Privacy Policy
NY Notary Public Services
Secure Client Intake Portal
Effective Date: May 2026
NY Notary Public Services (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information submitted through our Secure Client Intake Portal and related services.
This Privacy Policy explains how information is collected, used, stored, and shared when you submit information through our intake forms, upload documents, communicate with our office, or use our websites and secure portals.
1. Information We Collect
We may collect information including, but not limited to:
- Full name
- Email address
- Telephone number
- Mailing and shipping addresses
- Marriage record information
- Apostille or legalization information
- Uploaded documents and images
- Identification documents
- Court or government-issued records
- Shipping details
- Communication preferences
- Other information voluntarily submitted through our forms
2. Uploaded Documents
Clients may upload documents in connection with notary, apostille, translation, court, authentication, legalization, retrieval, or related services.
Please do not upload:
- Social Security numbers unless specifically requested
- Banking information
- Password-protected files unless requested
- Sensitive information unrelated to your request
Uploaded files may include:
- Marriage certificates
- Birth certificates
- Passports
- Court records
- Corporate documents
- Identification documents
- Government-issued records
3. How Information Is Used
Information submitted through our portal may be used to:
- Review and process service requests
- Contact clients regarding services
- Prepare documents and instructions
- Coordinate shipping and delivery
- Facilitate apostille, authentication, legalization, translation, notary, retrieval, or court-related services
- Verify identity and service eligibility
- Maintain internal project records
- Improve workflow and operational efficiency
- Respond to inquiries or support requests
Submission of information through this portal does not guarantee acceptance of a project or service request.
4. Sharing of Information
Information and documents may be shared when reasonably necessary to complete requested services, including with:
- Government agencies
- Courts
- County Clerks
- Secretaries of State
- Apostille and authentication offices
- Translation providers
- Shipping carriers
- Remote Online Notary platforms
- Trusted service partners and contractors
We do not sell personal information to third parties.
5. Document Retention
Uploaded documents and submitted information may be retained temporarily for operational, legal, backup, or compliance purposes.
Unless otherwise required for ongoing services or legal obligations, uploaded portal files are generally scheduled for deletion approximately sixty (60) days after submission.
Clients are encouraged to maintain their own copies of all submitted documents.
6. Security Measures
We implement reasonable administrative, technical, and organizational safeguards intended to protect submitted information and uploaded files.
These measures may include:
- SSL/HTTPS encryption
- Restricted administrative access
- Secure hosting environments
- Password-protected systems
- Controlled document handling procedures
However, no internet transmission or electronic storage system can be guaranteed completely secure.
7. International Clients
Our services may involve international document processing, international shipping, and cross-border communication.
By submitting information through the portal, clients acknowledge that documents and information may be transmitted internationally as necessary to complete requested services.
8. Minors
This portal and related services are not intended for individuals under eighteen (18) years of age.
Minors should not submit information or upload documents through the portal without appropriate parental or legal supervision.
9. Client Requests Regarding Information
Clients may contact us to:
- Request deletion of submitted information when appropriate
- Correct inaccurate information
- Request additional information regarding submitted records
Certain information may need to be retained for legal, operational, compliance, shipping, accounting, fraud-prevention, or recordkeeping purposes.
Requests may be submitted to:
10. Cookies and Analytics
At this time, the portal does not intentionally use advertising trackers, analytics pixels, or behavioral advertising systems.
Basic server logs and technical information may still be collected automatically by hosting providers, security systems, or website infrastructure.
11. Third-Party Services
Certain services may be provided through third-party systems, including:
- Hosting providers
- Email systems
- Shipping carriers
- Remote notarization platforms
- Cloud infrastructure providers
We are not responsible for the independent privacy practices of third-party services.
12. No Legal Advice
Information provided through the portal, emails, forms, or communications does not constitute legal advice.
Clients should consult an attorney regarding legal rights, obligations, or document requirements when appropriate.
13. Changes to This Policy
We reserve the right to update or modify this Privacy Policy at any time without prior notice.
Updated versions may be posted through the portal or related websites.
14. Governing Law
This Privacy Policy shall be governed by the laws of the State of New York and applicable United States law.
15. Contact Information
NY Notary Public Services
Email: