Signing Agents often are exposed to sensitive information about their signers when performing notarizations. These include addresses, phone numbers, birthdates identification serial numbers and more. AZ Notary Solutions take appropriate steps to handle this information properly to ensure the privacy of our customers and to prevent any possible breaches of this information. Here’s a look at important practices and laws AZ Notary Solutions follows to avoid potential privacy breaches.

New State Notary Privacy Laws

State lawmakers have been focused on privacy issues in recent months. Arizona, for example, have enacted special privacy laws that their Notaries need to be aware of. Arizona authorizes its Notaries to keep a separate journal for any acts that are not public records, such as notarizations containing information covered by attorney-client privilege or information classified as confidential under federal or state law. Arizona Notary journals for nonpublic records must be kept confidential and are considered the property of the Notary’s employer. Effective July 1, 2020, Arizona Notaries must keep a separate journal for nonpublic notarizations. AZ Notary Solutions employees follows laws regarding what information must be entered in their journal entry.

Notary Signing Agents And Federal Privacy Laws

Title companies are obligated to protect any sensitive consumer information related to loan document signings under relevant federal laws, including the federal Gramm-Leach-Bliley Act (GLBA). Because of this, Signing Agents should not allow a title company to inspect their Notary journal as a condition to receiving assignments, unless the request complies with and is specifically permitted under your jurisdiction’s Notary laws. AZ Notary Solutions takes proper steps to avoid exposing any personal or proprietary information provided by a signer during a notarization in addition, the company follows The Notary Public Code of Professional Responsibility NSACC.

Other General Notary Privacy Guidelines

AZNS does not discuss details about notarizations and signings we perform with people who are not involved in the transaction.

AZNS does not make or keep copies of signer documents and information. epidemic of cybercrime has made nonpublic personal information (NPPI) a hot topic — and that is especially true for Notary Signing Agents and everyone else working in the mortgage lending industry.

While protecting a borrower’s personal information has always been a priority, lenders, title companies and settlement services firms have ratcheted up their efforts to keep NPPI out of the wrong hands. Virtually every piece of information we receive — from the closing confirmation to the loan package — is considered sensitive information. AZ Notary Solutions and its Signing Agents understands that protecting this information has never been more crucial. Items such as the borrower’s phone number, loan amount, interest rate and email addresses now fall under the umbrella of NPPI. Just knowing that a person is refinancing and who their lender is considered NPPI. There are several practices AZ Notary Solutions follows to help keep our customer’s information safe and protect ourselves from suffering a data breach. They fall under two broad categories.

Third Party Software

Please note that AZ Notary Solutions, partners with SigningOrder Notary Scheduling Platform.

Title Software Integration powered by NotaryLoop.

Title companies using Ramquest, ResWare, Softpro 360, E-Closing, Impact/SQL (and Online), Closer’s Choice, AccuTitle (TitleDesktop) and LandTech are now integrated with SigningOrder through NotaryLoop. This integration reduces data entry, allowing seamless order placement from the title production software to your SigningOrder dashboard. Documents can be securely shared with all parties without the need for uploading or emailing. The integration gives title agents, escrow officers and signing services the ability to pass notes and statuses without leaving their production software.

Notary Solutions is a member of National Notary Association –

• Certified Notary Signing Agents that are professional, certified and trained in mortgage loan signings.
• The NNA is the nation’s leading provider of Notary training and educational resources, helps ensure we are performing our duties legally and properly.
• Special Reports to stay up to date with the laws, rules and other policies that impact Notaries.
• Data, reports and white papers on issues that affect Notaries nationwide.

Technology Practices

AZ Notary Signing Agents never store any personal information about a consumer on their phone.

All emails with NPPI are either encrypted or password protected.

Documents are never sent back to title companies or the lender by email unless they are password protected and specially requested by contracting company.

All technology items are password protected, including computers, smartphones and tablets.

AZNS Agents are not allowed to use public Wi-Fi access, Computers, Printers and Scanners in order to protect borrower’s information.

Low-Tech Practices

Not every risk comes from a cybercriminal. And not every data breach involves the internet. A borrower’s NPPI can be compromised by a variety of old-fashioned lapses. AZ Notary Solutions takes the steps bellow:

1. Any documents printed, such as the closing confirmation or loan package, is stored securely — but only as needed it. Once those documents are no longer necessary, it is disposed by using a shredder or reputable shredding service.
2. Uses caution with utilizing outside services such as computer repairmen, shredding services, and copier repair companies. Makes certain that they are fully vetted and limits their access to what could be considered NPPI.
3. Never shares details of a closing with someone outside of the transaction.
4. Makes sure all packages are properly handled and kept secure until ready for drop off.
5. All Packages are personally delivered in a timely manner by our team.

Website Visitors

Like most website operators, AZnotarysolutions.com collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Our purpose in collecting non-personally identifying information is to better understand how our visitors use the website. From time to time, we may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website.

We also collect potentially personally-identifying information like Internet Protocol (IP) addresses for logged in users and those who fill out our web signup forms.

Aggregated Statistics

AZnotarysolutions.com may collect statistics about the behavior of visitors to its websites. For instance, we may monitor the most popular pages on the site or use the services of www.sitemeter.com to monitor web activity. We may display this information publicly or provide it to others. However, AZnotarysolutions.com does not disclose personally-identifying information other than as described below.

Protection of Certain Personally-Identifying Information

AZnotarysolutions.com discloses potentially personally-identifying and personally-identifying information only to those of its employees, contractors and affiliated organizations that (i) need to know that information in order to process it on our behalf or to provide services available at our websites. By using our websites, you consent to the transfer of such information to them. We will not rent or sell potentially personally-identifying and personally-identifying information to anyone. Other than to its employees, contractors and affiliated organizations, as described above. AZnotarysolutions.com discloses potentially personally-identifying and personally-identifying information only in response to a subpoena, court order or other governmental request, or when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of AZnotraysolutions.com, third parties or the public at large. If you are a registered user of our website or have supplied your email address, we may occasionally send you an email to tell you about new features, solicit your feedback, or just keep you up to date with what’s going on with us and our products. If you send us a request (for example via a support email or via one of our feedback mechanisms), we reserve the right to publish it in order to help us clarify or respond to your request or to help us support other users. AZnotarysolutions.com takes all measures reasonably necessary to protect against the unauthorized access, use, alteration or destruction of potentially personally-identifying and personally-identifying information.

Cookies

A cookie is a string of information that a website stores on a visitors computer, and that the visitors browser provides to the website each time the visitor returns. AZnotarysolutions.com uses cookies to help us identify and track visitors, their usage of our website, and their website access preferences. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using our website.

Business Transfers

If AZnotarysolutions.com, or substantially all of its assets were acquired, or in the unlikely event that AZnotarysolutions.com goes out of business or enters bankruptcy, user information would be one of the assets that is transferred or acquired by a third party. You acknowledge that such transfers may occur, and that any acquirer of AZnotarysolutions.com may continue to use your personal information as set forth in this policy.

Ads

Ads appearing on any of our websites may be delivered to users by advertising partners, who may set cookies. These cookies allow the ad server to recognize your computer each time they send you an online advertisement to compile information about you or others who use your computer. This information allows ad networks to, among other things, deliver targeted advertisements that they believe will be of most interest to you. This Privacy Policy covers the use of cookies by AZnotarysolutions.com and does not cover the use of cookies by any advertisers.

Privacy Policy Changes

Although most changes are likely to be minor, we may change our Privacy Policy from time to time, and in our sole discretion. AZnotarysolutions.com encourages visitors to frequently check this page for any changes to its Privacy Policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.

For any questions regarding this policy, please refer to the contact information below:
AZnotarysolutions.com
7702 E. Doubletree Ranch Rd. Suite 300
Scottsdale, AZ 85258