Notary Platform Terms of Service

1. Definitions

• "Platform" means the Notary4Notary LLC software, website, tools and services at www.notary4notary.com
• "Notary" or "You" means the licensed notary public who registers for and uses the Platform
• "Client" means any individual or entity who books a notarization session through the Platform
• "RON Session" means a Remote Online Notarization session conducted via the Platform
• "Subscription" means the paid plan selected by the Notary to access Platform features
• "Commission" means the notary's active state-issued notary commission
• "IdenTrust PKI Certificate" means the digital certificate required for electronic sealing
• "Session Documents" means any documents uploaded, signed or sealed during a RON Session
• "Notary Session Record" means the electronic journal entry and audio-visual recording of a RON Session
• "User Data" means all data, documents and information submitted by you or your clients through the Platform
• "Applicable Notary Law" means all federal, state and local laws governing notarial acts in your commissioned state

2. Eligibility Requirements

2.1 Required Credentials

1. Hold an active, valid notary commission issued by a US state government
2. Be currently authorized by your state to perform Remote Online Notarization (RON)
3. Hold a current National Notary Association (NNA) certification
4. Possess a valid IdenTrust PKI digital certificate for electronic sealing
5. Maintain active Errors & Omissions (E&O) insurance — minimum $25,000 coverage required
6. Be a legal resident or citizen of the United States, age 18 or older
7. Consent to and pass a background check as described in Section 2.3

2.2 Prohibited Persons

You may NOT register if you have had your notary commission revoked, suspended or disciplined; have been convicted of fraud, forgery, identity theft or any felony; are under investigation by any state notary authority; or have been previously terminated from Notary4Notary for cause.

2.3 Background Check

By registering, you consent to Notary4Notary conducting a background check including criminal history, identity verification, commission status and NNA certification verification. You will be notified of any adverse action.

3. Platform License & Access

3.1 License Grant

Subject to these Terms and payment of applicable fees, Notary4Notary grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform solely for your own legitimate notary practice.

3.2 Restrictions

You may NOT: share login credentials; allow another person to conduct sessions under your account; resell or transfer Platform access; reverse engineer the software; use bots or automated tools; circumvent security controls; or use the Platform to facilitate fraud or illegal activity.

4. Acceptable Use Policy

4.1 Prohibited Activities

• Performing notarial acts without a valid, active commission in the relevant state
• Notarizing documents when you have a financial interest or conflict of interest
• Allowing or facilitating fraudulent document execution
• Impersonating another notary or misrepresenting your credentials
• Soliciting clients obtained through the Platform for competing services
• Recording or distributing client session data outside of legal requirements
• Conducting sessions under duress, impairment or incapacitation
• Charging fees in excess of state maximum fee schedules where applicable
• Using the Platform for money laundering, fraud or any criminal purpose
• Harassing, threatening or engaging in discriminatory conduct toward clients
• Sharing, selling or distributing client personal information
• Uploading malicious software or harmful code to the Platform

5. Subscription Plans & Billing

Subscriptions are billed monthly in advance. All fees are non-refundable except for documented technical failures exceeding 48 consecutive hours. Prices may change with 30 days written notice. Unused sessions do not roll over.

6. Notary Obligations & Professional Standards

6.1 Professional Standards

1. Comply with ALL applicable state notary laws and RON regulations at all times
2. Verify signer identity using IAL2-compliant methods as required by your state law
3. Never perform a notarial act when you have a conflict of interest
4. Refuse sessions where you have reason to believe fraud or coercion is present
5. Maintain a complete notarial journal as required by your state law
6. Keep your commission, NNA certification, E&O insurance and PKI certificate current

6.2 Quality Standards

• Conduct sessions in a well-lit, quiet, professional environment
• Use a high-definition camera — minimum 720p resolution
• Maintain stable internet — minimum 5 Mbps upload/download
• Respond to booking requests within 4 hours during business hours
• Dress professionally during all video sessions

6.3 Session Recording Consent

By conducting sessions on the Platform, you consent that all RON sessions are recorded per Virginia Code § 47.1 and applicable state RON laws. Recordings may be reviewed by Notary4Notary for quality assurance and compliance. You must inform all session participants that the session is being recorded before commencing.

7. Data, Privacy & Document Retention

Session data is retained for minimum 10 years per Virginia RON law. You may not export, sell or share client data with third parties. You must handle all client data in compliance with CCPA and all applicable privacy laws. You may request export of your own data at any time.

8. Audit Rights & Compliance

Notary4Notary reserves the right to review session recordings, verify credentials and examine session data at any time for quality assurance and compliance. You must self-report any disciplinary action or criminal investigation within 5 business days. Failure to self-report is itself a material breach of these Terms.

9. Non-Solicitation & Client Relationships

During your subscription and for 12 months following termination, you agree not to directly solicit clients you first met through the Platform to use competing RON platforms or to bypass the Platform for services originally booked through it. This does not restrict your general independent notary practice.

10. Intellectual Property

All Platform software, design, trademarks and content are owned by Notary4Notary LLC. You retain ownership of your notarial acts and documents. You grant Notary4Notary permission to display your name and credentials on your public notary profile page.

11. Limitation of Liability & Disclaimer

You agree to indemnify and hold harmless Notary4Notary LLC from any claims, damages or expenses arising from your notarial acts, violations of these Terms or applicable law.

12. Force Majeure

Neither party shall be liable for delays caused by circumstances beyond their reasonable control including acts of God, natural disasters, pandemics, government actions, war, internet infrastructure failures or third-party service outages. Subscription fees may be prorated for extended outages exceeding 48 consecutive hours.

13. Termination

13.1 By You

You may cancel at any time via your dashboard or by emailing info@notary4notary.com. Cancellation takes effect at end of the current billing period. No refunds for unused portions.

13.2 By Notary4Notary

We may terminate immediately if your commission expires or is revoked, E&O insurance lapses, you violate these Terms, fraudulent activity occurs, fees are unpaid, or your conduct causes harm to clients or the platform.

14. General Provisions

14.1 Electronic Signatures

Your electronic acceptance of these Terms constitutes a valid and binding electronic signature under E-SIGN and UETA. These Terms are fully enforceable as an electronic agreement.

14.2 Severability

If any provision is found invalid or unenforceable, it shall be modified to the minimum extent necessary or severed. The remaining provisions continue in full force and effect.

14.3 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Notary4Notary regarding the Platform.

15. Governing Law & Dispute Resolution

These Terms are governed by the laws of the Commonwealth of Virginia. Disputes shall be resolved in the courts of Fairfax County, Virginia. Parties agree to attempt good-faith mediation for 30 days before initiating legal action. Any claim must be brought within 1 year of the event giving rise to the claim.

16. Modifications to Terms

Notary4Notary may update these Terms with 30 days written notice via email. Continued use after the effective date constitutes acceptance. Material changes will be prominently displayed on the Platform.

17. Contact Information