Privacy Policy

What we collect

The book and estimate forms ask for your name and email. You may also provide a phone number, city or signing location, preferred date and time, document type and title, notes, and optional document uploads (PDF, Word, or images).

When you call, text, fax, or email us, we receive the content of that communication and the phone number or email address it came from. At an appointment, our notary journal records the facts Texas law requires for each notarial act. We never record identification numbers or thumbprints in the notary journal.

If we send a Stripe invoice or you pay by Venmo, the payment provider processes the payment details under its own terms. We do not store full credit card numbers on this website.

How we use it

We use this information to respond to your request, prepare a fee estimate, schedule a notarization, keep a job record in our staff CRM, and communicate with you about the appointment. Optional uploads help us count pages, identify notarial acts, and draft a written estimate. Production AI services are configured under business or paid API terms that do not use these uploads to train public AI models for others.

Calls, texts, faxes, and email

Our business phone line, text messaging, and electronic fax service run through our phone provider, Telnyx, and arrive in our staff inbox alongside our email. Calls to our business line may be recorded for quality and record-keeping, and our greeting lets you know when a call is being recorded. Voicemail messages are recorded as well. Call recordings and faxes are kept as business records, including copies filed in our Microsoft SharePoint records libraries, and are available only to authorized staff.

Text messages

If you give us your mobile number, we may send text messages about your appointment, such as confirmations, scheduling updates, and follow-ups. Message frequency varies. Message and data rates may apply. Reply STOP to opt out of appointment texts at any time, or HELP for help. Opting out of texts never affects your service — you can always reach us by phone or email instead. We do not share mobile numbers with third parties for their marketing.

Online notarizations

Remote online notarization sessions are performed on the OneNotary platform. The platform verifies your identity before the session using credential analysis of your ID and knowledge-based identity questions, and the audio-video session is recorded and retained as Texas law requires. Information you provide during an online session is handled through that platform under its terms as well as this policy.

Where it is stored

Job, contact, and communication records are stored in our private CRM database with our cloud hosting providers, with local copies of uploaded files. Access to these records is limited to authorized staff, and data in transit is protected by encryption. Copies of records may also be saved in our Microsoft 365 account, including our SharePoint Client Intake library, our fax libraries, and a call recordings library, and appointment emails may be sent and received through Outlook. Certified journal entries and scan-backs from our PathFinder field tools are stored on the same systems when that integration is enabled.

When AI document review is enabled, an upload may be securely transmitted to Microsoft Azure AI services (Azure AI Document Intelligence and Azure OpenAI) solely to read the document and prepare an estimate, and our staff may use Azure OpenAI tools to help draft replies and summaries. Under Microsoft's Azure terms, this content is not used to train Microsoft's models; Microsoft may retain limited records for abuse monitoring. We do not record ID numbers from identification documents. An ID image is saved only for a loan signing, only when staff choose to save it to that job's scan-back.

We do not sell your information

We do not sell, rent, or share your personal information or documents with marketers. We share information only as needed to complete your notarization (for example, a title company or lender you asked us to work with), to process a payment, or when the law requires it. We use trusted service providers to run the business — including Microsoft, Telnyx, Stripe, Venmo, and OneNotary — and they process information only to provide their services to us. When we perform a loan signing at the direction of a title company or lender, we handle the related information under their instructions and the safeguards required for that transaction.

Retention and requests

We keep job records and notarial records for as long as Texas notary and business-record rules require, including the five-year audio-video retention for online notarizations under Texas Government Code § 406.108 when a remote session is performed. Call recordings, voicemails, texts, faxes, and emails are kept as ordinary business records. To ask what we hold about you, request a correction, or update a contact detail, email admin@veritas-notary.com or call (903) 458-9752.

This site is not legal advice

Veritas Notary LLC staff are not attorneys licensed to practice law in Texas and may not give legal advice or accept fees for legal advice.