Privacy Policy

We collect information directly from you, automatically through your interaction with our site, and as required by Texas notary statutes.

Personal Identifiable Information (PII): Name, email address, physical address, phone number, and communication preferences provided when submitting booking forms, scheduling appointments, or contacting us.

Government Identification & Verification Data: Information appearing on government-issued credentials, such as a Driver’s License, Passport, or State ID, presented during in-person or online notarizations for identity verification purposes.

Notarial & Statutorily Mandated Journal Data: Pursuant to Texas Government Code § 406.014 and Texas Administrative Code Title 1, Part 4, Chapter 87, we record specific notarization details in an official notary journal. This includes signers' names, signatures, addresses, identification types, document types, and notarization dates.

Remote Online Notarization (RON) Audio-Video & Biometric Data: For RON sessions, third-party technology providers assist in capturing biometric identity verification, such as Knowledge-Based Authentication (KBA) and credential analysis, alongside encrypted audio-visual recordings of the live notary session as mandated by Texas Government Code § 406.108.

Payment Information: Credit card numbers, billing addresses, and payment transaction details processed securely via third-party merchant service providers.

Device & Usage Data: Information collected automatically when navigating our website, including IP addresses, browser types, operating systems, referring URLs, and pages viewed.

Cookies & Tracking Technologies: Standard cookies and web analytics tools used to optimize website traffic, performance, and user navigation.

We process and use your information for the following business and statutory purposes:

Fulfilling Notarial Services: Conducting identity verification, executing notarial acts, and completing requested general, mobile, or remote online notary appointments.

Statutory Compliance & Legal Obligations: Maintaining mandatory Texas Notary Public journals, archiving recorded RON audio-video sessions for the required statutory retention periods, and fulfilling official legal requests.

Customer Communication & Scheduling: Confirming appointments, providing service updates, delivering electronic receipts, and responding to inquiries.

Payment Processing: Completing billing transactions and maintaining business billing records.

Website Improvement: Analyzing usage metrics to enhance website performance, site security, and overall user experience.

Solace Notary does not sell, rent, trade, or share your personal information with third parties for marketing or promotional purposes. We disclose information strictly under the following conditions:

Authorized Service Providers: We share necessary data with trusted third-party vendor platforms that facilitate our business operations, including state-approved RON platforms, identity verification networks, payment processors, and website hosting services. These partners are bound by confidentiality standards.

Legal & Statutory Requirements: We may disclose your information, including notary journal entries or session recordings, if required by Texas law, court order, subpoena, official request by the Texas Secretary of State, or to cooperate with law enforcement agencies in legal investigations.

Public Notary Journal Access: Pursuant to Texas law, an official notary journal is a public record. Inspection of journal entries may be granted upon request under statutory guidelines provided the requesting party specifies the exact details of the entry.

Business Transfers: In the event of an operational reorganization, merger, or asset sale, business records, excluding non-transferable notary seals and statutory journals governed by state laws, may be transferred in accordance with legal requirements.

Data Security: We implement administrative, physical, and digital security measures to safeguard your personal data from unauthorized access, disclosure, or alteration. Online transactions and RON sessions utilize end-to-end encryption, digital seals, and secure storage platforms.

Statutory Retention Periods: Notary record retention is strictly governed by Texas law. Official notary journal entries and Remote Online Notarization audio-video recordings are retained for the full statutory period required by the State of Texas, including a minimum of five (5) years for online notary audio-visual recordings under Texas Government Code § 406.109.

While we take every reasonable precaution, no transmission over the Internet or electronic storage system can be guaranteed to be 100% secure.

Uploaded Documents: Documents submitted through our Document Upload option are used to prepare for and fulfill your requested notary service, including formatting checks, page review, pre-tagging, test printing, and document printing when requested.

24-Hour Notice / Cut-off Window: Documents must be uploaded at least 2 to 4 hours prior to the scheduled appointment, or 24 hours prior for large packet reviews, to allow adequate time for formatting, pre-tagging, and test printing.

No Unrequested Editing: The notary prints documents strictly as uploaded by the client. The notary cannot draft, rewrite, or alter document text prior to or during printing.

Non-Refundable Print Deposit: Once documents are printed, the per-page printing fee is non-refundable—even if the client cancels or reschedules the appointment—because physical ink and paper have already been used.

Our website and notary booking services are directed exclusively to adults. We do not knowingly collect, solicit, or maintain personal information online from individuals under eighteen (18) years of age.

If we learn that we have inadvertently collected personal data online from a minor under the age of 18 without verifiable parental or legal guardian authorization, we will delete that information immediately. If you believe a minor has submitted personal information to our site, please contact us at support@solacenotary.com.

Subject to state privacy laws and notary recordkeeping regulations, you may exercise the following rights regarding your personal information:

Access & Correction: You may request access to the personal data we hold about you and request corrections to inaccurate or incomplete information.

Opt-Out: You may opt out of receiving non-essential marketing or informational emails at any time by following the unsubscribe instructions in those messages.

Exceptions for Statutory Records: Statutory notary journal entries, identity verification records, and RON session recordings cannot be modified, deleted, or removed prior to the expiration of state-mandated retention periods under Texas law.

To submit a request regarding your data rights, contact support@solacenotary.com.

Our website may contain links to external third-party websites, such as scheduling platforms, document-upload services, state portals, or legal reference links. Solace Notary has no control over and is not responsible for the content, security, or privacy policies of third-party websites. We encourage you to review the privacy policy of any site you visit.

We reserve the right to modify or update this Privacy Policy at any time to reflect operational updates or legal changes. The top of this page will display the “Last Updated” date whenever revisions are posted. Changes take effect immediately upon posting to solacenotary.com.

For questions, concerns, or inquiries regarding this Privacy Policy or our privacy practices, contact:

Solace Notary
Email: support@solacenotary.com
Phone: (210) 816-1053
Website: solacenotary.com