Signer Privacy and Data Security
This guide outlines best practices for notaries to protect signer privacy, secure sensitive information, prevent data breaches, and comply with legal and industry security standards.
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This guide outlines best practices for notaries to protect signer privacy, secure sensitive information, prevent data breaches, and comply with legal and industry security standards.
Last updated
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At Notary Everyday, we're committed to maintaining the highest standards of security and privacy for all parties involved in notary transactions. This comprehensive guide will help you, as a notary, understand and implement crucial practices to safeguard Nonpublic Personal Information (NPPI) and uphold data protection standards.
NPPI refers to any information that is not publicly available. In the context of notary services, this includes:
Phone numbers
Loan amounts
Interest rates
Email addresses
The fact that someone is refinancing
Lender information
Understanding what constitutes NPPI is the first step in protecting it. Always err on the side of caution if you're unsure whether something is NPPI, treat it as such.
Your mobile device can be a powerful tool, but it's also a potential security risk. Follow these guidelines:
Never store NPPI on your phone's standard apps or notes
Only photograph IDs when explicitly requested by the client or signing service (this is common for real estate transactions and is often required by many title companies)
Use the Notary Everyday app's secure features to upload document scanbacks and IDs.
Immediately delete any images of sensitive documents after confirming the successful upload.
Proper document management is crucial for maintaining security:
Always use the Notary Everyday platform for document uploads – it's designed with security in mind
If faxing is necessary, use it as a secondary option only
Never email sensitive documents, even if requested by the client
Double-check all recipient information before sending any documents
Tip: Set up a dedicated work email for your notary business to separate personal and professional communications.
Be alert to potential email threats:
Always verify sender addresses and signatures, especially for unexpected communications
Be wary of urgent requests or unusual instructions (working in real estate is a very demanding business, so always be careful when communicating with emails you may not be familiar with)
When unsure about an email's authenticity, call the sender using a known, trusted number – not one provided in the suspicious email.
Example: If you receive an email claiming to be from "Notary Everyday Support" asking for immediate action, log into your account directly through our official website instead of clicking any links in the email.
Strong passwords are your first line of defense:
Use a unique, complex password for each of your professional accounts
Include a mix of lowercase, uppercase, numbers, and special characters
Enable password protection on all your devices
Consider using a reputable password manager to help maintain strong, unique passwords
Protect your internet connection:
Avoid using public Wi-Fi for any work-related tasks
Use a secure, private internet connection for all notary-related activities
Example: When meeting a client at a coffee shop, resist the urge to use the free Wi-Fi. Instead, use your phone's secure hotspot for any necessary online activities.
Proper handling of physical documents is just as important as digital security:
Store physical documents in a secure, lockable location
Never leave printed documents in your car overnight
Shred unnecessary documents promptly
Stay informed and compliant:
Adhere to all applicable laws and regulations related to notary services
Always obtain explicit consent before collecting or storing any client data
Regularly check the Notary Everyday platform for updates on compliance requirements
As a notary, you are responsible for protecting the privacy and security of your client's information. Failure to comply with these guidelines may result in severe consequences, including:
Termination of your notary commission
Potential legal repercussions
Loss of client trust and damage to your professional reputation
If you suspect a security breach or have any concerns about data protection:
Act quickly, but don't panic
Immediately change the email password you suspect is at risk
Contact our support team at support@notaryeveryday.com
Document everything – what happened, when you noticed, what steps you've taken
Remember, we're here to help. Don't hesitate to reach out with any questions or concerns about security practices.
By following these guidelines, you play a crucial role in maintaining the trust and integrity of the notary profession in the digital age. Security might seem complex, but it's about developing good habits and staying vigilant.
At Notary Everyday, we're committed to providing the tools and support you need to secure your notary practice. Together, we can ensure the highest privacy and security standards for all parties involved in notary transactions. Stay secure, stay professional, and know that Notary Everyday is here to support you.
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