Effective Date: November 1, 2025
- WHO WE ARE
Empire Notary — Legal Tender NJ, LLC (“Empire Notary,” “we,” “us,” or “our”) provides mobile and online notary (RON) services, Apostille concierge, and related scheduling, billing, and customer support. This Privacy Policy describes how we collect, use, disclose, and protect Personal Information in connection with our website, bookings, communications, and services.
- SCOPE
This Policy applies to information we collect: (a) on our website and booking portals, (b) by phone, text, email, or video session, and (c) during in-person appointments and events. It does not apply to information we process strictly as required by law for the performance of notarial acts (e.g., notary journals), which are governed by applicable notary statutes and regulations.
- INFORMATION WE COLLECT
We may collect the following categories of Personal Information (“PI”):
• Identifiers: name, email, phone, postal address, government-issued ID details (viewed and/or scanned as permitted), IP address.
• Customer Records: appointment history, service selections, notes you provide, witness needs, recipient/ship-to instructions.
• Document & Transaction Data: limited details necessary to perform the requested notarial act(s), Apostille processing status, payment records (last 4 digits, method; full card data is handled by our payment processor).
• Video/Audio & ID Proofing: for RON, we collect/retain audio-video recordings, knowledge-based authentication (KBA) results, credential analysis outputs, and related logs as required by law.
• Technical Data: device/browser type, pages visited, time stamps, and cookies or similar technologies.
• Geolocation (approximate): derived from IP or scheduling inputs to route mobile appointments.
• Inferences: internal notes to coordinate service delivery (e.g., preferred contact time).
Sources: directly from you; from your representatives (e.g., title, attorney); from service providers (scheduling, ID/KBA, payment, shipping/courier); and from publicly available sources for fraud prevention.
- HOW WE USE INFORMATION
We use PI to:
• Provide, schedule, and complete notarial services (mobile, in-person, RON) and Apostille concierge.
• Verify identity, perform KBA/credential analysis where applicable, and meet regulatory obligations.
• Process payments, send confirmations/receipts, and manage customer accounts.
• Ship or electronically deliver completed documents; coordinate witnesses, scanbacks, and courier drop-offs.
• Communicate about appointments, policies, and service updates.
• Operate, secure, and improve our website and administrative systems.
• Comply with law, respond to lawful requests, enforce our terms, and protect our rights and clients.
- LEGAL BASES (IF YOU ARE IN THE EEA/UK)
Where GDPR/UK GDPR applies, our processing bases include: performance of a contract (Art. 6(1)(b)), legal obligation (Art. 6(1)(c))—e.g., notary recordkeeping, and legitimate interests (Art. 6(1)(f))—e.g., security, fraud prevention, operations. Where required, we rely on consent (Art. 6(1)(a)) for certain optional communications.
- DISCLOSURES/SHARING
We do not sell PI. We disclose PI to:
• Service providers: scheduling/booking platforms, ID/KBA and credential analysis vendors, RON platform providers, payment processors (e.g., Stripe), email/SMS tools, scan/print vendors, and shipping/courier partners—to perform services on our behalf.
• Professional recipients you designate: e.g., title/escrow, attorneys, financial institutions, or government agencies as needed to complete your transaction.
• Authorities or others: to comply with law, respond to legal process, or protect rights, safety, and security.
• Business transfers: in connection with a merger, acquisition, or asset transfer, subject to this Policy.
We require service providers to protect PI and use it only for our specified purposes.
- RETENTION
We retain PI for as long as needed to provide services, comply with legal/recordkeeping obligations, resolve disputes, and enforce agreements. Notarial journals, RON audio/video, and related identity proofing records are retained for the period mandated by applicable law/regulation. Apostille records and shipping confirmations are retained consistent with operational and legal requirements.
- SECURITY
We implement reasonable administrative, technical, and physical safeguards designed to protect PI (e.g., access controls, encryption in transit where supported by our providers, least-privilege administration). No system is 100% secure; we cannot guarantee absolute security.
- YOUR CHOICES & RIGHTS
• Communications: you may opt out of non-essential emails/SMS by using provided links or contacting us.
• Access/Correction/Deletion: subject to applicable law and recordkeeping obligations, you may request access, correction, or deletion of PI we hold. Certain notarial records cannot be altered or deleted except as permitted by law.
• Cookies/Tracking: browser settings may allow you to block or delete cookies. We currently do not respond to “Do Not Track” signals.
• RON Acceptance: clients are responsible for verifying whether recipients accept RON; we can assist upon request.
- U.S. STATE NOTICES (CA/CO/CT/UT/VA)
We collect the categories of PI listed in Section 3 for the purposes in Section 4; we share PI with the categories of third parties in Section 6. We do not “sell” or “share” PI as those terms are defined under the California Consumer Privacy Laws. You may exercise applicable rights (access, correction, deletion, portability, opt-out of targeted advertising where applicable) by contacting us (see Section 14). We will verify your request consistent with state law and may deny requests where exceptions apply (e.g., legal recordkeeping for notarial acts).
- CHILDREN’S PRIVACY
Our services are not directed to children under 13, and we do not knowingly collect PI from children under 13. If you believe a child provided PI to us, contact us and we will take appropriate steps consistent with law.
- INTERNATIONAL TRANSFERS
If you access our site or services from outside the United States, your PI may be processed in the U.S. by us and our providers. By using our services, you understand your PI may be transferred to and processed in jurisdictions with different data protection laws.
- THIRD-PARTY LINKS & SERVICES
Our website may link to third-party sites or services (e.g., scheduling portals, payment pages). This Policy does not cover those third parties. Review their privacy policies before providing information.
- HOW TO CONTACT US
Email: notaryty@legaltender.com
Phone: (862) 755-0270
Mailing Address: Available upon request (by appointment service)
If you are in the EEA/UK and wish to contact a data protection representative, please email us for details.
- CHANGES TO THIS POLICY
We may update this Policy from time to time. The “Effective Date” above reflects the most recent version. Material changes will be noted on this page and, where required, communicated to you.
- JURISDICTION/SITE GOVERNANCE
This Policy and any disputes related to it are governed by the laws of the State of New Jersey and applicable U.S. federal law, without regard to conflicts of law principles.
APPENDIX A — RON & APOSTILLE SPECIFICS
• RON Sessions: For online notarization, we (and/or our RON platform provider) collect and retain audio/video recordings, KBA results, credential analysis outputs, audit logs, and related metadata as required by applicable law and platform operations. Access to these records is restricted and disclosed only as permitted by law or with your written authorization.
• Witnesses: If witnesses are required, we may collect their names and contact information for recordkeeping and to coordinate logistics.
• Apostille Concierge: For Apostille processing, we may collect document metadata, destination country, shipping details, and government submission receipts/tracking. We disclose limited PI to state or federal offices, couriers, and authorized partners solely to complete the requested service.
• Payment Processing: We do not store full payment card numbers. Payments are processed by our PCI-compliant provider; we receive transaction confirmations and limited billing details (e.g., last 4 digits, expiration month/year).