Privacy Policy
This policy summarizes how Notary Ninjas handles information submitted through the website, dashboard, mobile apps, upload tools, appointment workflows, and related services.
This Privacy Policy applies to Notary Ninjas, LLC, Brooklyn Notary Ninjas, the public website, customer dashboard, iPhone app, Android app, remote notary booking tools, apostille support tools, translation tools, practice test tools, payment workflows, and related services. The mobile apps are coming soon, and this policy is intended to cover general app use once released.
All files uploaded for a remote notary or apostille session are automatically and permanently deleted from Notary Ninjas systems after the session is marked completed or cancelled. File-access links are also removed. Users must download or retain any copies they need before the session is completed or cancelled because deleted files cannot be recovered.
This file-deletion policy does not require deletion of legally required notarial journal entries, transaction and payment records, audit logs, session status history, filenames, or other non-file metadata that Notary Ninjas must retain for legal, security, fraud-prevention, accounting, or operational purposes.
Due to statutory and regulatory recordkeeping requirements, including laws and regulations governing notarial records, Notary Ninjas cannot offer complete account deletion. Accounts may be closed or disabled, but records connected to notarial acts, apostille requests, payments, audit trails, identity verification, session history, or other legally required business records must remain preserved for the applicable statutory retention period.
Where legally permitted, optional profile information and information that is not required for compliance, security, accounting, fraud prevention, or operational purposes may be removed. Closing an account, disabling access, or uninstalling an application does not delete records that Notary Ninjas is legally required to retain.
Because customer information is retained only for service delivery, compliance, and recordkeeping, Notary Ninjas does not maintain and will not conduct marketing or promotional campaigns. All communications from Notary Ninjas specifically relate to notarial acts, apostille services, appointment scheduling, identity or document verification, payments, session status, account security, customer support, legal compliance, or other matters directly connected to a service requested by the user.
Information We Collect
We may collect account information, contact details, uploaded documents, signer information, appointment requests, payment status information, quiz activity, generated outputs, service notes, IP address, browser information, device information, app version, operating system, diagnostic logs, crash information, and communications submitted through the site or app.
For mobile app use, we may collect device identifiers, push notification tokens, app usage events, session metadata, and optional permission-based information such as camera, microphone, file access, photo library access, or location information when those permissions are enabled or needed for a requested service.
How We Use Information
We use information to provide dashboard services, process uploads, generate translations and affidavits, manage quizzes and certificates, process payments, verify Zelle submissions, coordinate remote notary and apostille appointments, route jobs to staff or notaries, respond to users, maintain security, prevent fraud, troubleshoot app issues, and improve services.
Mobile App Permissions
The iPhone and Android apps may request permission to upload documents, take photos, access files, send notifications, use camera or microphone features, open remote session links, or support appointment communications. You can deny or revoke app permissions through your device settings, but some features may not work without required permissions.
Push notifications, email notices, SMS messages, or dashboard notices may be used only for appointment reminders, notarial or apostille service updates, document status updates, payment notices, security alerts, legally required notices, and other direct administrative communications relating to a requested service. We do not send marketing or promotional campaigns. Message and data rates may apply for SMS or carrier-based services.
Service Providers
We may use service providers such as payment processors, AI providers, hosting companies, email providers, security tools, analytics tools, app stores, crash reporting tools, remote communication platforms, shipping providers, and remote online notary platforms. These providers process information only as needed to support the service, subject to their own terms and privacy policies where applicable.
Uploaded Documents and AI Processing
Documents uploaded for remote notary booking, apostille support, translation, review, or other tools may be processed by staff, contractors, automated systems, or service providers, including AI systems, to generate draft outputs, prepare appointments, review document type, count pages, or route service requests. Do not upload information you are not authorized to process. Review generated outputs before using them.
For remote notary and apostille sessions, uploaded files are temporary. They are automatically and permanently deleted from Notary Ninjas systems, and their access links are removed, after the applicable session is marked completed or cancelled.
Payments
Card, Klarna, Zelle verification, invoices, and related online payments may be handled by third-party payment processors. We generally receive payment status, transaction identifiers, customer billing metadata, dispute information, and related records, not full card numbers.
Retention, Account Closure, and Deletion
Remote notary and apostille uploads are not retained after the related session is completed or cancelled. At that point, the uploaded files are permanently deleted from Notary Ninjas systems and file-access links are removed. Users are responsible for retaining any copies they may need before the session status changes to completed or cancelled.
Notarial journal entries, signer and transaction records, payment records, audit logs, session history, filenames, account identifiers, and other non-file metadata may be retained for the period required by applicable notarial, tax, payment, fraud-prevention, litigation-hold, security, and business-recordkeeping laws or regulations.
Because an account may be inseparably connected to records that Notary Ninjas is legally required to preserve, complete account deletion is not available for accounts associated with notarial acts or other required records. A user may request that account access be disabled or closed. Where permitted, we may also remove optional profile information and other data that is not needed to satisfy a legal, regulatory, security, accounting, or operational obligation. Closing an account or uninstalling a mobile app does not erase required records already maintained in our systems.
No Marketing or Promotional Campaigns
Notary Ninjas does not maintain and will not conduct marketing or promotional campaigns. We do not use account, signer, notarial, apostille, payment, identity-verification, or transaction information for advertising, promotions, or unrelated solicitations, and we do not sell customer information to advertisers. Every communication from us is service-related and concerns a notarial act, apostille request, appointment, document or identity verification, payment, session status, account security, customer-support request, legal-compliance obligation, or another matter directly connected to a service requested by the user.
Security
We use reasonable administrative, technical, and organizational safeguards to protect information, including account controls, access restrictions, secure transmission where supported, monitoring, and workflow controls. No system is perfectly secure. Users are responsible for protecting login credentials, device access, email accounts, and uploaded documents.
Children
The website, dashboard, and mobile apps are not intended for children under 13. Users should not submit information on behalf of a minor unless they have legal authority and the information is needed for a requested service.
Changes to This Policy
We may update this policy as website features, dashboard tools, mobile apps, service workflows, vendors, legal requirements, or security practices change. Continued use of the website, dashboard, or app after an update means you accept the updated policy.
Contact
Use the website contact options or dashboard support options for privacy-related questions.