Privacy Policy

The information we collect depends on how you interact with MyNotary. When you contact us, book an appointment or request a service, you may provide information such as:

• your name, telephone number, email address and preferred language;
• appointment details and the type of service you are requesting;
• information included in your inquiry, booking request or correspondence;
• documents, identification or other information reasonably required for the requested service; and
• information about another person where it is included in a document and you are authorized to provide it.

When you use our website, limited technical information may be processed to operate, protect and improve the website. This may include general browser or device information, website activity, security information and an approximate geographic area.

We do not use GPS or precise device-location tracking. Optional website analytics are used only after you provide consent.

We use personal information only where reasonably necessary to respond to inquiries, arrange appointments, provide requested services, communicate with you, verify identity where appropriate, maintain professional and business records, protect the website, prevent fraud or misuse, comply with applicable requirements and administer requested apostille or document-related assistance.

Information provided for one purpose is not treated as permission to use it for an unrelated purpose. If we introduce a materially different use of personal information, we will update this Policy and obtain additional consent where required.

Where consent is required, we seek consent appropriate to the circumstances and sensitivity of the information involved. For example, when you provide contact information to request an appointment, we may use it to respond to you and administer that request.

You may withdraw consent where applicable, subject to legal, professional, contractual or record-retention requirements. Withdrawing consent may affect our ability to provide a service where the information is necessary for that service.

We may use optional analytics to understand how visitors use the MyNotary website and to improve its usability and performance. Optional analytics begin only after you choose to allow them.

Analytics may include general information such as pages visited, website language, device category, general referral source, interactions with website features, booking activity and an approximate country, province or city.

Approximate geographic information may be determined from technical network information such as an IP address. We do not use GPS or precise device location for analytics, and approximate location is not used to establish identity, residence or eligibility for services.

We do not use website analytics for personalized advertising.

Our website may use cookies or similar browser technologies where reasonably necessary for website language, appearance preferences, security, authentication, appointment booking, remembering privacy choices and optional analytics.

Some technologies are necessary for the website to function properly. Optional analytics technologies are used only in accordance with your privacy choice.

You can reject optional analytics or change your choice at any time through the Cookie Settings control on the website. Rejecting optional analytics does not prevent you from accessing the website or booking a service.

Information submitted through an appointment, inquiry or service request may become part of the relevant booking or service record. Depending on the nature of your request, this may include your contact information, appointment details, requested service, correspondence and other information you voluntarily provide.

If you contact us by email or another electronic method, we may retain your message and our response as part of the relevant inquiry or service record.

No method of electronic communication can be guaranteed to be completely secure. Please avoid sending unnecessary sensitive documents, identification or personal information unless it is requested and appropriate for the service.

MyNotary uses trusted service providers to help operate the website and provide administrative services. Depending on the feature being used, these may include providers supporting website hosting and security, database infrastructure, email delivery, appointment administration and website analytics.

Current providers may include Supabase, Cloudflare, Resend and Google services. These providers may process limited information on our behalf where reasonably necessary to perform their services.

When you specifically request assistance involving an apostille, authentication, delivery or another document-related service, information or documents may need to be provided to an appropriate government authority, apostille or authentication authority, courier, receiving organization or another organization involved in the requested service.

We disclose information only where reasonably necessary for the requested service or where disclosure is otherwise required or permitted by law.

We use reasonable administrative, technical and organizational safeguards appropriate to the nature and sensitivity of the information we handle.

These safeguards are intended to help protect personal information against unauthorized access, use, loss, disclosure or alteration. However, no website, email service, Internet transmission or cloud-based system can be guaranteed to be completely secure.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and for applicable professional, legal, accounting, tax, security and business requirements.

Different types of information may therefore have different retention periods. Temporary website analytics information may be retained for a shorter period than records relating to an actual professional or notarial service.

When personal information is no longer reasonably required and there is no continuing obligation to retain it, we take reasonable steps to delete, destroy or anonymize it.

Subject to applicable law, you may contact us to request access to or correction of your personal information, ask how it has been used or disclosed, withdraw consent where applicable, or raise a privacy concern.

We may need to verify your identity before providing access to personal information. Access, correction or deletion may be limited where required or permitted by law or where information must be retained for legitimate professional, legal, accounting, security or dispute-related purposes.

Some service providers or infrastructure may process or store information outside Ontario or Canada. Information processed in another jurisdiction may be subject to the laws of that jurisdiction and lawful access by courts or government authorities.

We select and use service providers with consideration for the nature of the information and the services being provided.

The MyNotary website is not specifically directed to children. Information about a child may nevertheless be provided by a parent, guardian or other authorized person where it is reasonably necessary for a requested document or notarial service.

We do not currently operate a general promotional-email or newsletter program using information collected through appointment bookings. Messages relating to appointments, inquiries and requested services are service-related communications.

We may update this Privacy Policy when our services, website functionality, service providers, legal requirements or information practices change. The date above identifies the current version.

An update to this Policy does not automatically authorize a materially different use of personal information already collected. Where additional consent is required, we will seek it.

If you have questions about this Privacy Policy, your personal information, consent, access, correction, retention or another privacy concern, please contact our Privacy Officer.

Please do not include unnecessary identification documents or sensitive personal information in your initial inquiry.

If you are not satisfied with our response to a privacy concern, you may have the right to contact the Office of the Privacy Commissioner of Canada or another applicable privacy authority.

This Privacy Policy should be read together with the MyNotary Disclaimer.