Privacy Policy
1. Who we are
Notary Nexxus LLC ("Notary Nexxus", "we", "us") operates the Notary Nexxus website at notarynexxus.com and the Notary Nexxus software (together, the "Service"). The Service is used by notary signing services, their clients, and notary signing agents to manage notary signing orders.
2. Three kinds of information, and who is responsible for each
1. A signing service's business information. This is information a notary signing service and its authorized users put into the Service to run their business. It may include signer and order details, information about the signing service's clients, messages about its orders, its own settings and preferences, its own rates and pricing, its own notes and preferences about the signing agents it works with (for example, preferred or blocked), and order assignments. The signing service decides why this information is collected and how it is used for its business. We handle it to provide the Service to that signing service, under our agreement with it and our own legal and security obligations. The signing service is the first contact for questions or requests about this information.
2. A signing agent's professional profile. A notary signing agent's professional profile is kept for the agent as a person on Notary Nexxus, not for any one signing service, and it can exist before the agent first signs in. It may include commission and credential details, service area, languages, experience, a short bio and professional capabilities. A signing agent does not become part of a signing service just by working its orders. A signing service sees the parts of an agent's profile it needs when it invites the agent or works with them on an order, and it keeps its own business records about that work (category 1). We are responsible for how we handle the profile itself, as described in this policy.
3. Information we collect for ourselves. This covers visits to our website, the interest list, sign-in, account and security records, our platform security and audit records, our business relationship and billing with our customers, and our own business and legal records. We are responsible for how this information is handled, as described in this policy.
This policy covers everyone who uses the Service: staff of a notary signing service, clients who place signing orders, notary signing agents, drivers, and visitors to our website.
3. Information we collect
Account information. Name, email address, phone numbers, time zone, role, and the organization you belong to.
Notary signing agent information. If you are a signing agent: service area (ZIP codes, counties, cities, and a home base location), languages, years of experience, a short bio, and credential details entered as text: commission number and state, commission expiration, background-check provider and expiration, errors-and-omissions (E&O) insurance carrier, policy number, limit, and expiration. The Service does not currently accept uploaded files, so we do not hold copies of credential documents. (If file upload is added later, this policy will be updated first.)
Order and signing information. Details entered for each signing order: signer name, phone, email, signing address, date and time, file or loan numbers, special instructions, order status, and messages between the people working the order.
Billing information. Invoice and payout amounts and their status. The Service does not store credit card or bank account numbers and does not process payments.
Technical information. Our hosting and sign-in providers keep standard server logs (such as IP address, browser type, and time of access) to run and secure the Service. The Service also records an audit entry, including IP address and browser type, when a Notary Nexxus platform administrator acts inside a signing service's workspace.
Interest list sign-up on our website. If you fill in the interest form on notarynexxus.com (presented as joining our beta when sign-up is open), we collect what you enter: your name, company, work email, the states you cover, your approximate monthly signing volume, and (if you choose) the platform you use today. We also record the date you submitted, which page you used, which website phase you signed up under (for example, the beta), your consent to be contacted, and whether you later confirmed your email address. Your first submission is kept as soon as you submit the form; confirming your email is optional. If your email address is already on the list, new details submitted for it do not replace your saved details. When a requested change is accepted, it is held for confirmation and we attempt to send a private link to the email address already on the list. That link shows the requested new details, and they are applied only if someone using the valid link chooses to apply them within 7 days. Without successful confirmation, your saved details stay as they were. If we talk with you about Notary Nexxus, we may keep short notes of those conversations with your sign-up. They are kept only with your sign-up and deleted with it. To limit repeated sign-ups, we keep a one-way coded form of your IP address and email for up to 24 hours; we never store the plain IP address. We also record whether the verification email we send you was sent, delivered or bounced. Interest-list records are stored in a dedicated Notary Nexxus database, separate from the database used to run the Service. When our main system is ready to hold them, they are moved into it, and the separate database is then deleted.
Bot check on our website forms. The interest form and the privacy request form use Cloudflare Turnstile to tell people from automated bots. Turnstile receives technical signals from your browser, such as your IP address, browser type and connection details, and Cloudflare uses them to detect bots and to improve its bot detection. Turnstile does not read what you type into either form.
Google sign-in. If you sign in with Google, Google sends us your name, email address, profile picture, and a Google account identifier. See section 5.
Address suggestions. When you type an address into an order or notary form, the Service uses Google's address-suggestion feature in your browser. The text you type in that box is sent to Google to produce suggestions, under Google's privacy policy.
4. How we use information
- To provide the Service: creating accounts, placing and managing orders, assigning signing agents, tracking appointments, messaging, and invoicing.
- To send Service emails: order and assignment notifications, confirmations, password resets, and account and security messages. The Service does not send text messages.
- To manage the interest list: to send you an email asking you to confirm your address (or, if your address is already on the list, asking you to confirm new details submitted for it) and, if you confirm your address, a short confirmation email; to send you the Notary Nexxus updates you asked for, about the product, the beta, launch and pricing; and to plan our launch. Confirming your email only shows that you control that address. It does not create an account or guarantee access, pricing, availability or acceptance.
- To keep the Service secure and investigate problems.
- To comply with law.
What we do not do. We do not sell personal information. We do not give personal information to other companies for their own advertising. We do not use personal information for targeted advertising based on your activity across other companies' websites or apps. If that ever changes, we will update this policy first.
5. Google user data
We use Google sign-in only to let you log in and to identify your account. We request your basic Google profile (name, email, picture) and nothing else. We do not read your Gmail, Calendar, Drive, or contacts. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
6. How information is shared
- With the people working your order. A signing service's staff, the client who placed the order, and the assigned signing agent see the order details they need. A signing agent sees only limited facts (date, time, area, type of signing) while deciding whether to accept; full signer and address details are shown after the agent accepts the assignment.
- With service providers that run the Service on our behalf: Supabase (sign-in, database), Vercel (hosting), Resend (email delivery), Cloudflare (bot check on the interest form and the privacy request form) and Google (sign-in; address suggestions; our business email). These providers may use the information only to provide their services to us, except where a provider's own terms let it use limited technical data to secure and improve its service (for example, Cloudflare's bot detection).
- When required by law or to protect the rights and safety of users and the public.
- In a business transfer, such as a merger, acquisition, reorganization or sale of assets, in which case your information may transfer to the new owner, and this policy continues to apply to it unless you are notified of a change.
7. Cookies and similar technologies
The Service uses: a sign-in cookie that keeps you logged in; a cookie that remembers your menu setting; a cookie that remembers your time zone; and a browser setting for light/dark mode. We do not use advertising or analytics cookies or trackers. The bot check on the interest form and the privacy request form may use a cookie or similar technology needed only to tell people from bots. The Google address-suggestion feature loads Google's script on order and notary forms, and Google may set its own cookies when it loads.
8. How long we keep information
We keep information only as long as we need it to provide the Service, keep business records, and meet legal obligations. Our retention schedule:
- orders and invoices: 7 years;
- signing-agent credential details: while the agent's account is active, and 2 years after;
- our own security and audit logs: 2 years;
- closed or inactive accounts: deleted 2 years after closing, unless the law requires us to keep them longer;
- interest-list sign-ups, confirmed or not: 24 months from the date you submitted, or until you remove yourself, whichever comes first. A sign-up is not deleted just because the email was never confirmed.
Interest-list sign-ups are deleted automatically when they reach 24 months. We delete or anonymize the other information under this schedule through a documented review process, which is not automatic. When information is deleted from our active systems, copies in our database provider's routine backups are removed as those backups expire on the provider's cycle. Where a signing service has a separate agreement with us that sets different periods for its information, that agreement applies. Our providers keep their own server and email-delivery logs under their own policies.
9. Your choices and requests
Leaving the interest list. Every email we send you about the interest list includes a "Remove me" link. It opens a page on notarynexxus.com with one button to confirm. When you confirm, we erase your interest-list record from our active systems and stop sending you interest-list emails; backup copies are removed as backups expire (section 8). We keep only a short internal note of the removal (your email address and the date) for 30 days, so that a restore from backup cannot add you back by mistake, and then we delete it. Opening the page alone does not remove you. If you sign up again later, you start a new record.
A signing service's business information. If your information is part of a signing service's business information (section 2, category 1), for example as a signer or a client, contact that signing service first. It decides how that information is used, and we help it respond.
Your signing-agent profile. If you are a signing agent, you can update much of your professional profile in the Service. For anything else about your profile, use the privacy request form below.
Privacy request form. You can send any other privacy request, or a request about information we collect for ourselves, through the privacy request form on notarynexxus.com. It asks only for what we need to find and understand your request, and we confirm that we received it. Sending the form does not by itself show, change or delete any information. Before we give you a copy of information, correct it or delete it, we verify your identity and, if you are asking for someone else, your authority to do so. If your request concerns a signing service's business information, we work with that signing service to answer it. Depending on where you live, you may have rights under your state's privacy law. Where a law gives you a right that you can use directly with us, we will respond to verified requests as that law requires. Some information must be kept for the periods in section 8 or to meet legal, accounting or dispute-resolution obligations.
10. Security
We use reasonable administrative, technical and physical safeguards designed to protect information. The Service is designed so each organization's users see only that organization's information. Connections to the Service use HTTPS encryption, and certain administrative actions are logged. No system is perfectly secure, and we cannot guarantee absolute security. If a security incident affects your personal information, we will provide the notices the law requires.
11. Children
The Service is for business use by adults. It is not directed to anyone under 18, and we do not knowingly collect information from children.
12. Changes
We post changes on this page with a new "last updated" date and version, and we keep a permanent record of every earlier version. Changes apply going forward. For significant changes, we tell account holders by email and in the Service before the change takes effect.