Privacy Policy

Effective Date: Aug. 2025

Last Updated: June 6, 2026

1. Introduction

The Signary provides Remote Online Notary (RON) services to individuals and businesses. We take the privacy of our clients seriously. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and what rights you have regarding your information.

By using our website or services, you agree to the practices described in this policy.

2. Who We Are

The Signary is a notary services business based in Vancouver, Clark County, Washington. We are the data controller for information collected through our website (thesignary.com) and our intake process.

For questions about this policy or your data, contact us at:

Email:info@thesignary.comWebsite: thesignary.com

3. Information We Collect

We collect only what is necessary to provide you with notary services.

a. Information You Provide Directly

When you submit our intake form, you may provide:

  • Your name and contact information (email address, phone number)

  • The name(s) and contact information of additional signers

  • The type of document to be notarized

  • The document(s) requiring notarization (uploaded through our intake form)

We do not collect government-issued ID through our website. Identity verification is conducted through our secure notary platform (Pactima) during your appointment session.

b. Information Collected During Your Appointment

Remote online notarizations are conducted through Pactima, our third-party notary platform. During your session, Pactima collects and stores:

  • A video recording of the notarization session

  • Your electronic signature

  • The notarized document

  • Your identity verification information (including government-issued ID)

Please review Pactima's Privacy Policy at pactima.com for details on how they handle your information within their platform.

c. Scheduling Information

If you book an appointment through Calendly, Calendly collects your name, email address, and the appointment time you select. Please review Calendly's Privacy Policy at calendly.com for details.

d. Website Usage Information

When you visit thesignary.com, Squarespace (our website host) automatically collects certain technical information, including:

  • IP address

  • Browser type and version

  • Device type and operating system

  • Pages visited and time spent on the site

  • Referring website (how you arrived at our site)

This information is collected through cookies and is used by Squarespace to provide us with basic analytics about site traffic. We do not use Google Analytics or any additional third-party advertising or tracking tools.

4. Cookies

Our website uses cookies — small text files stored on your device by your browser. We use two types:

Necessary cookies: Required for the site to function properly. These cannot be disabled.

Analytics cookies: Used by Squarespace to count visits and understand how visitors navigate our site. These are non-essential and you may decline them.

Our website uses cookies solely to operate the site and to provide us with basic, anonymized traffic data through Squarespace's built-in analytics. We do not use cookies for advertising, behavioral tracking, or to share your information with any third party. If you prefer not to accept any cookies, you may adjust your browser settings to refuse them.

5. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide notary services — scheduling your appointment, conducting the notarization, and preparing your completed documents

  • To communicate with you — sending confirmation emails, appointment reminders, and follow-up correspondence

  • To comply with legal obligations — Washington State law requires licensed Remote Online Notaries to maintain a notarial journal and retain audio-visual recordings of all sessions; pursuant to applicable Washington State regulations, these records are retained for a minimum of ten (10) years

  • To maintain business records — including invoices and payment records

  • To improve our website — using anonymized traffic data to understand how visitors use our site

We do not sell, rent, or share your personal information with third parties for their marketing purposes.

6. Legal Basis for Processing (Washington State)

We collect and use your personal information because it is:

  • Necessary to perform a contract — providing notary services you have requested

  • Required by law — notarial record-keeping is mandated under Washington State notary law (RCW 42.45)

  • In our legitimate interests — communicating with you about your appointments and maintaining our business operations

7. How We Share Your Information

We share your information only as necessary to provide services:

Pactima: Our notary platform, which hosts and secures the video recording, documents, and identity verification from your session. Pactima processes data as a service provider under our direction.

Calendly: Our scheduling platform, which receives your name and email when you book an appointment.

Google Workspace (Gmail, Google Drive, Google Sheets): Used internally to manage client communications, records, and business operations. Google processes this data as a service provider under our direction.

Squarespace: Our website host, which processes website traffic data as described above.

Legal or regulatory authorities: We may disclose information if required to do so by law, court order, or government authority.

We do not sell your personal information. We do not share it with any advertising networks, data brokers, or any party not listed above.

8. Data Retention

We retain your information for the following periods:

Information TypeRetention PeriodNotarization records (video, signed documents, notarial journal)10 years, as required by Washington State lawIntake form informationDuration of the client relationship, plus reasonable business record periodAppointment/scheduling records3 yearsWebsite analytics (Squarespace)Per Squarespace's data retention policyEmail correspondence3 years

After applicable retention periods, we securely delete or destroy your information.

9. Data Security

We take reasonable and appropriate technical and organizational measures to protect your information. These include:

  • Use of password-protected, professionally hosted platforms (Pactima, Google Workspace, Squarespace)

  • Encrypted transmission of data (HTTPS on our website)

  • Limiting access to client information to authorized personnel only

No method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information using industry-standard practices.

10. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

For all clients:

  • You may request a copy of the personal information we hold about you

  • You may request correction of inaccurate information

  • You may request deletion of your information, subject to our legal retention obligations (for example, notarial records cannot be deleted during the legally required retention period)

For California residents: Under the California Consumer Privacy Act (CCPA), you have the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.

To exercise any of these rights, contact us at info@thesignary.com. We will respond within thirty (30) days.

11. Children's Privacy

Our services are intended for adults entering into legally binding documents. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has submitted information through our site, please contact us immediately at info@thesignary.com and we will promptly delete it.

12. Third-Party Links

Our website may contain links to third-party websites (such as Calendly booking pages or informational resources). This Privacy Policy applies only to thesignary.com. We are not responsible for the privacy practices of any third-party site and encourage you to review their policies before submitting personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised "Last Updated" date. For material changes, we will make reasonable efforts to notify current clients.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please contact us:

The Signary Email: info@thesignary.com Website: thesignary.com Location: Vancouver, Washington

This Privacy Policy was last reviewed and updated on June 6, 2026.