Privacy Policy

Effective Date: May 22, 2026

Ambience Notary by Ruth Agbor ("Ambience Notary," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, how we use and safeguard it, and the choices you have when you use our website or our mobile notary, loan signing, general notary, and remote online notarization (RON) services.

1.Information We Collect

We collect only the information reasonably necessary to provide professional notarial services and to respond to your inquiries. Depending on how you interact with us, this may include:

Information you provide directly

• Contact details — your name, phone number, email address, and service location when you call, email, or submit our booking form.
• Appointment details — the type of notarization requested, preferred date and time, and any notes you share about your documents.
• Identification information — at the time of service, we visually inspect a valid, government-issued photo ID to confirm your identity, as required by law. For in-person notarizations we generally do not retain a copy of your ID.

Information collected during Remote Online Notarization (RON)

• Identity verification data — to perform a RON, our approved technology provider may use credential analysis of your photo ID and knowledge-based authentication (KBA), which presents questions drawn from public and commercial data sources to confirm your identity.
• Audio-visual session recordings — every RON session is recorded by the platform, including video and audio of the signer(s) and notary, as required by applicable state law.
• Document information — the electronic documents notarized and the associated electronic notarial certificate and seal.

Information collected automatically on our website

• Usage and device data — such as browser type, pages viewed, and general (city-level) location, collected through standard analytics and cookies to help our site function and improve.

2.How We Use Your Information

We use the information we collect to:

• Schedule, confirm, and perform the notarial services you request;
• Verify signer identity as required by Texas law and applicable notarial standards;
• Communicate with you about appointments, quotes, and follow-up;
• Maintain the notarial records and journals we are legally required to keep;
• Operate, secure, and improve our website; and
• Comply with our legal, regulatory, and professional obligations.

3.Notarial Records & Data Retention

As a commissioned notary public, we are required to keep certain records of the notarial acts we perform. We retain personal information only as long as necessary to fulfill the purposes described in this policy or as required by law, whichever is longer.

• Notarial journal entries are maintained for the period required by Texas law.
• RON audio-visual recordings and electronic records are securely stored by our notary or our RON platform provider for the retention period mandated by the commissioning state — generally a minimum of five years, and longer where the law requires.
• Website inquiry and booking information is retained only as long as needed to respond to your request and for reasonable business record-keeping.

These records are protected against unauthorized access and are accessed only when legally required or permitted.

4.How We Share Information

We do not sell, rent, or trade your personal information. We share information only in limited circumstances:

• Service providers — with our approved RON technology and identity-verification platforms strictly to perform the notarization you request, under their own privacy and security commitments;
• Transaction parties — where you direct us to (for example, delivering a completed loan-signing package to the title or escrow company that engaged the service);
• Legal compliance — when required by law, subpoena, court order, or a lawful request from a regulatory authority.

5.Data Security

We take reasonable administrative, technical, and physical measures to protect your information. RON sessions are conducted over encrypted, tamper-evident platforms that protect documents, video, and signatures both in transit and at rest. While no method of transmission or storage is completely secure, we work to safeguard your information against loss, misuse, and unauthorized access.

6.Cookies & Analytics

Our website may use cookies and similar technologies to remember preferences, understand how visitors use the site, and improve performance. You can control or disable cookies through your browser settings; some site features may not function as intended if cookies are disabled.

7.Your Rights & Choices

Depending on your location, you may have the right to request access to, correction of, or deletion of certain personal information we hold about you. Please note that we cannot alter or delete notarial records we are legally required to retain. To make a request or ask a question about your information, contact us using the details below.

8.Children's Privacy

Our website and services are intended for adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, please contact us so we can address it.

9.Third-Party Links

Our website may link to third-party sites or services that we do not control. This Privacy Policy does not apply to those sites, and we encourage you to review their privacy practices.

10.Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. Your continued use of our services after changes are posted constitutes acceptance of the revised policy.