Privacy Policy

The Trusted Signers (“Trusted Signers,” “we,” “us,” or “our”) provides mobile notary, loan signing agent, Remote Online Notarization (RON), apostille, and certified translation coordination services. This Privacy Policy explains what information we collect through thetrustedsigners.com and in the course of providing our services, how we use and share it, and the choices and rights available to you — wherever in the world you are located.

By using our website or booking a service with us, you agree to the practices described in this Policy. If you don't agree, please don't use the site or our services.

1. Information We Collect

a. Information you give us

• Booking & quote details — name, email, phone number, appointment address or location, service requested, and appointment timing, submitted through our quote calculator, booking widget, or contact form.
• Communications — anything you send us by phone, text, email, or the contact form.
• Newsletter sign-up — your name and email if you subscribe to The Trusted Signers Insider.

b. Information collected to perform a notarial act

Florida law requires every notary to verify identity and keep a record of each notarization. To complete your signing, we collect:

• Your government-issued photo ID (reviewed to confirm identity; a record of the ID type and number is entered in our notarial journal as required by Fla. Stat. § 117.05).
• Your signatureand the fact that a notarization occurred (we do not read or retain the substantive content of your documents beyond what's necessary to complete the act and the required journal entry).
• For Remote Online Notarization (RON), an audio-video recording of the entire notarization session, plus identity-verification data — knowledge-based authentication (KBA) questions and credential analysis of your ID — performed through our RON technology platform. This is required by Fla. Stat. § 117.245 and is not optional if you choose RON.

c. Payment information

Payments are processed by Stripe. We do not store your full card number; Stripe handles that data under its own privacy policy and security standards.

d. Information collected automatically

Like most websites, our server and hosting provider log standard technical data when you visit — IP address, browser and device type, pages viewed, and referring page. Our booking widget, quote-request tool, and scheduling calendar are provided by third-party platforms (GoHighLevel and related scheduling infrastructure) that may set their own cookies to make those tools function. See Section 5, “Cookies & Similar Technology.”

2. How We Use Your Information

• To schedule, confirm, and perform your notarial appointment or apostille/translation order.
• To verify your identity as required by Florida notary law.
• To process payment for services rendered.
• To communicate with you about your appointment, quote, or order.
• To maintain the notarial journal and RON records Florida law requires us to keep.
• To coordinate with a title company, lender, attorney, or real estate professional connected to your transaction, when your transaction requires it.
• To send newsletter content, if you've subscribed — you can unsubscribe at any time.
• To maintain, secure, and improve our website and services.
• To comply with legal obligations and respond to lawful requests.

We do not use your information for automated decision-making that produces legal or similarly significant effects, and we never sell your personal information.

3. Notarial Records & Retention

Because Trusted Signers is a commissioned notary public, some of what we collect isn't ordinary business data — it's a legal record we're required to keep, regardless of any deletion request:

• Our notarial journal (a record of each notarization, including your name, ID type, and the type of document notarized) is retained for a minimum of 5 years, per Fla. Stat. § 117.05(9).
• RON audio-video recordings are retained for a minimum of 10 years by our RON technology provider, per Fla. Stat. § 117.245.

These retention periods exist to protect you — they're what allows a notarization to be verified years later if a document's validity is ever questioned. We cannot shorten them, even at your request.

4. How We Share Information

We share information only as needed to deliver our services:

• Service providers who operate the tools our business runs on — our CRM and scheduling platform (GoHighLevel), workflow automation (Make.com), payment processing (Stripe), our RON technology platform, and our newsletter platform (Beehiiv). Each processes your data only to provide their service to us.
• Parties to your transaction — a title company, lender, attorney, or real estate professional you or your transaction requires us to coordinate with.
• Apostille & certified translation partners — for orders that require submission to a Secretary of State, U.S. Department of State, or a foreign consulate, or a third-party certified translator.
• Legal & safety — when required by law, subpoena, court order, or to protect the rights, property, or safety of Trusted Signers or others.
• Business transfer — if Trusted Signers is ever sold or merged, client records would transfer as part of that transaction, subject to the same retention obligations described above.

We do not sell or rent your personal information, and we do not share it for cross-context behavioral advertising.

5. Cookies & Similar Technology

Our website itself does not run advertising trackers. The embedded quote calculator, booking widget, and scheduling calendar are hosted by third-party platforms and may use cookies or similar technology to remember your session and make the tool work. You can control cookies through your browser settings; blocking them may prevent the booking widget from functioning correctly.

6. Data Security

We use reasonable administrative and technical safeguards to protect your information, and our third-party processors (Stripe, our RON platform, GoHighLevel) maintain their own security standards for the data they handle. No method of transmission or storage is completely secure, and we can't guarantee absolute security.

7. International Users & Cross-Border Transfers

Remote Online Notarization and our apostille and certified translation services are available to clients located outside Florida and outside the United States. If you use our services from abroad, your information will be transferred to and processed in the United States, where our business and our service providers operate, under U.S. privacy and data-security standards. Where required, we rely on appropriate safeguards (such as standard contractual clauses) for these transfers.

8. Your Privacy Rights

If you are in the European Economic Area, UK, or Switzerland (GDPR / UK GDPR)

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Request erasure — subject to the notarial recordkeeping obligations described in Section 3, which we must honor by law.
• Restrict or object to certain processing.
• Receive your data in a portable format.
• Withdraw consent at any time, where processing is based on consent.
• Lodge a complaint with your local data protection authority.

Our legal bases for processing are: performance of a contract (booking and completing your service), compliance with legal obligations (notary recordkeeping), consent (newsletter marketing), and our legitimate interests in running and securing our business.

If you are a California resident (CCPA / CPRA)

You have the right to:

• Know what categories of personal information we've collected about you and why (see Section 1 and 2 above).
• Request a copy of the specific information we hold about you.
• Request deletion, subject to the notarial recordkeeping obligations in Section 3.
• Correct inaccurate information.
• Opt out of the sale or sharing of personal information — we don't sell or share personal information for cross-context behavioral advertising, so there's nothing to opt out of.
• Not be discriminated against for exercising any of these rights.

We honor the Global Privacy Control (GPC) signal as a valid opt-out request where applicable. You may also designate an authorized agent to make a request on your behalf.

If you are a resident of another U.S. state with a privacy law

Virginia, Colorado, Connecticut, Utah, and a growing number of other states give residents similar rights to know, access, correct, delete, and opt out of the sale of personal information, or of its use for targeted advertising. We extend the rights described above to residents of those states as required by applicable law.

How to exercise your rights

Email Tiffany@thetrustedsigners.com with your request. We'll verify your identity before responding and reply within the timeframe required by applicable law.

9. Children's Privacy

Our services are directed to adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we'll delete it, subject to any legal retention obligation.

10. Changes to This Policy

We may update this Policy as our services or the law changes. The “Effective” date at the top will reflect the latest revision. Material changes will be posted here before they take effect.

11. Contact Us

Questions about this Policy or your data? Reach us at Tiffany@thetrustedsigners.com or (561) 221-0616.