Privacy Policy
Steadfast Mobile Notary & Signing Solutions
Prineville, Oregon • Phone: 757‑634‑1009 • Email: NancyKNotary@gmail.com
Effective date: September 22, 2025
1) Who We Are & Scope
By using our site or services, you consent to this Policy. If you do not agree, please do not use the site or services.
2) Information We Collect
a) Information you provide directly
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Contact details (name, phone, email, mailing address).
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Appointment details (date/time, location, document type, recipient/ship‑to information).
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Identity information required to perform notarial acts (type of ID, issuing authority, ID number as permitted by law, expiration date).
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Payment information (handled by third‑party processors; we do not store full card or bank details).
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Any information you choose to provide in messages, forms, or during calls.
b) Information collected for notarial records
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Entries we must keep in an Oregon notary journal (e.g., date, type of act, name and address of signer, how identity was verified, document title/description, fees).
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For acts requiring an oath/affirmation or signature witnessing, information related to the act performed.
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We do not retain images of identification documents in our own systems. Some RON platforms may temporarily process ID images for credential analysis.
c) Remote Online Notarization (RON) data
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As required by law and platform policy, RON sessions may involve audio‑video recording, credential analysis, knowledge‑based authentication, IP address, and device diagnostics. Recordings and electronic journals are retained by us and/or the platform as required by applicable law and platform policies.
d) Automatically collected information (website)
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Basic analytics such as pages viewed, approximate location, device/browser type, and referral source. We may use cookies or similar technologies to improve site performance. You can control cookies via your browser settings.
e) Information from third parties
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Title/escrow companies, lenders, attorneys, or platforms (e.g., scheduling, RON, payment, or shipping providers) may share information necessary to complete your appointment (e.g., document packet, shipping label, callback details).
3) How We Use Information
We use personal information to:
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Provide, schedule, and perform notarial services (mobile, in‑person, RON).
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Verify identity and eligibility for specific notarial acts.
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Process payments and issue invoices/receipts.
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Ship/return documents and provide tracking updates.
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Communicate about appointments, changes, and support.
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Maintain required notarial records and comply with law.
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Improve our website, services, and customer experience.
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Send optional service updates or requests for feedback/reviews (you can opt out at any time).
4) Legal Bases / Our Authority to Process
We process information to perform a contract (your appointment), to comply with legal obligations (notarial recordkeeping, identity verification), and for our legitimate interests (scheduling, quality assurance, securing our systems, responding to inquiries). Where consent is required, we will seek it.
5) Sharing & Disclosures
We share information only as necessary to deliver services or comply with law:
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Service providers: RON platforms, scheduling tools, payment processors (e.g., Venmo), printing/scanback providers, and shipping carriers (e.g., USPS/UPS/FedEx).
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Professional counterparts: title/escrow, lenders, and attorneys involved in a transaction you authorize.
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Compliance & safety: to courts, law enforcement, regulators (including the Oregon Secretary of State), or others when required by law, subpoena, or to protect rights, safety, or property.
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Business transfers: in a merger, reorganization, or asset transfer, consistent with this Policy and applicable law.
We do not sell personal information. We do not share for cross‑context behavioral advertising.
6) Retention
We retain personal information for as long as necessary to provide services, meet legal/recordkeeping requirements, resolve disputes, and enforce agreements. Certain records (e.g., notary journals and RON audio‑video recordings/e‑journals) are retained as required by Oregon law and applicable regulations/platform policies. Shipping and invoicing records may be retained for tax and accounting purposes. When retention ends, we will delete or de‑identify information in a reasonable manner.
7) Your Choices & Rights
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Access/Update: Contact us to request access to or correction of your information.
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Marketing opt‑out: You may opt out of non‑essential marketing emails at any time.
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Deletion: You may request deletion of personal information we hold where allowed by law. We cannot delete information contained in notarial journals, RON recordings/e‑journals, invoices, or other records that we are legally required to maintain.
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Copies of notarial records: Access to our notary journal or RON records is limited and provided only as allowed by law (e.g., by subpoena or authorized request).
If you are a resident of a U.S. state with specific privacy rights (e.g., CA/CO/CT/VA), you may have additional rights regarding access, correction, deletion, and appeal. We will honor valid requests consistent with our legal obligations. We may need to reasonably verify your identity before acting on a request.
8) Children’s Privacy
Our services are intended for adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, please contact us and we will take appropriate action.
9) Security
We use reasonable administrative, technical, and physical safeguards to protect personal information (e.g., restricted journal storage, secure devices, access controls, encrypted platforms where available). No method of transmission or storage is 100% secure; we cannot guarantee absolute security.
10) International Transfers
Our service providers may process data on servers outside your state or country. By using our services, you consent to the transfer of information to locations where our providers operate, subject to appropriate protections.
11) Third‑Party Sites & Platforms
Our website and communications may include links to third‑party sites or tools (e.g., payment processors, RON platforms, scheduling portals). Those sites have their own privacy policies and practices. We are not responsible for the content or privacy practices of third parties.
12) Changes to This Policy
We may update this Policy from time to time. Updates are effective upon posting with the revised Effective date at the top. Your continued use of our site or services signifies acceptance of the changes.
13) Contact Us
Questions or privacy requests?
Steadfast Mobile Notary & Signing Solutions
Phone: 757‑634‑1009
Email: NancyKNotary@gmail.com
Prineville, Oregon
Related policies: See our Terms & Conditions and Refund & Cancellation Policy for additional information about scheduling, fees, cancellations, and shipping.