In-depth Notary Services

Privacy Policy

Effective Date: January 2025

1) Who we are and scope

This Privacy Notice applies to In-depth Notary Services, LLC ("we," "us," or "our"), our website, scheduling forms, and notary services, including Remote Online Notarization (RON). Contact: +1 727-692-1131 • info@in-depthnotary.com• Clearwater, FL (USA).

2) Information we collect

We collect information in three main ways: (a) directly from you, (b) automatically from your device when you use our website, and (c) from service providers we use to deliver RON and other services.

A. Information you provide directly

Appointment & account details: name, contact information, time zone, availability, service selections, and messages you send us.
Document and notarial details: document title/description, type of notarial act, names/addresses of principals and witnesses, and fees charged.
Identity & authorization: government‑issued ID details (e.g., type, expiration, and the results of credential analysis), knowledge‑based authentication (KBA) pass/fail, and any statements required by law.
Payment & billing: limited payment details (e.g., amount, date, last 4 digits); full card data is handled by our payment processor.
Shipping / courier & translation: recipient names/addresses, shipping service selection, and translation job details if requested.

B. Information collected automatically (website)

Technical data: IP address, device and browser type, operating system, pages or screens viewed, referring/exit pages, and timestamps.
Cookies and similar technologies: used for basic site functionality, analytics, and preferences. See Section 10 (Cookies).

C. Information from service providers

RON platform and identity providers: outputs of identity proofing and credential analysis, and audio‑video recordings of RON sessions.
Payment processor: confirmation of payment status and limited transaction metadata.
Operational providers: email, scheduling, forms, file storage, website hosting, analytics, shipping, and translation partners.

3) How we use information

To provide and document notarial services (traditional and RON).
To meet legal obligations, including maintaining an electronic journal and RON recording for the required retention period.
To process payments, arrange witnesses, shipping, and translation as requested.
To operate, secure, and improve our website and services.
To communicate with you about appointments, confirmations, changes, invoices, policies, and legal notices.
With your consent, to send optional updates or service information.

4) How we share information

We share information as needed to provide services and comply with law:

Service providers/processors: RON platform and identity‑verification vendors, payment processors, email/scheduling providers, cloud/file storage, website host, analytics, shipping/courier, and translation partners. These parties are required to protect your information and use it only to perform services for us.
Recipients you designate: parties to your transaction (e.g., title/settlement agents), and other recipients you tell us to contact.
Legal and compliance: government agencies, law enforcement, courts, or other parties when required by law or to protect rights and safety.
Business transfers: if we ever explore a merger, acquisition, or asset transfer, information may be transferred under appropriate safeguards.

5) RON‑specific records, access, and retention

Electronic journal and RON recording: We keep a secure electronic journal of each online notarization, and our RON service provider keeps the audio‑video recording of the session. We must retain these for at least 10 yearsafter the notarial act.
Access: Certain persons may request copies or access to journal entries or recordings (e.g., parties to the record; title/settlement agents in a real estate transaction; Department of State in a misconduct investigation; a qualified custodian for electronic wills; or pursuant to subpoena, court order, or other lawful demand).
Copy fees: We may charge up to $20 per transaction record to provide electronic copies; our RON provider may charge up to $20 for access to or a copy of the related recording. Some requesters must receive copies without charge (for example, parties to the record, title/settlement agents in a real estate transaction, the Department of State in a misconduct investigation, and certain other cases).
Important: Because these records are required by law, we generally cannot delete them before the retention period ends, even if you request deletion.

6) Data retention (non‑RON)

Website analytics logs: typically 12–24 months.
Routine business records (invoices, emails): typically 7 years, or as required by tax/record‑keeping laws.
Contact and scheduling info: as long as needed to manage appointments and provide services, then archived/deleted per our schedule.

7) Your choices and rights

Marketing choices: you may opt out of non‑essential emails by using the unsubscribe link or contacting us. Transactional messages (e.g., confirmations, invoices) will still be sent.
Access, correction, deletion: you may request access to or correction of your information. Deletion is limited where we must keep records (e.g., RON journal and recordings for 10 years). We will respond consistent with applicable law.
Cookies: see Section 10 for choices.

8) Security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encryption and access controls provided by our service providers. No method of transmission or storage is 100% secure.

9) Children’s information

Our services are intended for adults. If you believe a child under 13 provided personal information to us, please contact us so we can delete it where feasible and lawful.

10) Cookies and similar technologies

We (and our service providers) may use cookies, local storage, and similar technologies to enable site features (e.g., session management), remember preferences, and perform analytics. You can control cookies through your browser settings. Disabling cookies may limit some site functionality.

11) International visitors

If you access our services from outside the United States, you understand your information may be processed in the U.S., where data protection laws may differ from those in your country.

12) Changes to this Notice

We may update this Notice from time to time. Changes apply when posted with a new Effective date.