This Privacy Policy explains how NotaryOSS, LLC, doing business as NotaryOSS ("NotaryOSS," "we," "our," or "us"), collects, uses, stores, and protects personal data and business records processed through the platform.
NotaryOSS is a software platform for notary business operations, including CRM, scheduling, accounting, and an electronic notary journal feature for recordkeeping only. NotaryOSS does not perform notarizations, does not provide Remote Online Notarization (RON), and does not validate or authorize notarial acts.
We process data to operate and improve the service, including:
NotaryOSS may use automated systems and artificial intelligence to support operational functions such as workflow assistance, suggestions, organization, and product improvements. These tools are for operational assistance only and do not constitute legal advice.
You are solely responsible for legal compliance relating to your notarial practice and recordkeeping obligations. This includes determining whether electronic journals are permitted in your jurisdiction, ensuring data accuracy and completeness, and retaining records for the period required by law.
NotaryOSS does not provide legal advice and does not guarantee legal compliance in any jurisdiction.
NotaryOSS is provided on an "as is" and "as available" basis without guarantees of accuracy, completeness, availability, or uptime.
NotaryOSS does not guarantee the accuracy, completeness, or fitness of user-entered data, imported records, synced information, calculations, address suggestions, exports, or generated outputs. You are responsible for reviewing and verifying your data before relying on it.
Users are responsible for verifying the accuracy of their records and compliance with applicable laws.
The PDF Sorter is a convenience tool only and may occasionally classify or sort pages incorrectly. You are responsible for reviewing the sorted output before relying on it, printing it, sending it, or using it in any transaction or signing workflow.
You own your journal records and other business data you submit to NotaryOSS. NotaryOSS stores and processes that data on your behalf to provide and secure the service.
We use administrative, technical, and organizational safeguards designed to protect data, including encrypted transport (HTTPS/TLS), access controls, role-based restrictions, security monitoring, and infrastructure security practices.
The eNotary Journal is designed so each user's journal records remain private to that user's account and are protected by account-based access controls and related service security measures.
No method of transmission or storage is completely risk-free. You are responsible for securing your own account credentials, endpoints, exported files, and internal access practices.
NotaryOSS is designed to store user data long-term to support ongoing service use, continuity, and recovery. Backup and redundancy processes may retain copies for operational resiliency.
PDF Sorter uploads are handled differently from your core account and journal records: they are intended for temporary processing and download delivery, not as permanent archival document storage inside the platform.
You remain responsible for ensuring your retention practices satisfy applicable laws. NotaryOSS retention and backup operations do not replace your legal duty to preserve records when required.
The platform may provide export capabilities for journal and other records. You are responsible for all handling of exported files, including downstream security, storage, sharing, and legal use.
NotaryOSS may provide import tools for data exported from third-party platforms, including NotaryGadget, NotaryAssist, and VenBooks. Import results depend on the structure, formatting, and completeness of third-party export files.
NotaryOSS does not guarantee continuous compatibility or availability of any third-party import source. Import behavior may change at any time if third-party providers modify their export formats, APIs, field mappings, access rules, or product features.
NotaryOSS is not responsible for inaccurate, incomplete, outdated, duplicated, or missing information that originates from third-party exports. You are responsible for reviewing, reconciling, and verifying imported data after import, including before invoicing, tax filing, compliance submissions, client billing, or notarial recordkeeping.
NotaryOSS is not affiliated with or endorsed by NotaryGadget, NotaryAssist, or VenBooks.
NotaryGadget, NotaryAssist, and VenBooks are trademarks or service marks of their respective owners.
We may share data with trusted service providers acting under contract to support hosting, analytics, payment processing, communications, and security operations. We may also disclose data when required by law, court order, or lawful process.
We and our payment processors may retain billing records, invoice references, subscription renewal/cancellation history, and related support communications to operate recurring billing, prevent abuse, and review limited refund requests. Except where required by law or expressly approved within 48 hours of the original charge, partial or prorated refunds are not provided for unused subscription time.
NotaryOSS may integrate with third-party services, including Google APIs (such as Calendar or Maps) where enabled by you. Use of Google API data will follow applicable Google API Services policies. Google's privacy policy is available at https://www.google.com/privacy.
If you enable Google Calendar sync, appointment or event details you choose to sync may be transmitted to and stored with your connected Google account. If you use address autocomplete, routing, or mileage-related features, address and map query data may be sent to Google Maps or Places services to return suggestions, routes, geocoding, or distance results.
Customer support is provided directly through email and community channels rather than an embedded live chat service.
We use cookies, local browser storage, and related technologies for authentication, session continuity, security, remembered-device recognition, optional saved interface preferences, and performance analytics.
If your account is closed, access may terminate immediately. NotaryOSS may retain data for up to 30 days to support recovery and operational processing, unless longer retention is required by legal obligations, dispute resolution, fraud prevention, or security needs.
After the applicable retention period, data may be deleted or anonymized in accordance with operational and legal requirements. You are responsible for exporting any data you wish to keep before closure.
To request access, export, correction, or deletion of account data, contact support@notaryoss.com from your account email so we can verify your request.
If you access NotaryOSS from outside the country where our services are hosted, you understand your data may be transferred to and processed in other jurisdictions consistent with this Policy and applicable law.
We may update this Privacy Policy from time to time. Material updates become effective when posted. Continued use of the service after an update means you accept the revised Policy.
Questions about this Privacy Policy can be sent to support@notaryoss.com.