Privacy Policy

Philadelphia Notary & Apostille - Privacy Policy

Introduction:

At Philadelphia Notary & Apostille, we are committed to protecting the privacy and confidentiality of our clients' personal information. This Privacy Policy outlines the types of information we collect, how we use and protect that information, and the choices you have regarding your personal data.  

Information We Collect:

  • Personal Information: When you schedule an appointment or use our services, we may collect personal information such as your name, address, email address, phone number, and government-issued identification details.  

  • Document Information: We may collect and process information contained within the documents you submit for notarization, apostille, or translation services. This may include sensitive information such as birth dates, social security numbers, financial information, and legal documents.

  • Website Usage Data: We may collect information about your interactions with our website, including your IP address, browser type, device information, pages visited, and referring website. We may use cookies and similar technologies to collect this information.  

    How We Use Your Information:

  • To Provide Services: We use your personal information to schedule appointments, provide notary and apostille services, process payments, and communicate with you about your requests.

  • To Improve Our Services: We may use your information to analyze trends, improve our website and services, and develop new offerings.

  • To Comply with Legal Obligations: We may use and disclose your information to comply with applicable laws, regulations, or legal processes.  

    Philadelphia Notary & Apostille LLC
    Effective Date: [01/01/2024]

    1. Introduction

    Philadelphia Notary & Apostille LLC (“we,” “our,” or “us”) is committed to safeguarding the privacy, confidentiality, and security of all personal, identifying, and document-related information entrusted to us. As a professional Notary Public and Apostille service provider, we are subject to strict legal, ethical, and statutory obligations governing the handling, retention, and disclosure of sensitive information.

    This Privacy Policy explains how information is collected, used, stored, protected, and disclosed in connection with in-person notarizations, remote online notarizations, and apostille services.

    2. Information We Collect

    We collect only the information required to lawfully perform notarial acts, apostille processing, identity verification, and mandatory recordkeeping. Information collected may include:

    • Full legal name

    • Residential or business address

    • Telephone number and email address

    • Government-issued identification details (type, issuing authority, number, and expiration date)

    • Document information presented for notarization or apostille

    • Signatures, thumbprints (where required by law), and notarial certificates

    • Electronic journal entries and ledger records

    • Audio-visual recordings, credential analysis results, and identity verification data for Remote Online Notarization

    • IP address, device data, and session metadata for fraud prevention and security purposes

    We do not sell, rent, or monetize personal information under any circumstances.

    3. Notary Journals, Electronic Journals, & Ledgers

    Physical Notary Journals

    Physical notary journals are:

    • Maintained in strict compliance with Pennsylvania notary law

    • Stored in secure, locked locations with access limited exclusively to the commissioned notary

    • Never shared, loaned, or made accessible to unauthorized individuals

    Electronic Journals & Ledgers

    Electronic journals and ledgers:

    • Are stored in secure, encrypted systems

    • Are protected by authentication controls and access restrictions

    • Include audit trails to ensure integrity and tamper resistance

    • Are retained for the legally mandated retention period

    Notary journal entries are confidential records and may only be disclosed when required by law, subpoena, court order, or regulatory authority.

    4. Remote Online Notarization (RON)

    Philadelphia Notary & Apostille LLC performs Remote Online Notarizations using BlueNotary, a secure and compliant RON technology provider.

    RON services may involve:

    • Multi-factor identity verification

    • Credential analysis and knowledge-based authentication (KBA)

    • Audio-visual recording of the notarial session

    All RON records are:

    • Encrypted in transit and at rest

    • Stored in compliance with Pennsylvania law and applicable technology standards

    • Accessible only to authorized parties as required by law

    We do not independently store RON recordings outside the platform unless legally obligated.

    5. Use of Information

    Information collected is used solely for the following purposes:

    • Performing lawful notarial acts

    • Processing apostille requests

    • Verifying signer identity and preventing fraud

    • Maintaining legally required notary records

    • Complying with court orders, subpoenas, or regulatory requests

    Information is never used for advertising, solicitation, or marketing without express written consent.

    6. Disclosure of Information

    We disclose information only under the following circumstances:

    • When required by law, subpoena, or court order

    • To government agencies for apostille certification or document authentication

    • To the RON platform provider strictly for identity verification, notarization, and legally required storage

    We do not disclose personal information to third parties for commercial purposes.

    7. Data Security

    We employ commercially reasonable administrative, technical, and physical safeguards, including:

    • Encryption and secure communication protocols

    • Strong password policies and multi-factor authentication

    • Restricted access to records based on legal necessity

    • Periodic review of security procedures

    While no system can guarantee absolute security, we take all reasonable measures to protect client data.

    8. Data Retention & Destruction

    Records are retained:

    • For the minimum duration required by Pennsylvania law and applicable regulations

    • In secure formats throughout the retention period

    Upon expiration of retention requirements, records are securely destroyed or permanently deleted in a manner that prevents reconstruction or retrieval.

    9. Client Rights

    Where permitted by law, clients may:

    • Request confirmation that their information is on record

    • Request correction of clerical or factual errors

    Certain notary records cannot be altered or deleted due to statutory requirements.

    10. Changes to This Policy

    This Privacy Policy may be updated periodically to reflect changes in law, technology, or business practices. Updates will be posted with a revised effective date.

    11. Contact Information

    For questions regarding this Privacy Policy or our data handling practices, contact:

    Philadelphia Notary & Apostille LLC
    Attn: Brian Perez
    Email: contact@philanotary.com
    Phone: 215-892-2680