Privacy Policy

PRIVACY POLICY

Last Updated: December 25, 2025

1. Introduction 

NotaryServe® ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website https://notaryserve.ca/ or use our document authentication, legalization, and notarization services.

We operate in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

2. Information We Collect

We collect information necessary to provide our services effectively. This includes:

  • Personal Contact Information: Name, email address, phone number, and mailing address provided when you book an appointment, request a quote, or contact us.
  • Documentary Information: Personal data contained within the documents you submit for processing (e.g., birth certificates, marriage licenses, degrees, police checks, power of attorney).
  • Payment Information: Billing address and payment details required to process transactions.
  • Usage Data: Standard web log information, such as your IP address, browser type, and pages visited, is collected via cookies to improve website functionality.

3. How We Use Your Information

We use your information strictly for the following purposes:

  • Service Delivery: To notarize, authenticate, and legalize documents at Global Affairs Canada, provincial authorities, and foreign embassies or consulates.
  • Communication: To schedule appointments, provide status updates, and respond to your inquiries.
  • Shipping & Logistics: To return your processed documents via courier or mail.
  • Legal Compliance: To maintain records as required by Canadian law and notary regulations.

4. Disclosure of Your Information

We do not sell your personal information. However, to fulfill your service request, we must share your documents and information with specific third parties:

  • Government Bodies: Global Affairs Canada (GAC) and provincial authentication services.
  • Diplomatic Missions: Foreign embassies and consulates required for the legalization process.
  • Service Providers: Courier companies (e.g., FedEx, UPS, Canada Post) for document delivery and payment processors for billing.

5. Data Security

We implement appropriate physical, technical, and administrative security measures to protect your documents and personal data against loss, theft, and unauthorized access. This includes secure document storage and confidential handling by authorized personnel.

6. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes for which it was collected or to comply with legal, accounting, or reporting requirements.

7. Your Rights 

Under Canadian privacy laws, you have the right to:

  • Access the personal information we hold about you.
  • Request corrections to inaccurate information.
  • Withdraw your consent for data processing (subject to legal or contractual restrictions).

8. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact our Privacy Officer:

NotaryServe®

1187 Bank Street, Suite 201 (Unit #3) Ottawa, Ontario, K1S 3Y1

Email: contact@notaryserve.ca

Phone: (613) 558-5363