PART ONE: ONLINE & WEBSITE PRIVACY

1.  Information We Collect

We collect personal information necessary to provide high-quality notary and apostille services, including:

•       Contact Information: Name, email address, phone number, and mailing address.

•       Document Details: Only the information necessary to complete notarization or apostille services.

•       Service Requests: Location, preferred service type (mobile, remote/RON, apostille), and scheduling preferences.

•       Account Information: Credentials and preferences associated with your Notary Trails client or notary account.

•       Communications: Messages, inquiries, or interactions with our team via any channel.

•       Website Usage Data: IP address, browser type, pages visited, and time spent on our site (collected via cookies and analytics tools).

2.  How We Use Your Information

We use your information for the following purposes:

•       To connect you with a licensed notary or RON (Remote Online Notary) in your area or jurisdiction.

•       To fulfill your requested notary, RON, or apostille services securely and efficiently.

•       To manage notary assignments, scheduling, and nationwide coordination.

•       To improve our services, website functionality, and customer support.

•       To send occasional marketing communications (which you may opt out of at any time).

•       To meet legal, regulatory, or compliance requirements applicable to notarial acts.

3.  Data Security

All personal and transactional information is securely processed using encrypted, professional platforms. We follow industry best practices to protect your data from unauthorized access, alteration, disclosure, or destruction.

We never sell or share your personal data with third parties for commercial purposes. Access to sensitive information is strictly limited to authorized personnel and professional service providers bound by confidentiality obligations.

4.  Marketing Communications

We may occasionally send you updates, promotions, or service-related announcements via email. You may opt out of these communications at any time by clicking the “unsubscribe” link in any email or by contacting us directly at the information provided in Section 9.

5.  Cookies and Website Tracking

Our website may use cookies and similar tracking technologies to enhance your experience, analyze traffic, and collect standard internet log information. You can manage or disable cookies in your browser settings at any time. Continued use of our site after adjusting these settings constitutes acceptance of our cookie practices.

6.  Children’s Privacy

Notary Trails does not knowingly collect or solicit personal information from individuals under the age of 18. If you believe a minor has provided us with personal information, please contact us immediately so that we may delete it.

7.  Your Rights and Choices

You have the right to:

•       Access the personal information we hold about you.

•       Request corrections or updates to your information.

•       Request deletion of your personal data, where applicable by law.

•       Withdraw consent to marketing communications at any time.

•       Opt out of the sale or sharing of your personal information (we do not sell your data).

California residents have additional rights under the CCPA/CPRA, including the right to know, the right to delete, and the right to non-discrimination for exercising their privacy rights. To exercise any of these rights, please contact us using the information in Section 9.

8.  Third-Party Links and Services

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those external sites and encourage you to review their privacy policies independently.

PART TWO: SMS & TEXT MESSAGING PRIVACY

This section governs how we collect, use, and protect your information when you opt into the Notary Trails SMS/text messaging program. By opting in, you agree to these terms, which comply with the TCPA, FCC regulations (including April 2025 opt-out rules), CTIA Best Practices, and Campaign Registry guidelines.

9.  Information We Collect for SMS

When you opt into our SMS program, we collect:

•       Phone Number: The mobile number you provide to receive SMS messages.

•       Message Interaction Data: Delivery status, response keywords, and message engagement metrics.

•       Consent Records: Timestamps and method of opt-in (web form, electronic document, or keyword).

10.  How We Use Your SMS Information

We use the information collected through our SMS program to:

•       Send SMS messages including appointment notifications, job assignments, document reminders, service updates, and operational alerts per your opt-in preferences.

•       Demonstrate regulatory compliance with TCPA, FCC, and Campaign Registry requirements.

•       Improve our messaging program and measure engagement.

11.  SMS Opt-In Consent

By opting into our SMS program, you provide express written consent to receive text messages from Notary Trails. Consent is specific to Notary Trails only and is not transferable to third parties or affiliates. Opting in is never required as a condition of purchasing our services.

Opt-in may be completed via web form on notarytrails.com, or approved keyword. We maintain auditable records of all opt-ins including method and timestamp, as required by the TCPA and Campaign Registry.

12.  Message Frequency and Data Rates

Message frequency will vary based on your service activity and account type, but will generally not exceed 3–5 messages per day unless a time-sensitive notification event requires additional contact. Message and data rates may apply depending on your mobile carrier and plan. Please review your carrier’s terms for details on messaging fees.

13.  Opt-Out Instructions

You may opt out of our SMS program at any time using any of the following methods:

•       Reply STOP: Text “STOP” to any message you receive from us. Opt-out will be processed immediately and confirmed with a single reply message.

•       Reply HELP: Text “HELP” for assistance or contact information.

•       Email: Contact us at [email protected] and request removal from SMS communications.

•       Phone: Call us at 916-800-7773 and request opt-out.

•       Website: Submit a request via notarytrails.com/contact.

In compliance with FCC April 2025 rules, we honor opt-out requests through any reasonable channel within 10 business days. After receiving your opt-out, we may send a single confirmation message (within 5 minutes, with no promotional content). No further messages will be sent unless you opt back in.

14.  Data Sharing and Non-Disclosure for SMS

With respect to your SMS data:

•       We will never sell your mobile phone number or SMS consent data.

•       No mobile information will be shared with third parties or affiliates for marketing or promotional purposes at any time.

•       We may share data with service providers (such as mobile carriers and messaging platforms) strictly for the purpose of delivering SMS messages, subject to confidentiality obligations.

•       National Do Not Call (DNC) Registry protections apply to SMS. We honor existing DNC registrations unless you have provided express written consent that overrides your registry listing.

15.  SMS Record-Keeping and Compliance

As required by the TCPA and Campaign Registry guidelines, we retain all opt-in and opt-out records, including timestamps and consent method. These records are maintained securely and may be used to demonstrate regulatory compliance if required. We comply with A2P 10DLC registration requirements for business text messaging.

PART THREE: SHARED PROVISIONS

16.  Data Retention

We retain your personal information for as long as necessary to provide services, maintain compliance with legal and regulatory obligations, and resolve disputes. SMS opt-in and opt-out records are retained for a minimum of 4 years to support TCPA compliance documentation.

17.  Security of Your Information

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. While we strive to protect your data, no system is completely infallible. We cannot guarantee the absolute security of your information during transmission or storage.

18.  Updates to This Privacy Policy

We may update this Combined Privacy Policy from time to time to reflect changes in our services, technology, or applicable regulations. Material changes will be communicated via our website and, where applicable, via SMS notification to active subscribers. Continued use of our services or SMS program after such updates constitutes acceptance of the revised policy. The current version will always be available at notarytrails.com/privacy-policy.

19.  Contact Us

If you have questions or concerns about this Privacy Policy, wish to exercise your privacy rights, or would like to update your SMS or marketing preferences, please contact us:

•       Business Name: Notary Trails

•       Email: [email protected]

•       Phone: 916-800-7773

•       Mailing Address: 6520 Lonetree Blvd. #2010, Rocklin, CA 95765

•       Website: https://notarytrails.com

•       Privacy Policy URL: https://notarytrails.com/privacy-policy

•       Terms & Conditions: https://notarytrails.com/terms-and-conditions

•       National DNC Registry: https://www.donotcall.gov/