Privacy Policy

Last Updated: February 2026

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when using our Service, including:

• Account Information: Name, email address, password, phone number
• Business Information: Business name, address, notary commission details, E&O insurance information
• Customer Data: Names, contact information, and details of your clients that you enter into the system
• Journal Entries: Notarization records including signer information, document types, locations, and fees
• Financial Information: Invoice details, payment records, expense data, mileage logs
• Payment Information: Credit card details (processed securely by Stripe)

1.2 Information Collected Automatically

When you access the Service, we may automatically collect:

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, features used, time spent on the Service
• Location Data: GPS coordinates when you use location-based features (with your permission)
• Log Data: IP address, access times, referring URLs

1.3 Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences (e.g., dark mode setting)
• Analyze usage patterns to improve the Service
• Provide security features

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process transactions and send related information
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and support requests
• Monitor and analyze usage trends
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations
• Enforce our Terms of Service

3. How We Share Your Information

We may share your information in the following circumstances:

3.1 Service Providers

We share information with third-party vendors who perform services on our behalf:

• Stripe: Payment processing
• MongoDB Atlas: Database hosting
• Email Services: Transactional email delivery
• Cloud Hosting: Server infrastructure

3.2 Legal Requirements

We may disclose information if required by law, court order, or government request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

3.3 Business Transfers

If NotaSuite is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

3.4 With Your Consent

We may share information with third parties when you give us explicit consent to do so.

4. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit using HTTPS/TLS
• Secure password hashing using bcrypt
• Access controls and authentication requirements
• Regular security assessments
• Secure data centers with physical security measures

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. We may also retain information to:

• Comply with legal obligations (e.g., notary record retention requirements)
• Resolve disputes
• Enforce our agreements

After account deletion, we may retain anonymized, aggregated data for analytics purposes.

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

6.1 Access and Portability

You can access and export your data through the Service's export features.

6.2 Correction

You can update your account information at any time through your settings.

6.3 Deletion

You can request deletion of your account by contacting us. Note that we may be required to retain certain records for legal compliance.

6.4 Marketing Communications

You can opt out of marketing emails by clicking the \"unsubscribe\" link in any marketing email. You cannot opt out of essential service communications.

6.5 Location Data

You can disable location services through your device settings. Note that some features (like GPS stamping in the E-Journal) may not function without location access.

7. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect and how it's used
• Right to delete your personal information
• Right to opt out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us at [email protected].

8. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child under 18, we will delete that information promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. These countries may have different data protection laws. By using the Service, you consent to the transfer of your information to the United States and other countries where we operate.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the \"Last Updated\" date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Email: [email protected]
Website: notasuite.com

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