communicate with you
Send appointment confirmations and reminders
Provide quotes for services
2.3 Improvement and Analytics
Improve our website functionality and user experience
Analyze usage patterns to enhance service offerings
Train staff on customer service best practices
Develop new service offerings based on client needs
2.4 Legal Compliance
Maintain records as required by notary laws
Comply with tax and business regulations
Respond to legal requests and court orders
Prevent fraud and unauthorized activities
3.1 Third-Party Service Providers
We may share your data with trusted third parties who assist us in operating our business:
Payment processors (e.g., Square, Stripe)
Scheduling software providers
Cloud storage services
Email and communication platforms
3.2 Government Agencies
State and federal offices for Apostille processing
Secretary of State's office for notary-related matters
Law enforcement agencies when legally required
3.3 Professional Advisors
Legal counsel
Accountant and financial advisors
Insurance providers
3.4 Business Transfers
If SM Notary Co. is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
3.5 With Your Consent
We may share your information with your explicit consent for purposes not listed in this policy.
4.1 Retention Period
Notarial records: As required by state law (typically 7-10 years)
Financial records: 7 years (as required by tax regulations)
Communications: 3 years from last interaction
Website usage data: 2 years
4.2 Deletion Practices
When no longer needed for legal or business purposes, personal information is securely deleted or anonymized according to industry best practices.
5.1 Technical Safeguards
SSL/TLS encryption for all data transmission
Secure, password-protected storage of electronic records
Regular security updates and vulnerability assessments
Firewall and intrusion detection systems
5.2 Physical Safeguards
Secure storage of physical notarial journals
Locked file cabinets for paper records
Controlled access to business premises
Proper destruction of physical documents
5.3 Administrative Controls
Staff training on privacy and security procedures
Access controls limiting data access to authorized personnel
Regular security audits and compliance checks
Incident response protocol
6.1 Access Rights
You have the right to request access to the personal information we hold about you.
6.2 Correction Rights
You may request that we correct any inaccurate information we maintain about you.
6.3 Deletion Rights
You may request deletion of your personal information, subject to legal limitations such as notary record retention laws.
6.4 Marketing Opt-Out
You may opt out of receiving marketing communications at any time.
6.5 How to Exercise Your Rights
To exercise any of these rights, please contact us at smnotaryco@gmail.com. We will respond to your request within 30 days.
7.1 Cookies
Our website uses cookies to enhance user experience and analyze website traffic. Types of cookies used include:
Essential cookies: Required for website functionality
Preference cookies: Remember your settings and preferences
Analytics cookies: Help us understand how visitors interact with our website
7.2 Your Choices
You can control cookies through your browser settings. However, disabling certain cookies may limit website functionality.
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.
Your information may be transferred to and processed in countries other than your country of residence, where data protection laws may differ.
We may update this Privacy Policy periodically. Significant changes will be notified through our website or via email. The latest version will always be posted on our website with the effective date.
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us