Updated: July 25, 2026

My Document Office ("we," "us," "our") respects your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website or services, including apostille/authentication processing and remote online notarization (RON).

1. Information We Collect

Information you provide directly: 

• Name, contact information (email, phone, mailing address)
• Government-issued identification (as required for notarization and identity verification)
• Documents submitted for notarization, apostille, or authentication (which may include sensitive personal records such as birth certificates, marriage certificates, background checks, or legal documents)
• Payment information (processed securely through our payment provider; we do not store full payment card details)

Information collected automatically during a remote notarization session: 

• Audio-video recording of the notarization session, as required by applicable state RON law
• Identity verification data (such as knowledge-based authentication results or credential analysis results), where applicable
• Session metadata (date, time, IP address)

Information collected through website use: 

• Standard analytics data (pages visited, browser type, general location) via [analytics tool, if used]

2. How We Use Your Information

We use your information to: 

• Complete the notarization, apostille, or authentication services you've requested
• Verify your identity as required by law
• Communicate with you about your request and its status
• Comply with state notary and RON recordkeeping requirements
• Process payment for services
• Improve our website and services

3. Retention of Notarial Records

State law requires notaries to retain certain records related to notarial acts, including RON session recordings and journal entries, for a specified minimum period (commonly 5–10 years depending on the state). We retain this information as required by applicable law and do not use it for any purpose beyond legal compliance and service fulfillment.

4. How We Share Your Information

We do not sell your personal information. We may share information with: 

• Government offices (e.g., Secretary of State, State Department) as necessary to complete apostille or authentication filing
• Identity verification and RON platform providers used to conduct and record notarization sessions
• Payment processors to complete transactions
• Courier or shipping services to deliver completed documents
• Legal authorities, if required by law, subpoena, or court order

5. Data Security

We use reasonable administrative, technical, and physical safeguards to protect your information, including secure document upload systems and encrypted storage where applicable. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Your Choices and Rights

Depending on your state of residence, you may have rights to access, correct, or request deletion of certain personal information, subject to our legal obligation to retain notarial records for the periods required by law. To make a request, contact us at dawn@mydocumentoffice.com.

7. Children's Privacy

Our services are not directed to individuals under 18, and we do not knowingly collect personal information from minors.

8. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

9. Contact Us

Questions about this Privacy Policy or your personal information can be directed to dawn@mydocumentoffice.com.