How we handle your information.

1. Introduction

DFW Notary Professional LLC (“DFW Notary Professional,” “we,” “our,” or “us”) respects your privacy and is committed to protecting it. This Privacy Policy explains how we collect, use, share, and protect information about you when you visit our website at dfwnotarypro.com, contact us, or use our notary services.

This policy applies to:

• Visitors to our website
• Clients who book or receive notary services from us (individuals, families, businesses, employers, healthcare facilities, law firms, real estate professionals, and title companies)
• Anyone who communicates with us through any channel (phone, email, contact forms, marketplace platforms)
• Signers whose identification we verify and document during notarial acts

Notary practice involves handling sensitive personal information, including identification documents and the contents of legal documents being notarized. We take this responsibility seriously. The sections below explain in plain language what information we collect, why, how we use it, who else might receive it, and what rights you have. If you have questions after reading this policy, contact information is provided in Section 15.

2. Information We Collect

We collect different types of information depending on how you interact with us.

2.1 Information You Provide Directly

Contact information. Your name, phone number, email address, and physical address when you submit a contact form, request a quote, schedule an appointment, or communicate with us by phone or email.

Appointment details. The type of document needing notarization, the appointment location, the timing, and any special requirements you describe (such as witness needs, mobility considerations, or facility-specific access).

Identification information. For notarial acts, Texas law requires us to verify your identity using government-issued photo identification. We record in our notarial journal: your full name as shown on the identification, the type of identification presented (e.g., Texas driver’s license, passport), the identification number (last four digits in some cases, full number in others depending on the document type), the expiration date, your signature, a thumbprint impression (when required by Texas law for specific document types), the date and time of the notarial act, the type of notarial act performed, and the type of document being notarized.

These records are required by Texas Government Code Chapter 406 and must be retained per state law.

Document content (limited). During a notarial appointment, we see the document being signed in order to confirm we’re notarizing the correct content. We do not retain copies of the documents themselves except where required for specific service types (such as I-9 verification, where we may retain a record of which Section 2 documents were inspected, per federal recordkeeping requirements).

Payment information. Credit card, debit card, ACH, or other payment details when you pay for our services. Payment information is processed through third-party payment processors (described in Section 5) — we do not store full payment card numbers on our systems.

I-9 verification information. For I-9 employment eligibility verification services, we handle Form I-9 information as the authorized representative for the employer. This includes the employee’s name, date of birth, identification documents presented, and the completion of Section 2 of Form I-9. This information is retained per the employer’s I-9 retention obligations under federal law (8 USC § 1324a).

Business information. For business clients (title companies, law firms, signing services, employers, healthcare facilities, real estate brokerages), we collect company name, contact person details, billing information, vendor onboarding documents, and other information necessary to establish and maintain the business relationship.

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain information through standard web technologies:

• Device and browser information: IP address, browser type and version, operating system, device type, screen resolution, language preferences
• Usage data: pages visited, time spent on pages, links clicked, referring URL, search terms, approximate geographic location based on IP address
• Cookies and similar technologies: see Section 7 for detailed information

2.3 Information from Third Parties

We may receive information about you from:

• Signing service marketplaces: when you’re a borrower in a loan signing assignment routed through Snapdocs, NotaryGO, SigningOrder, CloseWise, or similar platforms
• Title companies and lenders: when they hire us directly to perform a closing
• Employers: when an employer engages us for I-9 verification
• Family members or facility staff: when notary services are arranged on behalf of a signer (such as bedside hospital appointments)
• Referral sources: real estate agents, attorneys, or healthcare professionals referring you to us, with your consent

2.4 Information We Do Not Collect

• We do not collect Social Security numbers except where federally required (such as on Form I-9 in some circumstances)
• We do not collect financial account numbers beyond what’s needed for the specific transaction
• We do not collect biometric data beyond the thumbprint impression required by Texas law for specific notarial acts
• We do not purchase personal information from data brokers
• We do not collect health information except as incidental to specialty appointments at healthcare settings (and we don’t retain it beyond what’s needed for journal compliance)

2.5 Pro Bono Service Inquiries

When you inquire about pro bono notary services (available where the standard fee would be a meaningful barrier — such as in domestic violence situations, homeless or transitional housing situations, or other genuine financial hardship), you may share information about your circumstances. We treat this information as confidential and use it only to determine pro bono eligibility for your specific request. We do not retain detailed hardship information beyond what’s necessary to record the eligibility determination, and we do not share this information with third parties except as required by law or with your explicit consent.

2.6 Healthcare-Related Information

We are not a Health Insurance Portability and Accountability Act (HIPAA) covered entity, and we do not function as a Business Associate to HIPAA covered entities in our standard service relationships. However, in performing notarial services in healthcare settings (hospitals, hospice, senior living facilities), we may incidentally encounter Protected Health Information (PHI). We do not request, retain, or transmit PHI beyond what’s necessary for the immediate notarial act, and we do not use such information for any purpose other than completing the notarial act. We treat this information with appropriate discretion regardless of whether HIPAA formally applies to it.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Providing Notary Services

• Verifying your identity for notarial acts as required by Texas law
• Completing notarial certificates accurately
• Maintaining our notarial journal as required by Texas Government Code Chapter 406
• Performing I-9 verification as authorized representative for employers
• Coordinating apostille processing through the Texas Secretary of State
• Conducting Remote Online Notarization sessions through approved RON platforms
• Communicating with you about your appointment, document requirements, and follow-up

3.2 Business Operations

• Generating quotes and invoices
• Processing payments
• Maintaining business records for tax, legal, and operational purposes
• Responding to inquiries and providing customer support
• Scheduling and coordinating appointments
• Communicating with referring parties (family members, social workers, etc.) at your direction

3.3 Legal and Regulatory Compliance

• Complying with Texas notarial law, including journal recordkeeping requirements
• Complying with federal I-9 regulations and retention requirements
• Responding to lawful requests from law enforcement, courts, or government agencies
• Maintaining records required for tax purposes (typically retained for 7 years)
• Responding to legitimate legal claims or disputes involving notarized documents

3.4 Marketing Communications

We may send periodic educational content (about notarial services, regulatory updates, or industry topics) only to recipients who have explicitly opted in. Every marketing email includes an unsubscribe link, and we honor unsubscribe requests within 10 business days as required by the CAN-SPAM Act. Transactional communications (appointment confirmations, quote responses, invoices, follow-up regarding a specific engagement) are not marketing and are sent regardless of marketing preferences because they relate to services you’ve requested. You can opt out of marketing communications at any time without affecting transactional communications about active engagements.

3.5 What We Do Not Do

We do not sell your personal information. We do not share your information with advertisers for their marketing purposes. We do not use your information to make automated decisions that produce legal or significant effects on you. We do not use information collected from one client to benefit another client. We do not access or read documents you bring to notarial appointments beyond what’s necessary to verify the notarial act.

4. Legal Bases for Processing (Limited Application)

Our services are directed primarily to clients in Texas and the United States. We do not actively market to or target residents of the European Union, United Kingdom, or other jurisdictions with similar data protection laws. However, in the limited circumstances where we process personal data of individuals in those jurisdictions (such as occasional apostille services for documents traveling to those regions), we process information based on the following legal bases:

• Performance of a contract: when we provide notary services you’ve requested
• Legal obligation: when we maintain notarial journals, comply with I-9 retention rules, or respond to legitimate government requests
• Legitimate interests: when we operate our business, communicate with you about services, prevent fraud, and improve our website (balanced against your privacy interests)
• Consent: when we send marketing communications or place non-essential cookies (you can withdraw consent at any time)

If you are located in the EU, UK, or similar jurisdiction and have questions about how these bases apply to you, please contact us using the information in Section 15.

5. How We Share Your Information

We share information only as described in this section. We do not sell personal information.

5.1 Service Providers and Vendors

We share information with third-party vendors that help us operate the business. These vendors are contractually obligated to use information only for the purposes we specify and to protect it appropriately. Current service providers include:

• Web hosting: Hostinger International Ltd.
• Productivity: Google LLC (Google Workspace, Google Maps API)
• Communications: Quo (formerly OpenPhone) for business phone
• Practice management: NotaryAssist for scheduling and journal records
• RON platform: BlueNotary or NotaryLive (once authorized for Remote Online Notary services)
• Payment processing: Stripe or similar payment processor
• Signing service marketplaces: Snapdocs, NotaryGO, SigningOrder, CloseWise, and similar platforms
• Analytics: Google Analytics 4, Google Search Console
• Insurance: Hiscox and other carriers for E&O, cyber liability, and general liability
• Background screening: National Notary Association and other screening services

This list may change as we add or replace service providers. We will update this policy when material changes occur.

5.2 Business Partners and Referral Sources

• Loan signings: with the title company, lender, and signing service involved in the closing
• I-9 verification: with the employer who engaged the service
• Apostille services: with the Texas Secretary of State and any courier or shipping service
• Estate planning notarizations: with the attorney or law firm if they’re coordinating the work

5.3 Legal and Regulatory Disclosures

We may disclose information when we believe in good faith that disclosure is required by law, regulation, court order, subpoena, or government request; necessary to comply with our legal obligations as Texas notaries (including journal disclosure requirements); necessary to protect our rights, property, or safety, or those of others; or required in connection with a legal claim, investigation, or audit involving a notarized document. Notarial journal records may be subject to inspection by the Texas Secretary of State, by parties with a legitimate interest in a specific notarial transaction (such as a party to a notarized document), and by law enforcement or courts with appropriate legal process (subpoena, court order). Journal records are not generally available to the public on demand.

5.4 Business Transfers

If DFW Notary Professional LLC is involved in a merger, acquisition, sale of assets, or similar transaction, your information may be transferred as part of that transaction. We will notify you of any such transfer and any changes to this Privacy Policy.

6. Payment Information

When you pay for services, your payment information is processed by a third-party payment processor (Stripe or similar). We do not store your full credit card or bank account numbers on our systems. The payment processor’s privacy policy applies to their handling of payment information.

For business clients with Net-30 invoicing arrangements, we maintain billing records (invoice amounts, dates, payment status) but do not store payment card numbers.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies in the following categories:

• Essential cookies: necessary for website function, including session management, security, and your cookie preferences
• Functional cookies: enhance functionality but not strictly necessary (such as remembering form inputs or display preferences)
• Analytics cookies: Google Analytics 4 collects information about pages visited, time on site, and similar metrics in aggregated, anonymized form

When you first visit our site, you’ll see a cookie notice allowing you to accept, reject, or customize your cookie preferences. You can change these preferences at any time by clicking the cookie preferences link in our footer. You can also opt out of Google Analytics using the Google Analytics Opt-out Browser Add-on.

8. Data Retention

We retain your information only as long as necessary for the purposes described in this policy or as required by law.

• Notarial journal records: Texas Government Code Chapter 406 requires notaries to maintain a record of every notarial act in a journal. The statute does not specify a fixed retention period for completed journals after the notary’s commission expires. Following industry best practice and recommendations from the National Notary Association, we retain completed journal records for a minimum of 10 years from the date of the notarial act, and longer where retention serves legal protection purposes (such as when a notarized document remains in active legal effect).
• I-9 records: The employer is the legal custodian of completed Form I-9 records and is responsible for retention under 8 USC § 1324a (until the later of three years after the date of hire or one year after termination of employment). We retain limited records of our I-9 verifications (such as appointment date, employee name, and which Section 2 documents were inspected) for our own business records, typically aligned with the employer’s retention period. We do not retain copies of identification documents.
• Business and tax records: at least 7 years to comply with IRS requirements
• Marketing communications: retained until you unsubscribe
• Other information: retained as needed to provide services, communicate with you about ongoing matters, comply with legal obligations, resolve disputes, and enforce agreements

9. Your Privacy Rights

You have rights regarding your personal information. The specific rights available depend on where you live and the nature of the information.

9.1 General Rights

• Access the personal information we hold about you
• Correct information that is inaccurate or incomplete
• Delete your information, subject to legal retention requirements
• Opt out of marketing communications
• Restrict certain uses of your information
• Receive a copy of your information in a portable format

9.2 How to Exercise Your Rights

Contact us using the information in Section 15. We will respond within 30 days (or as required by applicable law). We may need to verify your identity before processing your request to protect your information from unauthorized access.

9.3 Limitations

Some rights have specific limitations:

• We cannot delete notarial journal records that we are required to retain by Texas law and industry standards (typically 10 years from the date of the notarial act)
• We cannot delete I-9 records during the federally mandated retention period
• We may need to retain certain information to comply with tax, legal, or regulatory obligations (typically 7 years for tax records)
• We may decline requests where complying would conflict with another party’s privacy rights or our legal obligations

When we cannot fully comply with a deletion request, we will: (a) explain the specific basis for retaining the information, (b) limit retention to what’s required, (c) honor your other rights (access, correction) for the retained information, and (d) delete the information when the retention period ends.

10. California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). In the past 12 months, we have collected the following categories of personal information:

• Identifiers (name, address, email, phone, IP address, government ID information)
• Contact information (postal address, email, phone)
• Commercial information (services purchased, payment information, transaction history)
• Internet activity (website browsing, interactions with our website)
• Geolocation data (general location based on IP; precise location only with consent)
• Professional information (employer details for I-9, business information for B2B clients)
• Sensitive personal information (government identification numbers, as required for notarial acts)

California residents have the right to know what personal information we collect, delete personal information (subject to legal exceptions), correct inaccurate information, opt out of sale (we do not sell), opt out of sharing for cross-context behavioral advertising (we do not share for these purposes), limit use of sensitive personal information, and non-discrimination for exercising rights.

Submit requests through the contact information in Section 15. California residents may designate an authorized agent to submit requests on their behalf. To do so, the agent must provide: (1) written permission signed by you authorizing the agent to act, (2) verification of the agent’s identity, and (3) verification of your identity directly with us, OR signed permission specifically authorizing the agent to act on your behalf without separate verification. We may deny requests from agents who do not provide adequate proof of authorization.

11. Texas Residents (Texas DPSA)

If you are a Texas resident, the Texas Data Privacy and Security Act (effective July 1, 2024) may provide certain rights regarding your personal information depending on the size and operations of the business processing your data. While the threshold criteria for full TDPSA applicability vary, we voluntarily extend Texas residents the following rights regardless of whether the Act formally applies to our business:

• Confirmation of whether we process your personal data
• Access to your personal data
• Correction of inaccuracies
• Deletion (subject to the limitations described in Section 9.3)
• Portability of your personal data
• The right to opt out of processing for targeted advertising or sale of personal data

We do not engage in profiling for decisions that produce legal effects on you. To exercise these rights, contact us using the information in Section 15.

12. Children’s Privacy

12.1 Online Services

Our website and online communications are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through our website. If you believe a child has provided us with personal information through our website, please contact us so we can delete it. (This commitment is consistent with the Children’s Online Privacy Protection Act.)

12.2 Notarial Acts Involving Minors

Notarial acts sometimes involve minors as signers (such as guardianship documents) or as the subject of documents (such as parental consent forms or custody documents). When we perform notarial acts involving minors, we collect only the information necessary to complete the notarial act and to comply with Texas notarial law. Where parental or guardian consent is legally required for the underlying document, we work with the coordinating party to ensure proper consent. Where a court order or legal proceeding governs the matter, we follow the court’s direction.

13. Information Security

We implement reasonable security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission for all communications between your browser and our website (HTTPS/TLS)
• Encrypted document handling for sensitive document transmission with business partners
• Secure storage of records in business management software with access controls
• Limited access — only authorized personnel access personal information, and only as necessary
• Cyber liability insurance to support breach response in the event of a security incident
• Image metadata stripping — we remove embedded metadata (such as EXIF location data) from photos before uploading them to our website where possible. Visitors who download images may still be able to extract any remaining metadata.
• Regular review of security practices as threats and best practices evolve
• Background screening through the National Notary Association for the practice principal

No system is perfectly secure. While we work to protect your information, we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately.

In the event of a data breach affecting your personal information, we will notify you and applicable regulatory authorities as required by Texas Business and Commerce Code §521.053 and the laws of your state of residence. Notification will include:

• A description of the incident and the categories of information affected
• The steps we are taking to respond
• Recommended steps you can take to protect yourself
• Contact information for follow-up questions

We will provide notification as quickly as possible after we determine your information has been affected, consistent with the needs of law enforcement investigations and security restoration.

14. International Data Transfers

We are based in Texas, United States. If you access our services from outside the United States, your information will be transferred to and processed in the United States. The data protection laws of the United States may differ from those in your country.

For apostille services involving documents traveling internationally, we may transfer information to the Texas Secretary of State and to courier or shipping services that handle the documents. For European Union or United Kingdom residents, we rely on appropriate safeguards such as Standard Contractual Clauses where required to enable lawful transfer of personal information to the United States.

15. Contact Information

For questions about this Privacy Policy, to exercise your privacy rights, or to report a privacy concern:

When contacting us about privacy matters, please include your name and contact information, a description of your request, any information needed to verify your identity, and the state or country where you reside (so we can apply the right legal framework). We will respond within 30 days, or sooner where required by applicable law.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as our practices change, as new services are added, or as legal requirements evolve. When we make material changes, we will update the “Last Updated” date at the top of this policy, post the updated policy on our website, notify clients with active engagements by email when significant changes affect their information, and provide a summary of significant changes for transparency.

We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

17. Definitions

• Personal information — any information that identifies, relates to, describes, or could reasonably be linked to you as an individual
• Notarial act — an act that a notary public is authorized to perform under Texas law, including acknowledgments, jurats, copy certifications, and oaths
• Notarial journal — the chronological record of notarial acts that Texas notaries are required by law to maintain
• Sensitive personal information — information about specific protected categories such as government identification numbers, financial account information, precise geolocation, or similar categories defined under applicable privacy laws
• Service providers — third-party vendors that process information on our behalf and under our contractual direction
• “You” and “your” — refer to the individual whose personal information is being collected, used, or disclosed

This Privacy Policy was prepared in plain language to be readable. Where legal terminology is used, it has the meaning given to it under applicable privacy laws. This policy describes our practices for handling personal information and the rights we extend to individuals whose information we process. It is not legal advice, and it does not address every conceivable scenario. For questions about how privacy law applies to your specific situation, consult an attorney. For questions about how this policy applies to your information, contact us using the information in Section 15.