Privacy Policy

Protecting Your Personal and Identity Information

Effective Date: October 24, 2026

My Indiana Notary, LLC (“Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information entrusted to us through our website, professional services, and business operations.

This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information in connection with services provided by My Indiana Notary, LLC, including its operating divisions, trade names, and specialized service lines.

Our services may involve personal identification information, financial records, employment-related information, medical information, genetic information, and other sensitive personal data. We recognize the importance of handling such information responsibly and in accordance with applicable laws, authorized service procedures, and our contractual obligations.

This Privacy Policy applies to individuals, families, businesses, organizations, and other parties who interact with the Company through its website, communications, scheduling systems, or professional services.

Certain services may require additional privacy notices, disclosures, authorizations, or consent forms. Where applicable, those requirements will supplement this Privacy Policy.

Information We Collect

We may collect personal information that you voluntarily provide, that is obtained through authorized service activities, or that is generated in connection with providing our professional services.

Depending on the nature of your inquiry, appointment, or requested service, this information may include:

Personal Identification Information: Full legal name, date of birth, residential or mailing address, telephone number, email address, and other identifying details.
Government-Issued Identification: Identification document types, identification numbers, expiration dates, and information necessary to verify identity or satisfy applicable legal requirements.
Appointment and Service Information: Service location, scheduling preferences, appointment details, requested services, communications, and information submitted through contact forms, quote requests, booking systems, or intake questionnaires.
Business and Employment Information: Employer or organization name, business contact information, employee identification or reference numbers, employment-related screening requests, and information necessary to coordinate authorized workforce services.
Financial and Transaction Information: Billing information, payment status, invoices, transaction records, and information necessary to process authorized payments. Payment card information may be processed by third-party payment providers rather than stored directly by the Company.
Notarial and Document Information: Information contained in documents presented for notarization, notarial journal entries, identification verification records, and other information required to perform or document authorized notarial acts.
Medical and Facility-Related Information: Facility names, patient or resident identification details, access instructions, authorized representative information, and limited health-related information when necessary to coordinate or perform requested services.
Employment Screening Information: Donor identification details, collection documentation, chain-of-custody records, specimen identification numbers, screening information, and laboratory or medical review information when applicable to authorized services.
DNA Testing and Genetic Services Information: Participant identification, relationship information, consent and authorization records, specimen collection documentation, chain-of-custody information, and genetic testing information or results when provided through authorized laboratory partners.
Fingerprinting and Identity Verification Information: Fingerprint impressions, identification records, and information required by requesting agencies or authorized service providers.
Legal, Estate, and International Document Information: Information necessary to coordinate trust and estate services, legal support, document delivery, apostille processing, international authentication, or other authorized administrative services.
Website and Technical Information: Internet Protocol (IP) addresses, browser and device information, website interactions, cookies, and related technical information that may be collected automatically through our website or authorized technology providers.

We collect and process information only as reasonably necessary for legitimate business purposes, requested services, contractual obligations, applicable legal requirements, or other purposes disclosed to the individual.

Certain services involve sensitive personal information and may require additional disclosures, identity verification, written authorizations, or legally required consent before information is collected, processed, or shared.

The specific information collected varies by service. We do not require every client to provide every category of information listed above.

How We Use Your Information

We collect, use, and process personal information for legitimate business purposes, to provide requested professional services, and to fulfill applicable legal, regulatory, and contractual obligations.

Depending on the nature of the service, we may use your information to:

Respond to Inquiries: Answer questions, evaluate service requests, provide estimates and quotations, and communicate with prospective or existing clients.
Schedule and Manage Appointments: Coordinate appointments, confirm availability, provide reminders, communicate scheduling changes, and manage service-related logistics.
Provide Professional Services: Perform or coordinate authorized notarial acts, identity verification, employment screening, DNA specimen collection, document processing, legal support, and other requested services.
Verify Identity and Authorization: Confirm participant identities, verify eligibility, document required authorizations, and satisfy identification or consent requirements.
Process Payments and Maintain Financial Records: Prepare quotations, issue invoices, process payments through authorized payment providers, maintain transaction records, and address billing inquiries or disputes.
Coordinate with Authorized Service Providers: Transmit information necessary for laboratory testing, medical review, fingerprint processing, apostille services, document delivery, or other requested services involving authorized third parties.
Maintain Service Documentation: Create and preserve appointment records, notarial journal entries, chain-of-custody documentation, consent forms, service agreements, transaction histories, and other records required for operational, contractual, or legal purposes.
Communicate Service Updates: Provide appointment confirmations, collection instructions, service status notifications, document processing updates, and other communications directly related to requested services.
Protect Clients and Business Operations: Detect or investigate suspected fraud, unauthorized activity, security incidents, contractual disputes, or misuse of Company services.
Meet Legal and Regulatory Obligations: Comply with applicable federal, state, and local laws, lawful requests, professional requirements, and legally mandated record-retention obligations.
Improve Website and Service Operations: Evaluate website functionality, service delivery, administrative processes, and client experience using information collected through authorized systems and technology providers.

Sensitive personal information, including medical information, employment screening records, biometric information, and genetic information, will be used only for purposes consistent with the authorized service, applicable consent, contractual requirements, and governing law.

We do not use genetic testing information, employment screening results, or other sensitive service records for unrelated marketing purposes without appropriate authorization.

We do not sell or rent personal information to third parties. Information may be disclosed to authorized laboratories, service providers, government agencies, or other parties when necessary to complete requested services, comply with legal obligations, or fulfill another purpose permitted by applicable law.

We do not use personal information for purposes materially unrelated to the original collection without providing any additional notice or obtaining any consent required by applicable law.

Remote Online Notarization (RON)

When Remote Online Notarization (RON) services are requested and available, additional personal information may be collected, processed, and retained to satisfy applicable Indiana laws, identity verification requirements, and electronic notarization standards.

Depending on the requirements of the authorized RON platform and applicable law, this information may include:

Identity Verification Information: Full legal name, date of birth, residential address, government-issued identification details, and other information necessary to establish identity.
Credential Analysis: Electronic examination and verification of government-issued identification documents, including information generated by authorized identity verification providers.
Knowledge-Based Authentication: Responses to identity verification questions or other authentication methods when required or permitted by applicable law.
Audio-Visual Recordings: Recordings of remote notarization sessions, including the appearance, statements, and actions of participants.
Electronic Notarial Records: Electronic journal entries, notarization certificates, timestamps, transaction identifiers, and related records documenting the notarial act.
Technical and Session Information: Internet Protocol (IP) addresses, device information, session activity, and other technical records collected by the authorized RON platform for security, authentication, or compliance purposes.

Information collected during RON services may be processed or maintained by authorized third-party technology providers responsible for identity verification, credential analysis, electronic notarization, and secure record storage.

RON records will be retained for the periods required by applicable Indiana law and other governing legal requirements. Records may be accessed or disclosed when necessary for authorized verification, regulatory compliance, lawful requests, or other legally permitted purposes.

The Company and its authorized service providers implement reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the information involved.

RON information will not be sold or rented to third parties or used for unrelated marketing purposes without any authorization required by applicable law.

Participation in RON services may require acceptance of additional platform-specific privacy notices, terms, identity verification procedures, or electronic consent requirements.

Fingerprinting & Identity Services

When fingerprinting, identity verification, or related identification services are requested, the Company may collect, process, or temporarily handle personal and biometric information necessary to perform the authorized service.

Depending on the service and applicable requirements, this information may include:

Fingerprint Information: Ink fingerprint impressions, fingerprint cards, or electronic fingerprint records, depending on the collection method and service requested.
Personal Identification Information: Full legal name, date of birth, address, government-issued identification details, and other information required by the requesting agency or authorized service provider.
Identity Verification Records: Information used to confirm an individual's identity, including identification document details, verification results, and related service documentation.
Employment and Agency Information: Employer names, requesting agency information, application identifiers, reference numbers, and other details necessary to complete authorized fingerprinting or identity verification requests.
Service and Transaction Records: Appointment information, service dates, payment records, submission confirmations, and documentation necessary for administrative, contractual, or legal purposes.

Fingerprint impressions and biometric information are collected and handled solely for the authorized service and any additional purpose expressly permitted by applicable law and required consent.

The Company does not maintain a general-purpose fingerprint or biometric database. Fingerprint cards, impressions, and related biometric records are provided to the client, transmitted to an authorized recipient, or otherwise handled according to the applicable service procedures and legal requirements.

The Company does not routinely retain copies of fingerprint impressions after completing the requested service unless retention is required by law, authorized by the individual for a specific purpose, or necessary under applicable service standards.

Administrative records documenting that a service was performed may be retained separately from the fingerprint impressions themselves, subject to applicable record-retention requirements.

Information may be shared with authorized government agencies, employers, background screening providers, or other designated recipients only as necessary to complete the requested service, pursuant to appropriate authorization, or as otherwise permitted or required by law.

Fingerprint and biometric information will not be sold, rented, or used for unrelated marketing purposes.

Where additional consent, disclosure, or biometric information handling requirements apply, the Company will follow those requirements before collecting or processing the information.

Information Sharing

My Indiana Notary, LLC respects the confidentiality of personal information and limits the disclosure of such information to circumstances reasonably necessary to provide authorized services, fulfill contractual obligations, protect legitimate business interests, or comply with applicable law.

Depending on the nature of the requested service, personal information may be shared with the following parties:

Authorized Service Providers: Third-party companies supporting appointment scheduling, customer relationship management, electronic communications, payment processing, document management, secure record storage, and other administrative functions.
Government Agencies and Public Authorities: State, federal, or local agencies, courts, correctional institutions, licensing authorities, and other government entities when necessary to complete authorized services or satisfy applicable legal requirements.
Notarization and Identity Verification Platforms: Authorized Remote Online Notarization providers, credential analysis services, identity verification systems, and other technology providers involved in performing or documenting requested services.
Laboratories and Medical Review Professionals: Authorized drug testing laboratories, DNA testing laboratories, Medical Review Officers (MROs), specimen processing facilities, and related service providers when necessary to perform requested testing, verification, or reporting services.
Employers and Authorized Representatives: Employers, designated employer representatives, or other authorized recipients when necessary to coordinate employment-related services or communicate screening results, subject to applicable consent, contractual restrictions, and legal requirements.
DNA Testing Participants and Authorized Recipients: Testing laboratories, legally authorized representatives, and designated result recipients when permitted by applicable law, participant authorization, and the requirements of the specific testing service.
Document Processing and Delivery Partners: Apostille processing offices, government authentication agencies, shipping carriers, couriers, translation providers, and other parties necessary to complete authorized document-related services.
Legal and Professional Advisors: Attorneys, accountants, insurers, and other professional advisors when reasonably necessary for lawful business operations, compliance, insurance matters, or the resolution of disputes, subject to applicable confidentiality obligations.
Law Enforcement and Regulatory Authorities: Appropriate authorities when disclosure is required by law, valid legal process, regulatory obligation, or another legally authorized circumstance.

We do not sell or rent personal information, including biometric information, employment screening records, or genetic information, to third parties.

Sensitive personal information is disclosed only for authorized purposes and subject to applicable legal requirements, contractual obligations, and any required individual consent.

Third-party service providers are expected to maintain appropriate confidentiality and security safeguards and to use information only for authorized purposes. Where applicable, their handling of information is also governed by their own privacy policies, contractual responsibilities, and regulatory obligations.

The Company does not authorize third-party providers to use sensitive service information for unrelated advertising or marketing purposes.

Information may also be disclosed when reasonably necessary to investigate suspected fraud, protect the rights or safety of individuals, enforce lawful contractual obligations, or respond to legally valid requests, provided such disclosure is permitted by applicable law.

We do not disclose personal information to unrelated third parties for their independent marketing purposes without any consent required by applicable law.

Data Security

My Indiana Notary, LLC takes reasonable administrative, technical, and physical measures to protect personal information against unauthorized access, disclosure, alteration, misuse, loss, or destruction.

Because our professional services may involve sensitive personal, financial, employment-related, biometric, medical, and genetic information, we recognize the importance of maintaining appropriate safeguards throughout the collection, processing, transmission, storage, and disposal of such information.

Depending on the nature of the information and the systems involved, our security practices may include:

Access Controls: Limiting access to personal information to authorized personnel, contractors, and service providers who require the information to perform legitimate business functions.
Secure Technology Platforms: Utilizing professional service platforms and technology providers that offer security features appropriate to the information being processed.
Confidentiality Protections: Handling client documents, identification records, screening information, genetic testing records, and other sensitive materials in accordance with applicable confidentiality requirements.
Identity Verification: Using appropriate verification procedures before releasing sensitive information or providing access to protected service records.
Secure Information Transmission: Using available security features and authorized communication methods when transmitting confidential documents, personal information, laboratory records, or other sensitive materials.
Physical Document Security: Taking reasonable precautions to protect paper records, identification documents, fingerprint cards, specimen documentation, and other physical materials from unauthorized access or disclosure.
Third-Party Security Practices: Selecting service providers with appropriate security capabilities and relying on applicable contractual, professional, or legal obligations governing their handling of information.
Record Retention and Disposal: Retaining information as necessary for authorized business purposes and applicable legal requirements, and using reasonable disposal methods when records are no longer required.
Security Incident Response: Evaluating suspected unauthorized access, disclosure, or loss of personal information and taking appropriate corrective action, including providing notifications when required by applicable law.

Sensitive information obtained through employment screening, DNA testing, fingerprinting, identity verification, or other specialized services is handled according to the applicable service requirements, authorized procedures, and governing legal obligations.

Certain information may be stored or processed through third-party platforms, laboratories, payment processors, or other authorized service providers. These providers maintain their own security systems and are responsible for complying with the legal and contractual obligations applicable to their operations.

No method of electronic transmission, digital storage, or physical recordkeeping can be guaranteed to be completely secure. Although we take reasonable precautions to protect information entrusted to us, we cannot guarantee absolute protection against every security threat, system failure, or unauthorized act.

The Company will address known security incidents in accordance with applicable law and its responsibilities concerning the information involved.

Cookies and Analytics

Our website may use cookies, analytics tools, and similar technologies to support website functionality, maintain security, improve user experience, and understand how visitors interact with our online services.

These technologies may collect information such as:

Website Activity: Pages visited, time spent on the website, navigation patterns, and general visitor interactions.
Technical Information: Internet Protocol (IP) addresses, browser types, device information, operating systems, and approximate geographic location.
Essential Cookies: Information necessary to maintain website functionality, security, and certain interactive features.
Analytics Cookies: Information used to evaluate website traffic, performance, and opportunities for improvement.
Third-Party Integrations: Information processed through authorized scheduling tools, contact forms, payment systems, or other integrated website services.

Our website operates through Wix, which may use cookies and related technologies in accordance with its applicable privacy practices. Other authorized third-party service providers may also collect technical information when visitors interact with their integrated services.

We do not intentionally use cookies or website analytics to collect sensitive service information, including genetic testing results, employment screening results, or fingerprint impressions, for advertising or marketing purposes.

Visitors may manage or restrict certain cookies through their browser settings or available website privacy controls. Disabling certain cookies may affect website functionality.

Where required by applicable law, we will provide appropriate disclosures and obtain consent before using nonessential cookies or tracking technologies.

Your Rights and Choices

My Indiana Notary, LLC respects your rights concerning the personal information we collect, maintain, and process. Subject to applicable laws, contractual obligations, identity verification requirements, and mandatory record-retention periods, you may have the following rights and choices:

Access to Personal Information: Request information about the personal data we maintain concerning you and, where applicable, obtain a copy of information available for disclosure.
Correction of Information: Request correction or updating of inaccurate, incomplete, or outdated personal information, subject to applicable legal and recordkeeping requirements.
Deletion of Information: Request deletion of personal information that is no longer necessary for authorized business purposes, except where retention is required or permitted by law, contractual obligations, professional standards, or legitimate business needs.
Withdrawal of Consent: Withdraw previously provided consent for certain information-processing activities where consent is the applicable legal basis, subject to legal requirements and any processing already lawfully completed.
Communication Preferences: Request changes to nonessential communications or opt out of promotional messages. Transactional communications necessary to provide requested services may continue as permitted by law.
Sensitive Personal Information: Request information about the collection, use, or disclosure of sensitive personal information, including biometric, medical, employment screening, or genetic information, subject to applicable confidentiality restrictions and legal requirements.
Third-Party Information Requests: Request assistance identifying the appropriate service provider or laboratory to contact regarding information maintained independently by an authorized third party, where reasonably practicable.

Certain records, including notarial journal entries, Remote Online Notarization recordings, employment screening documentation, laboratory records, chain-of-custody forms, financial transactions, and legally required service documentation, may be subject to mandatory retention requirements or restrictions on modification, disclosure, or deletion.

Requests involving another individual's personal information will not be fulfilled without appropriate legal authority or authorization. This includes requests made by employers, family members, legal representatives, or other third parties.

To protect personal information against unauthorized disclosure, we may require reasonable identity verification or documentation establishing your authority before processing a request.

We will review privacy-related requests and respond within the timeframes required by applicable law. Certain requests may be denied, limited, or redirected when permitted or required by law, including when the information is maintained by an independent laboratory, government agency, or other third-party provider.

We will not unlawfully discriminate against individuals for exercising applicable privacy rights.

Requests may be submitted using the contact information provided in this Privacy Policy.

Third-Party Links

Our website may contain links to third-party websites, applications, platforms, or online services that are not owned, operated, or directly controlled by My Indiana Notary, LLC.

These may include websites or platforms associated with:

Scheduling and Client Management: Online appointment scheduling, electronic forms, client portals, and customer relationship management systems.
Payment Processing: Authorized third-party payment processors and electronic billing platforms.
Notarization and Identity Verification: Remote Online Notarization platforms, identity verification providers, and related technology services.
Laboratory and Testing Services: Employment screening providers, drug testing laboratories, DNA testing laboratories, and other authorized testing partners.
Government and Document Processing: Government agencies, apostille and authentication authorities, court systems, and other official resources.
Other Professional Services: Shipping carriers, document delivery providers, translation services, and other authorized service partners.

Third-party websites and platforms may maintain their own privacy policies, terms of service, security practices, and information collection procedures.

My Indiana Notary, LLC does not control the independent privacy practices, security measures, or content of third-party websites and services. We encourage visitors to review the applicable privacy policies before submitting personal or sensitive information through those platforms.

When third-party providers are engaged to perform services on our behalf, their handling of personal information remains subject to applicable legal requirements, contractual obligations, and any responsibilities imposed on the Company by law.

Links to external websites or services do not necessarily constitute an endorsement of their content, policies, or practices.

The Company is not responsible for the independent actions or privacy practices of unrelated third parties, except to the extent responsibility cannot lawfully be excluded.

Changes to This Policy

My Indiana Notary, LLC reserves the right to update or modify this Privacy Policy as necessary to reflect changes in our services, business operations, technology platforms, information-handling practices, or applicable legal and regulatory requirements.

Any updates will be published on our website with a revised Effective Date indicating when the updated Privacy Policy takes effect.

Changes will generally apply prospectively from the stated Effective Date. Information collected before an update will continue to be handled in accordance with applicable law, existing contractual obligations, and any consent or authorization requirements governing that information.

If a material change requires additional notice or affirmative consent under applicable law, we will provide such notice or obtain the necessary consent before implementing the affected information-processing activities.

We encourage visitors and clients to periodically review this Privacy Policy to remain informed about how their personal information is collected, used, disclosed, and protected.

The Company maintains internal records of prior policy versions for administrative, compliance, and historical reference purposes.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or the collection, use, disclosure, retention, or protection of your personal information, please contact:

My Indiana Notary, LLC
Indianapolis, Indiana
Phone: (317) 883-7811
Email: info@myindiananotary.net

Privacy-related inquiries may include requests to access, correct, or delete personal information, questions regarding sensitive information, or concerns about unauthorized disclosure or information security.

To protect your privacy, we may request reasonable identity verification or documentation of legal authority before releasing personal information or processing certain requests.

Please do not submit Social Security numbers, complete financial account information, genetic testing results, medical records, or other highly sensitive information through unsecured email unless specifically instructed to use an authorized secure communication method.

We will review privacy-related inquiries and respond in accordance with applicable legal requirements and the nature of the request.