Privacy Policy

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www.NotableNotary.ca (the "Site") is owned and operated by Notable Notary Inc.

The purpose of this privacy policy (the "Policy") is to inform users of our Site of the following:

• The personal data we collect;
• Use of collected data;
• Who has access to the data collected;
• The rights of Site users; and
• The Site's cookie policy.

Notable Notary complies with the Personal Information Protection and Electronic Documents Act (PIPEDA).

This Policy applies in addition to the Terms and Conditions of our Site.

Consent
By using our Site users agree that they consent to:

1. The conditions set out in this Policy; and
2. The collection, use, and retention of the data listed in this Policy.

Personal Data We Collect
We only collect data that helps us achieve the purpose set out in this Policy. We will not collect additional data beyond what is listed below without notifying you first.

Data Collected in a Non-Automatic Way
We may also collect the following data when you perform certain functions on our Site:

• First and last name;
• Email address;
• Residential address;
• Phone number;
• Payment information;
• Government-issued identification details (e.g., driver’s license number, passport number);
• Copies of identification documents (where required by law);
• Document details related to notarization (e.g., document type, date of notarization);
• Digital and handwritten signatures;
• Thumbprints (if required by law or for notarial records);
• Video and audio recordings (for Remote Online Notarization - RON);
• IP addresses and device data (if using online services);
• Transaction logs from RON platforms (e.g., timestamps, credential analysis results, electronic journal entries).

This data may be collected using the following methods:

• Creating an account;
• Payment processing;
• Appointment booking;
• Notarization services (both in-person and online);
• Remote Online Notarization platforms;
• Email communication.

Who We Share Personal Data With
We will not sell or share your data with other third parties, except in the following cases:

• If the law requires it;
• If it is required for any legal proceeding;
• To prove or protect our legal rights;
• To buyers or potential buyers of this company in the event of a sale.

We may use trusted third-party service providers, including payment processors (e.g., Stripe, Square, Wave, etc), analytics tools (e.g., Google Analytics), scheduling systems (e.g., Acuity Scheduling), and Video Conferencing/Remote Online Notary platforms (e.g., Blue Notary, Zoom, etc.) to facilitate business operations. These providers are contractually obligated to protect your data and are prohibited from using it for unauthorized purposes.

If you follow hyperlinks from our Site to another site, we are not responsible for their privacy policies and practices.

Mobile Information Sharing

We do not share mobile information with third parties for marketing purposes. Mobile numbers collected for appointment reminders, verification, or transactional purposes will be used solely for those intended functions.

How Long We Store Personal Data

We retain user data for at least six months or as long as necessary to fulfill legal, regulatory, and operational requirements. Once data is no longer required, we securely delete or anonymize it unless required by law to retain it.

For Remote Online Notarization, video recordings and transaction logs may be retained for up to 10 years in compliance with regulatory requirements.

How We Protect Your Personal Data

To ensure the security of your personal data, we implement the following measures:

• Strong Encryption: We use the strongest available browser encryption, firewalls, and virus protection.
• Multi-Factor Authentication (MFA): User accounts and internal systems utilize multi-factor authentication (MFA) to prevent unauthorized access.
• Internal Access Controls: Only authorized employees have access to your data, and access is limited based on necessity.
• Secure Storage & Restricted Access: Physical documents are securely stored in locked cabinets with restricted access. Digital documents are encrypted and stored on secured cloud servers with controlled access.
• Regular Software Updates & Patching: We conduct regular updates and security patches for all software and systems to protect against vulnerabilities.
• Backup & Disaster Recovery: All important user data is backed up securely on encrypted cloud servers with a disaster recovery plan in place to ensure data integrity in case of unexpected events.
• Employee Training: Staff members receive training on data privacy and security best practices.
• Regular Audits: We conduct periodic audits to ensure compliance with data protection standards.
• Third-Party Compliance: Third-party service providers (such as payment processors and scheduling systems) must comply with industry-standard security frameworks, such as PCI-DSS for payment processing and SOC 2 for cloud security.
• Strict Confidentiality Agreements: Employees handling user data are bound by confidentiality agreements, and any breach may result in legal consequences.

While we take all reasonable precautions to secure user data, the Internet as a whole can be insecure at times, and we cannot guarantee absolute security beyond what is reasonably practical. 

Data Breach Notification Policy

In the event of a data breach that may impact your personal data, we will notify affected users as soon as reasonably possible via email or through a public announcement on our website. If legally required, we will also notify relevant data protection authorities.

Children
We do not knowingly collect or use personal data from children under 13 years of age. If we learn that we have collected personal data from a child under 13 years of age, the personal data will be deleted as soon as reasonably possible.

Opt-Out Instructions

Users have the right to opt out of future communications. To opt out of messaging campaigns:

• Text STOP or UNSUBSCRIBE to discontinue SMS communications.
• Click the Unsubscribe link at the bottom of any email to be removed from email lists.

For any other data-related requests, users can contact us at info@notablenotary.ca.

How to Access, Modify, Delete, or Challenge the Data Collected
If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our owner and founder:

Sierra Walker

swalker@notablenotary.ca

(289) 312-6678

190 Harwood Ave S

Ajax, ON L1S 2H6

Cookie Policy
A cookie is a small file, stored on a user's hard drive by a website. Its purpose is to collect data relating to the user's browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

At any given point in time, we may use the following types of cookies on our Site:

1. Functional cookies
   Functional cookies are used to remember the selections you make on our Site so that your selections are saved for your next visits;
2. Analytical cookies
   Analytical cookies allow us to improve the design and functionality of our Site by collecting data on how you access our Site, for example data on the content you access, how long you stay on our Site, etc;
3. Targeting cookies
   Targeting cookies collect data on how you use the Site and your preferences. This allows us to personalize the information you see on our Site for you; and
4. Third-Party Cookies
   Third-party cookies are created by a website other than ours. We may use third-party cookies to help build visitor profiles.
   

User Rights

Depending on your jurisdiction, you may have additional rights, including: 

• The right to access and request copies of your data
• The right to request corrections or deletions of your data
• The right to restrict or object to data processing
• The right to data portability (where applicable)
• The right to file a complaint with a data protection authority

International Data Transfers 

Notable Notary is based in Canada but may process data in other jurisdictions. If we transfer personal data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or similar mechanisms, to protect user data in compliance with applicable laws.

Automated Decision-Making & Profiling

We may use automated systems to improve our services, such as AI chatbots for customer support or automated appointment scheduling. These systems do not make legally binding decisions without human oversight.

Modifications
This Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Policy we will update the "Effective Date" at the bottom of this Policy. We recommend that our users periodically review our Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Policy.

NotableNotary.ca (the "Site") is owned and operated by Notable Notary Inc. 

Effective Date: 30th day of May 2021.

Last Updated: 11th day of March, 2025.