Notary4Notary ("we," "us," or "our") is operated by Venkata S Nauduri, a commissioned Virginia Notary Public (Commission #00272133). We are committed to protecting your privacy and handling your personal information with transparency, care, and in full compliance with applicable Virginia law and federal regulations. This Privacy Policy explains what information we collect, how we use it, and how we protect it.
By using our website at notary4notary.com or booking a notarization session with us, you agree to the practices described in this policy.
1. Information we collect
We collect only the information necessary to provide notarization services and communicate with you. This includes:
- Contact information: Your name, email address, phone number, and location (city/zip) when you submit a booking request or contact form.
- Identity verification data: For Remote Online Notarization (RON) sessions, government-issued photo ID information, knowledge-based authentication responses, and facial liveness data — collected through our IAL2-compliant identity verification process as required by Virginia law.
- Documents: Documents you upload or provide for notarization purposes.
- Session information: Date, time, service type, and details of your notarization session.
- Communications: Any messages, questions, or correspondence you send us via our contact form or email.
We do not collect payment card numbers, bank account information, or any financial account data through this website. All payment arrangements are handled separately and directly.
2. How we use your information
We use the information we collect solely for the following purposes:
- To schedule, confirm, and conduct your notarization appointment
- To verify your identity as required by Virginia RON law (Virginia Code § 47.1)
- To communicate with you about your appointment, including confirmations and follow-ups
- To deliver your notarized document upon completion of the session
- To maintain our legally required electronic notarial journal
- To comply with applicable Virginia notary laws and regulations
- To respond to your inquiries submitted through our contact form
We do not use your information for marketing, advertising, or any purpose unrelated to your notarization service.
3. RON session recordings
Virginia law (Virginia Code § 47.1-6.1) requires that all Remote Online Notarization sessions be recorded in their entirety via audio and video. By participating in a RON session with Notary4Notary, you consent to this recording.
- Session recordings are encrypted using AES-256 encryption immediately upon capture
- Recordings are stored securely and are accessible only to the commissioned notary
- Recordings are retained for a minimum of 10 years as mandated by Virginia law
- Recordings will not be shared with any third party except as required by law or valid legal process
The 10-year retention of RON session recordings is a legal requirement under Virginia Code § 47.1 and cannot be waived or shortened at the client's request.
4. Document handling
Documents you submit for notarization are used solely for the purpose of completing your notarization. We handle your documents as follows:
- Documents transmitted electronically are sent over encrypted, secure connections (TLS 1.3)
- Documents are used only for the notarization session for which they were provided
- Upon completion of your notarization, submitted document files are deleted — we do not retain copies of your underlying documents beyond what is necessary to complete the service
- Virginia law does not require us to retain copies of notarized documents themselves — only the notarial journal entry and RON session recording
5. Data security
We take the security of your personal information seriously and implement industry-standard measures to protect it:
- Encryption in transit: All data transmitted between your device and our platform is encrypted using TLS 1.3
- Encryption at rest: Stored documents, session recordings, and personal data are encrypted using AES-256
- PKI digital certificates: Notarized documents are sealed with a PKI digital certificate issued by IdenTrust, a trusted Certificate Authority, ensuring tamper-evident integrity
- Access controls: Personal information is accessible only to the commissioned notary and is not shared with unauthorized parties
- IAL2 identity proofing: RON sessions use IAL2-compliant identity verification to prevent fraud and unauthorized access
While we implement strong security practices, no method of electronic transmission or storage is 100% secure. We encourage you to contact us with any security concerns.
6. Sharing your information
We do not sell, rent, or trade your personal information to any third party. We may share your information only in the following limited circumstances:
- Legal compliance: When required by law, court order, subpoena, or valid legal process
- Regulatory requirements: When required to respond to inquiries from the Virginia Secretary of the Commonwealth or other regulatory authorities with jurisdiction over notarial acts
- Service providers: With technology service providers who assist us in delivering our services (such as identity verification and video session providers), who are contractually bound to protect your information and use it only for the specified purpose
In all cases, we share only the minimum information necessary for the stated purpose.
7. Data retention
We retain your information only as long as necessary for the purposes described in this policy:
- RON session recordings: Retained for 10 years as required by Virginia Code § 47.1
- Notarial journal entries: Retained for 10 years as required by Virginia law
- Booking and contact information: Retained for a reasonable period to support your service and any follow-up needs, typically no longer than 2 years after your last interaction
- Submitted documents: Deleted upon completion of your notarization session
- Identity verification data: Retained only for the duration required to complete and verify your session
8. Your rights
You have the following rights regarding your personal information:
- Access: You may request a copy of the personal information we hold about you
- Correction: You may request correction of inaccurate information
- Deletion: You may request deletion of your personal information, subject to our legal retention obligations (RON recordings and journal entries cannot be deleted due to Virginia law requirements)
- Questions: You may contact us at any time with questions about how your information is handled
To exercise any of these rights, please contact us at info@notary4notary.com.
9. Cookies
Our website is a simple static HTML site. We do not use tracking cookies, advertising cookies, or analytics cookies. We do not use Google Analytics or any third-party tracking services. The only external resource loaded by our site is Google Fonts for typography display purposes, which may set a cookie in your browser per Google's own privacy policy.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Your continued use of our services after any changes constitutes your acceptance of the updated policy.