Atlantic Seal Notary, LLC (“Atlantic Seal Notary,” “we,” “us,” or “our”)

Effective Date: 01/01/26
Service Area: Rhode Island (State-wide)

1. Purpose and Scope

This Privacy Policy describes how Atlantic Seal Notary, LLC collects, uses, shares, and protects personal information.

• Applies to:
• Our website and online forms
• Phone, SMS/text, email, and in-person communications
• Mobile notary and related administrative services (e.g., scheduling, travel, invoicing)
• Does not cover: Third-party websites, payment processors, or platforms we do not control (see Section 9)

2. Key Definitions

• Personal Information: Information that identifies or could reasonably identify an individual (e.g., name, phone number).
• Sensitive Information: Government IDs and similar data (e.g., driver’s license/passport number), and any information contained in documents presented for notarization.
• Notarial Recordkeeping: Information we must retain to comply with applicable notary laws and professional standards.

3. Information We Collect

3.1 Information You Provide Directly

• Contact details (name, phone number, email);
• Appointment details (address/location, preferred time, special instructions);
• Identification-related information (type of ID presented; in some cases, limited ID details);
• Document-related information necessary to perform the notarization (e.g., document type, number of signers);
• Payment-related information (billing name/address; **card details are typically handled by a payment processor**, not stored by us); and
• Communications content (emails, texts, call notes).

3.2 Information Collected Automatically (Website/Online)

• Device and browser information
• IP address and general location (approximate)
• Website usage data (pages viewed, links clicked)
• Cookies or similar technologies (see Section 8)

3.3 Information We Do Not Intentionally Collect

• Social Security numbers (unless required for a specific lawful purpose and you choose to provide it).
• Payment card numbers (if using a third-party processor)
• Biometric data (unless required by law or a service you request and permitted)

4. How We Use Information

• Provide notary services:
• Verify identity;
• Complete notarizations;
• Confirm signers, appointment location, and document requirements
• Scheduling and communication:
• Confirm appointments;
• send reminders; and
• coordinate logistics.
• Billing and payment:
• Issue invoices;
• process payments; and
• maintain transaction records.
• Legal and compliance purposes:
• Maintain records required by law; and
• respond to lawful requests.
• Improve operations:
• Analyze service inquiries and website performance.
• Security and fraud prevention:
• Detect suspicious activity; and
• protect clients and our business.

5. Legal Bases for Processing (General)

• We process personal information when:
• It is necessary to provide requested services;
• It is needed to comply with legal obligations and professional requirements
• It is in our legitimate business interests (e.g., service improvement, security), balanced with your rights
• You have provided consent where required (e.g., certain marketing communications)

6. What We Do Not Do

• We do not sell your personal information.
• We do not rent client lists.
• We do not use notarized document contents for advertising or unrelated purposes.

7. Sharing and Disclosure of Information

7.1 Service Providers (Vendors)

• We may share information with vendors that help us operate, such as:
• Scheduling/CRM tools;
• Cloud storage or email providers;
• Website hosting/analytics providers;
• Payment processors; and
• Accounting/bookkeeping providers.

Vendors are authorized to use information only as needed to provide services to us.

7.2 Legal and Safety Disclosures

• We may disclose information if required to:
• Comply with a subpoena, court order, or other legal process;
• Respond to requests from law enforcement or regulators;
• Protect rights, safety, and security of clients, the public, or our business.

7.3 Business Transfers

• If we undergo a merger, acquisition, or asset sale, information may be transferred as part of that transaction, subject to appropriate protections.

8. Cookies and Tracking

• We may use cookies or similar technologies for:
• Site functionality;
• Basic analytics (e.g., understanding what pages are most visited);
• Security (e.g., preventing abuse);
• Your choices:
• Adjust browser settings to refuse cookies;
• Use any cookie banner/controls we provide.

9. Third-Party Links and Platforms

• If you interact with us through third-party platforms (maps, booking tools, payment processors, social media), your information is also subject to those platforms’ privacy practices.
• We recommend reviewing the privacy policies of those third parties.

10. Data Retention

• We retain personal information only as long as reasonably necessary for:
• Providing services and completing transactions;
• Maintaining records required by law or professional practice;
• Resolving disputes and enforcing agreements; and
• Retention timeframes may vary by record type (e.g., invoices vs. appointment communications).

11. Security Measures

• We use reasonable administrative, technical, and physical safeguards, such as:
• Limited access to client information (need-to-know basis);
• Secure devices/accounts (passwords, multi-factor authentication where available);
• Encrypted services when feasible (e.g., reputable email/cloud providers); and
• Secure disposal of records when no longer needed.
• No system is 100% secure, but we work to reduce risk.

12. Handling Documents and ID Information (Notary-Specific)

• We may view documents to determine the notarial act, confirm completeness, and identify signers.
• We **do not** keep copies of your documents unless:
• You ask us to (and it’s lawful); or
• It is required for a specific service you request; or
• It is required by applicable law or for dispute resolution;
• For identification.
• We may record limited information about the identification presented as part of our recordkeeping practices, consistent with applicable requirements and best practices.

13. Children’s Privacy

• Our services are not directed to children under 13.
• We do not knowingly collect personal information from children under 13.

14. Your Rights and Choices

• Depending on your situation and applicable law, you may request:
• Access to certain personal information we hold about you;
• Corrections to inaccurate information;
• Deletion of certain information (subject to legal/recordkeeping requirements);
• Opt-out of marketing communications (if any).
• How to exercise rights:
• Contact us using the information in Section 16.

15. Changes to This Policy

• We may update this Privacy Policy from time to time.
• Updates will be posted with a revised “Effective Date.”
• If changes are material, we may provide additional notice (e.g., on our website).

16. Contact Information