Privacy Policy

Waitlist and beta applications

If you join our waitlist, we store your email address and optional name to contact you about launch availability. If you apply to test the beta, we store your name, email, optional phone number, and state or region to review applications, select markets, and contact you about beta participation. These submissions do not create an app account or guarantee acceptance into the beta.

Signups are stored in our database and can be reviewed or exported by authorized owners. We use basic request-rate checks and a bot-detection field to reduce automated submissions. To withdraw your interest or request removal of your signup information, email info@notaryopssuite.com. No automatic deletion period is currently set for these lists.

1. Account and business information

We collect the account information you provide, such as your name, email address, password, and profile information. We also store business contact details, business location, professional or commission credentials, preferences, and team or referral information when you enter them. Passwords are stored as hashes, not as readable passwords.

We use this information to create and authenticate accounts, configure the notary's workspace and services, manage access, provide account recovery and support, and identify the business responsible for an appointment or record.

2. Clients, appointments, and bookings

We store client and signer contact information entered by you or your notary, including names, email addresses, phone numbers, addresses, and notes. Appointment and booking records can include the selected service, date and time, location, client association, fee, status, instructions, and cancellation or rescheduling details.

These records support scheduling, availability checks, appointment management, client history, and communications. Where a booking or reminder feature is enabled, we use the relevant contact and appointment information to provide that feature. Public booking pages may display a notary's configured business information, services, and available times. Keep private client information out of public-facing descriptions.

3. Electronic journal and signer information

Electronic journal entries may contain the date and type of notarial act, document description and dates, venue, fees, notes, and signer details. Depending on what is entered, signer details can include name, address, date of birth, identification type, identification number, issuing state, and identification issue and expiration dates.

The journal also stores signatures and thumbprint images that you capture or attach during notarizations. These are sensitive identifying records. They are used as part of the notary's journal and its viewing and export functions, not to process a payment. They are not used by the journal to perform automated biometric identity matching.

Notaries are responsible for obtaining any required permission or notice, collecting only information permitted or required for their commission, and complying with applicable journal access and retention rules. The app does not determine the legal retention period for each notary or replace the notary's recordkeeping obligations.

4. Documents, images, and communications

We process images, documents, and other attachments you submit through supported features, such as profile images, credential documents, expense receipts, and journal images. We associate them with the relevant account or record so they can be displayed or used in that feature. Camera or photo-library access is used when you choose to capture or select content; it does not give us access to every item in your photo library.

Support requests, messages, and related information you submit are used to respond to you and maintain service records. Do not send identification documents, signatures, thumbprints, or other sensitive client records by ordinary support email.

5. Location, device information, and notifications

When you permit location access and use a location-related feature, the app can use coordinates for mileage, trip locations, business location, or journal venue information. Addresses and coordinates entered or generated for these records may be stored. You can manage location permissions in your device settings; denying permission may limit location-based features.

The app and its hosting services process technical information needed to deliver the service, such as network requests, device or browser characteristics, and diagnostic or error logs. Logs can include details of requests or records involved in an operation. We use this information to operate, troubleshoot, and protect the service.

If you enable notifications, we may store a push-notification token for your device and use it to deliver supported notifications. Local appointment reminders can contain client names and appointment locations, which may appear on your lock screen depending on your device settings. Notification permissions can be changed in your device settings.

6. Payments are handled outside NotaryOps Suite

Clients pay their notaries directly by cash, check, or a digital payment method chosen by the notary. NotaryOps Suite does not process these transactions, receive or hold client funds, or collect card numbers, card security codes, or bank login credentials to complete a payment. If you follow an external payment link, the payment provider handles the transaction under its own privacy policy.

The app does store business bookkeeping information that a notary enters, including fees, payment amounts, methods, payment status, dates, notes, invoices, expenses, and receipt images. A notary can also save payment handles, payment contact details, or external payment links. These are records and payment directions, not in-app payment processing. Do not enter card numbers, bank credentials, or other unnecessary financial secrets into notes or uploads.

7. Service providers and other disclosures

Our hosting and database infrastructure, including Replit, processes stored records and service requests to run the app. Information is also provided to the services needed for a feature you use or an integration enabled for your workspace. Not every integration or notification feature is enabled for every account.

Google Calendar: when calendar synchronization is enabled, appointment information such as titles, times, locations, and descriptions may be sent to the connected calendar. People who have access to that calendar may see those details. Calendly: where connected, booking and invitee information may be received from Calendly to create or update appointments.

OpenStreetMap Nominatim receives address search or geocoding queries to return location information. Expo supports notification delivery, including device notification tokens and notification content when push delivery is used. Resend handles supported email delivery, such as password-reset email and enabled booking messages. If SMS delivery is configured, Twilio receives the destination phone number and message content.

OpenAI processes text, conversation history, and, when used, audio submitted to AI assistance, transcription, or speech features. The app stores AI conversation text and responses associated with your signed-in account and uses only that account's conversation history for chat responses. Older shared messages without identifiable account ownership are retained separately from active history: they are not shown to users or used as AI context. Personal information in a prompt is not automatically removed. Do not submit confidential client information, identification documents, journal signatures, thumbprints, or payment credentials to AI features.

Record access depends on the feature and account role; authorized business owners or administrators can have broader access than individual members. Information may also be disclosed in response to valid legal requirements or when necessary to address fraud, misuse, or threats to safety. When you export, download, or share a record, the recipient and any storage service you choose receive that information.

8. Storage and security

Account and business records are stored on our server in a database. Journal signatures are stored with journal records; thumbprint images and some other uploads are stored as server files associated with their records. The app also keeps local information needed for sign-in and preferences. Sign-in tokens use device secure storage in native apps and browser local storage on the web.

The public service uses HTTPS for transport. The app uses password hashing, authenticated API access, and role and record-access checks to restrict protected information. These controls reduce risk but do not guarantee that every record is private to one account or that unauthorized access can never occur. We do not claim end-to-end encryption for stored journal records.

Server-file storage should not be treated as a guaranteed archival system. Some uploaded files may not persist through hosting changes or redeployments. Keep legally required copies and exports in storage appropriate to your commission's requirements, and protect your account, device, and exported files.

9. Retention and deletion

Records are kept to provide the service and support the notary's ongoing business and journal use. There is no single automatic retention or purge period for all data in the app. We do not promise deletion within 30 days or another fixed period.

Some features let you edit or delete individual records. Deleting or hiding a record in the interface does not necessarily erase all associated files, retained journal data, logs, provider-held copies, or copies already exported or synchronized elsewhere. Journal records may be marked deleted rather than immediately erased from storage.

To request account deletion or ask about removal of personal information, contact info@notaryopssuite.com. We will review the request, verify the requester's authority as appropriate, and explain the applicable steps and limitations. The app does not currently provide a complete self-service account-erasure process. Notarial records may need to be retained by the responsible notary under applicable law, and deleting an account does not by itself resolve those obligations.

10. Your choices and requests

You can update supported account and business fields, use the available record-export features, and manage camera, microphone, location, and notification permissions in your device settings. Exports may contain sensitive signer and identification details; secure them and share them only with authorized recipients.

You may contact us about access, correction, deletion, or other privacy rights available under applicable law. If your information was entered by a notary, you may also need to contact that notary, who is responsible for the purpose and legal basis of their collection and retention of your records. We may need to verify your identity or authority without collecting unnecessary additional sensitive information.

11. Children, policy changes, and contact

NotaryOps Suite is intended for professional business use, not for children to create accounts. A notary may enter information about a client or signer as permitted or required by applicable law. Contact us if you believe a child has provided account information improperly.

We may update this policy to reflect changes to the service or its data practices. The date at the top identifies the latest revision of this page.

For privacy questions or requests, contact NotaryOps Suite LLC, operator of NotaryOps Suite, at info@notaryopssuite.com.