1. Scope and Acceptance

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This Privacy Policy explains how Nest Notary ("Nest Notary," "we," "us," or "our") collects, uses, discloses, retains, and protects personal data when you visit nestnotary.com (the "Site"), request or receive services, submit a form or document, make a payment, communicate with us, or otherwise interact with us. It applies to our mobile, remote online, apostille and authentication, loan-signing, estate-planning, business, real-estate, personal, hospital or healthcare-location, courier, document-delivery, and coordinated translation services.

By using the Site or submitting information, you acknowledge this Policy. Where applicable law requires consent—particularly for sensitive personal data, biometric processing, marketing communications, or nonessential cookies—we will request consent separately. This Policy does not replace any service-specific authorization, notarial record requirement, platform notice, or terms of service.

This Policy does not govern a third party's independent privacy practices, even when that third party is linked from the Site or helps provide a requested service. In those circumstances, both this Policy and the third party's notice may apply.

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2. Personal Data We Collect

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The information we collect depends on how you interact with us and which service you request. We may collect the following categories:

• Contact and identifier data, including name, email address, telephone number, mailing address, signature, business name, job title, and preferred contact method.

• Booking and service data, including appointment date and time, service location, signer and witness details, document count, issuing authority, destination country, requested turnaround, delivery preference, special instructions, and service history.

• Identity and notarial data, including government-issued identification details or images, date of birth, identity-proofing results, credential-analysis results, notarial certificate information, electronic signatures or seals, journal entries, audit trails, and remote-session information.

• Documents and content you provide, including scans, photographs, copies, originals, translations, powers of attorney, estate, corporate, real-estate, loan, vital-record, immigration-related, court, educational, healthcare-related, or other documents submitted for review or service performance.

• Sensitive personal data that may appear in a document or be necessary for a requested service, such as precise service location, citizenship or immigration status, racial or ethnic origin, religious belief, health information, account or identification numbers, or biometric data used for identity verification.

• Payment and transaction data, including amount, billing details, payment status, refunds, chargebacks, and limited card information made available by the payment processor. We generally do not receive or store full payment-card numbers.

• Communications, including emails, text messages, telephone inquiries, form responses, reviews, feedback, and records of customer-support or service communications.

• Website and device data, including IP address, browser and device type, operating system, referring pages, pages viewed, approximate location derived from IP address, cookie identifiers, dates and times of access, and Site interaction or security logs
   

3. Sources of Personal Data

We may collect personal data directly from you; automatically through the Site; from a person or organization that asks us to coordinate a service involving you; from title, escrow, mortgage, legal, healthcare, business, or other professional clients; from service providers; and from government, public-record, or other sources as necessary to complete a request. If you provide personal data about another person, you represent that you have the lawful authority to provide it and to request the intended service.

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4. How We Use Personal Data

We may use personal data to:

• Review inquiries, determine service eligibility and scope, prepare quotes, schedule appointments, and provide requested services.

• Verify identity, perform credential analysis, complete notarial acts, create required journals or audit trails, and comply with remote-online-notarization requirements.

• Coordinate apostille, authentication, legalization, certified-copy, translation, courier, shipping, filing, or delivery services with appropriate providers and authorities.

• Process payments, deposits, refunds, invoices, taxes, disputes, and fraud or chargeback reviews.

• Communicate about an inquiry, appointment, document, payment, delivery, service update, security issue, or privacy request.

• Operate, secure, troubleshoot, and improve the Site and services; measure general Site performance; and create aggregated or deidentified business insights.

• Detect, investigate, and prevent fraud, misuse, security incidents, unlawful conduct, or violations of our policies or agreements.

• Comply with notarial, tax, accounting, recordkeeping, subpoena, court-order, governmental, regulatory, insurance, and other legal obligations; establish or defend legal claims; and protect the rights, safety, and property of Nest Notary, our clients, and others.

We will not use sensitive personal data or client documents for a purpose that is materially unrelated to the requested service without providing any additional notice or obtaining consent required by law.

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5. Sensitive Personal Data and Service-Specific Consent

Some services necessarily involve sensitive personal data. We process that information only as reasonably necessary to review, arrange, or perform the service; satisfy legal and notarial duties; prevent fraud; protect safety; or pursue another purpose disclosed when the information is collected. Where applicable law requires consent, we will request a separate, affirmative consent before processing.

For hospital or healthcare-location appointments, the fact that a service occurs at a healthcare facility or the contents of a submitted document may reveal health information. Nest Notary is not automatically a healthcare provider, health plan, healthcare clearinghouse, or business associate under HIPAA merely because it provides a notarial or courier service. Unless we expressly agree otherwise in writing, do not use ordinary email or a general website form to send full medical records. Submit only the pages and information specifically requested and necessary for the service.

If an identity-verification or remote-notarization provider uses facial comparison, liveness detection, voice, or other biometric technology, the provider may present a separate notice and consent. We do not authorize biometric data to be used for advertising or an unrelated commercial purpose.

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6. When We Disclose Personal Data

We may disclose personal data only as reasonably necessary for the purposes described in this Policy, including to the following categories of recipients:

• Website, booking, hosting, customer-management, cloud-storage, email, communications, analytics, cybersecurity, and IT providers, including providers supporting the Site and its forms.

• Payment processors, banks, accounting providers, insurers, and fraud-prevention providers.

• Remote-online-notarization, identity-proofing, credential-analysis, electronic-signature, and audio-video communication providers.

• Government offices, secretaries of state, county or court offices, embassies, consulates, educational institutions, record custodians, certified-copy providers, or other authorities involved in a requested apostille, authentication, filing, or verification.

• Couriers, postal operators, shipping carriers, delivery providers, translators, interpreters, printing or scanning providers, and other subcontractors needed to complete a requested service.

• Title companies, lenders, escrow companies, attorneys, law firms, healthcare facilities, employers, businesses, witnesses, signers, recipients, or other parties that direct, participate in, or receive the requested service or document.

• Professional advisers, auditors, regulators, courts, law enforcement, and other persons when disclosure is required by law or reasonably necessary to protect rights, safety, property, prevent fraud, enforce agreements, or address a dispute.

• A buyer, successor, financing source, or other participant in a merger, acquisition, restructuring, financing, sale of assets, bankruptcy, or similar business transaction, subject to appropriate confidentiality measures where feasible.

These recipients may process information under their own privacy notices and legal duties. Nest Notary may use providers located outside your state or country. We require or expect providers acting solely on our behalf to use personal data only for authorized purposes and to apply safeguards appropriate to the nature of the information, but no third-party system is under our absolute control.

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7. No Sale of Personal Data; No Targeted Advertising Using Service Files

Nest Notary does not sell personal data, including sensitive personal data, for money or other valuable consideration as those terms are defined under applicable comprehensive U.S. state privacy laws. We do not share personal data for cross-context behavioral advertising and do not use client documents, government-identification information, signatures, notarial records, or service-intake details for targeted advertising. Disclosures made to complete a service you requested, process a payment, comply with law, or use a service provider on our behalf are not intended as sales.

Mobile telephone numbers, text-message opt-in data, and consent records will not be sold or shared with third parties for their own marketing or promotional purposes.

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8. Cookies and Similar Technologies

The Site may use cookies, pixels, local storage, and similar technologies that are necessary to operate forms, bookings, payments, security functions, preferences, and basic analytics. Where required, nonessential technologies will be controlled through a cookie banner or preference tool. You may also adjust your browser settings, but blocking essential cookies may prevent parts of the Site from functioning.

Some browsers support Global Privacy Control or Do Not Track signals. Because industry responses to Do Not Track are not uniform, the Site may not respond to every signal. We will honor legally recognized opt-out preference signals where applicable. Because Nest Notary does not sell personal data or share it for cross-context behavioral advertising, such a signal may not change ordinary service, security, or analytics processing.

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9. Payments

Payments are processed through third-party payment providers. Payment-card information submitted at checkout is collected and processed by the provider under its privacy and security terms. Nest Notary may receive a transaction identifier, payment status, billing name or address, card brand, and partial card details, but generally does not receive or retain the full card number or security code. Do not send payment-card information by ordinary email or text message.

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10. Remote Online Notarization and Identity Verification

A remote online notarization may require government identification, knowledge-based authentication or another identity-proofing method, credential analysis, electronic signatures, session metadata, an electronic journal or audit trail, and an audio-video recording. This information may be collected or retained by Nest Notary, the commissioned notary, and the selected platform as required by applicable law, regulation, contract, or platform rule. The platform's privacy notice and consent screens also apply. A request to delete information may be denied to the extent retention is legally required or reasonably necessary to preserve the integrity of a notarial record.

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11. Client Documents, Originals, and Information About Others

Submit only information reasonably necessary for the requested service. Unless specifically requested, redact unrelated Social Security numbers, financial account numbers, passwords, medical details, and other highly sensitive content. Website uploads for apostille or authentication review should ordinarily be clear copies. Do not mail or deliver original documents until Nest Notary provides instructions.

You are responsible for confirming that you have the authority to possess, transmit, translate, notarize, authenticate, ship, or direct delivery of documents and personal data submitted to us. We may reasonably rely on the information and authority represented by the person placing the request. We may decline, pause, or require additional verification for a request that appears unauthorized, unlawful, fraudulent, incomplete, unsafe, or inconsistent with notarial duties.

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12. Communications and Marketing Choices

We may send service-related communications that are reasonably necessary to respond to you or administer a transaction, such as quote, appointment, payment, identity-verification, document-status, pickup, delivery, security, and policy notices. These are not promotional messages, and some may continue while a service or legal obligation remains open.

If we offer marketing emails or texts, we will use the consent or other legal basis required for that channel and provide a method to opt out. You may unsubscribe from marketing email using the link in the message. You may opt out of automated marketing texts by replying STOP. Opting out of marketing does not prevent necessary nonmarketing communications about a pending request or completed transaction. Message and data rates may apply, and message frequency may vary.

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13. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, including completing the service, maintaining business and transaction records, complying with notarial and other legal requirements, resolving disputes, enforcing agreements, preventing fraud, and establishing or defending claims. Retention periods vary based on the type and sensitivity of the data, the service involved, provider settings, legal requirements, limitation periods, and whether a dispute, investigation, legal hold, or security concern exists.

Notarial journals, remote-session recordings, identity-proofing records, audit trails, and related records may be retained for the period required by applicable law or platform rules even after other customer information is deleted. We may retain a limited record of a privacy request or communication preference to document compliance. When information is no longer reasonably needed, we may delete, destroy, anonymize, or deidentify it using methods appropriate to the circumstances. Backup copies may remain until overwritten through ordinary backup cycles.

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14. Data Security

We use administrative, technical, and physical safeguards designed to protect personal data in light of the nature of the information and the size and scope of our operations. These may include access restrictions, authentication controls, secure service providers, encryption in transit where supported, confidentiality expectations, monitoring, and secure disposal practices. Access to client documents is limited to persons and providers with a legitimate need to perform the service or another authorized function.

No website, transmission, platform, delivery route, or storage system can be guaranteed completely secure. You transmit information at your own risk and should use the designated upload method rather than ordinary email or text for sensitive documents. If you believe information submitted to Nest Notary has been lost, misdirected, or accessed without authorization, contact us immediately using the information below.

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15. Children's Privacy

The Site is not directed to children under 13, and children under 13 may not submit a booking, payment, or general inquiry on their own. Services must be requested by an adult with authority to act. A document may contain information about a minor when lawfully submitted by a parent, guardian, authorized organization, or other person with legal authority. If we learn that a child under 13 submitted personal data directly without appropriate authorization, we will take reasonable steps to delete it, subject to legal retention obligations.

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16. Your Privacy Rights

Depending on where you live and subject to applicable exceptions, you may have the right to:

• Confirm whether we process your personal data and access or obtain a portable copy of eligible data.

• Correct inaccuracies in your personal data.

• Request deletion of personal data you provided or that we obtained about you.

• Opt out of the sale of personal data, targeted advertising, or certain profiling. Nest Notary does not presently engage in those activities as described in Section 7.

• Withdraw consent to the future processing of sensitive personal data when consent is the applicable basis, without affecting lawful processing completed before withdrawal.

• Appeal a refusal to act on a privacy request and exercise privacy rights without unlawful discrimination or retaliation.

These rights are not absolute. We may deny or limit a request when permitted or required by law, including when information must be retained for a notarial record, transaction, tax or accounting duty, fraud prevention, security, legal claim, another person's rights, or another lawful exception.

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17. How to Submit a Privacy Request or Appeal

You do not need to create an account. Submit a request using either method below:

• Email: info@nestnotary.com with the subject line “Privacy Request.”

• Telephone: 469-209-9111.

Describe the right you wish to exercise, the state or country where you reside, and enough information for us to identify relevant records. To protect your data, we may verify your identity and authority using information already associated with the request. Do not email copies of identification unless we specifically request a secure method. An authorized agent may submit a request where permitted by law, but we may require proof of authorization and may verify your identity directly.

We will respond within the period required by applicable law. For rights governed by the Texas Data Privacy and Security Act, an authenticated request generally receives a response without undue delay and no later than 45 days, subject to a permitted extension. If we deny a request, our response will explain the basis and available appeal process.

To appeal, email info@nestnotary.com with the subject line “Privacy Appeal” within 30 days after receiving our decision and explain why you believe it should be reconsidered. We will review the appeal and respond within the period required by applicable law. If a Texas appeal is denied, you may submit a complaint to the Texas Attorney General at texasattorneygeneral.gov.

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18. International Access and Data Transfers

Nest Notary is based in Texas, United States. Personal data may be processed in the United States and in other locations where service providers or authorities operate. Those locations may have privacy laws different from the laws where you live. When required, we will use legally recognized safeguards for applicable cross-border transfers. By requesting a service that necessarily involves a foreign authority, recipient, courier, translator, embassy, or consulate, you direct us to transmit the information reasonably necessary to complete that request.

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19. Third-Party Sites and Services

The Site may link to or integrate third-party websites, booking tools, payment pages, remote-notarization platforms, maps, social media, or delivery tools. We do not control the privacy, security, availability, or content of independent third parties. Review their notices before submitting information. A link or integration does not by itself mean that Nest Notary endorses every practice of the third party.

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20. Changes to This Policy

We may update this Policy to reflect changes in law, technology, providers, or business practices. The revised version will be posted on the Site with a new effective date. Where required, we will provide additional notice or obtain consent before applying a materially different use to personal data already collected. Your continued use of the Site after an update does not waive rights that cannot lawfully be waived.

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21. Contact Us

For questions, privacy requests, appeals, or security concerns, contact:

Nest Notary
Email: info@nestnotary.com
Telephone: 469-209-9111
Website: https://www.nestnotary.com

This Policy is intended to describe our practices and satisfy applicable notice obligations. It does not create a warranty of absolute security or contractual rights beyond those provided by applicable law, and it does not limit any right that cannot legally be limited or waived.

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