Privacy Policy

Bookings. Your name, email address, telephone number, the service you need, whether the meeting is online or in person, the time slot you selected and any notes you choose to add.

Inquiries. Your name, contact details, the type of matter, how urgent you believe it is, how you would prefer us to reply and your description of the situation.

Online notary documents. The PDF you upload, the name and email address you enter with it, the signature image you draw, and a record of which pages were signed and when.

Technical details. The date and time of each request and its approximate origin, so uploads can be limited and abuse detected.

To respond to you, prepare and confirm appointments, complete a signing you asked us to handle, keep the records our profession requires, and meet our legal obligations. We do not sell your information and we do not use it for advertising.

Records sit in managed databases and encrypted private object storage operated by third-party cloud providers. Uploaded documents are never published to a public URL and are retrieved only through our own application. Confirmation messages are sent through a transactional email provider.

Cloud infrastructure may process data outside Canada. If your matter requires that your information stay inside Canada, tell us before uploading and we will use another method.

Booking and inquiry records are kept while your file remains open and afterwards for the retention period that applies to the professional serving you. Online notary uploads are kept so a signed document can be reissued and the signing can be evidenced; you may ask us to delete an upload and we will normally do so within 30 days unless we must keep it.

The website sets no advertising or analytics cookies. One session cookie is stored only when a member of staff signs in to the administration area; it holds no password and expires on its own.

We share information with the providers who operate the systems above, and otherwise only when we must — for example with a court, a tribunal, a regulator or your own professional — or to defend our legal rights. Where we are permitted to warn you first, we do.

You may ask for a copy of what we hold, ask us to correct an error, or ask us to delete information we are not required to keep. Write to info@nearnotary.ca. We may need to verify your identity before answering.

Access is limited to staff who need it, passwords are stored as hashes rather than readable text, and administrative rights are re-checked on every request so access can be withdrawn immediately. Email is not a secure channel — avoid sending identification numbers or sensitive content by email unless we have agreed it with you.

A material change means we update this page and revise the date at the top. Using the website after that date means the revised policy applies.