Effective Date: August 8, 2025

Overview

Notary Sahib Ltd. (“Notary Sahib,” “we,” “us,” or “our”) is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard personal information in connection with our notary public services and our website.

Scope

This policy applies to personal information we collect in our office, through phone and email communications, during remote/virtual notarization or identity verification processes (if offered), and through our website and online forms. We handle personal information in accordance with applicable privacy laws in British Columbia and Canada.

What We Collect

We collect only the personal information reasonably necessary to provide our services, communicate with you, and operate our business. This may include:

  • Identification and contact information (name, address, email, phone, government-issued ID details).
  • Matter details and documents required to perform notarial services.
  • Payment-related information (e.g., transaction confirmations from our payment processor; we do not store full card details).
  • Website and device information such as IP address, browser type, pages viewed, and cookies or similar technologies.
  • For remote/virtual services (if offered): audio/video recordings, images captured for identity verification, and metadata required to authenticate your identity and maintain notarial records.
How We Use Personal Information

We use personal information to:

  • Verify identity and prevent fraud.
  • Provide, document, and record notarial and related services.
  • Communicate with you about your requests, appointments, and account.
  • Process payments and manage billing.
  • Comply with legal, regulatory, insurance, and professional obligations.
  • Maintain business records and improve our services and website.
  • Address inquiries, feedback, or complaints.
Legal Basis and Consent

We collect, use, and disclose personal information with your consent, which may be express or implied, and as otherwise permitted or required by law. You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Without certain information, we may be unable to provide services.

Disclosure to Third Parties

We may share personal information with:

  • Service providers who support our operations (e.g., IT hosting, email, scheduling, secure e-signing/notarization platforms, analytics, payment processors). These providers are contractually obligated to protect the information and use it only to provide services to us.
  • Financial institutions and payment processors to complete transactions.
  • Government bodies, regulators, courts, law enforcement, insurers, or our professional advisors when required or permitted by law, including to protect our rights or comply with legal processes.

We do not sell personal information.

Cross-Border Transfers

Some service providers may store or process personal information outside British Columbia or Canada. Information in another jurisdiction may be accessible to local authorities in accordance with applicable laws of that jurisdiction.

Retention

We retain personal information only as long as necessary to fulfill the purposes identified in this policy and to meet legal, regulatory, insurance, archival, and professional record-keeping requirements for notarial practice. When no longer required, information is securely destroyed, erased, or anonymized as appropriate.

Security

We use administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Your Rights: Access and Correction

Subject to limited exceptions, you may request access to the personal information we hold about you and request corrections if it is inaccurate or incomplete. We will respond within the time required by law and may request information to verify your identity.

Cookies and Website Technologies

Our website may use cookies or similar technologies to operate the site, remember preferences, and understand how visitors use our pages. You can adjust your browser settings to refuse or delete cookies; however, some features may not function properly without them. We may use basic analytics to improve site performance.

Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of those sites. Review their policies before providing personal information.

Children’s Information

Our services are intended for adults. We do not knowingly collect personal information from children without appropriate consent from a parent or legal guardian when required by law.

Professional Confidentiality

As a notary office, we maintain strict confidentiality over client information consistent with our legal and professional obligations. We will not disclose your information except with your consent or as permitted or required by law.

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with a revised effective date.

Contact Us

If you have a question, request, or complaint regarding privacy, please contact:

  • Email: privacy@notarysahib.com

We will investigate and respond to privacy inquiries in a timely manner. If you are not satisfied with our response, you may be entitled to contact the applicable privacy regulator.