Privacy Policy - Notary Document Services Florida, LLC (NDS Florida)
Effective Date: October 13, 2026
Last Updated: October 13, 2026
Notary Document Services Florida, LLC ("NDS Florida," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you provide when visiting our website, contacting us, or using our services. This Privacy Policy explains how we collect, use, share, retain, and safeguard personal information.
1. Information We Collect
Depending on your interactions with NDS Florida and the services requested, we may collect the following information:
Contact Information: Name, telephone number, email address, mailing address, and information submitted through our website contact forms.
Service and Transaction Information: Appointment details, service requests, communications, transaction records, and information necessary to coordinate and complete services.
Identification and Document Information: Identification details, document information, and other personal or sensitive information necessary for notarizations, identity verification, loan signings, real estate closing support, or other requested services.
Payment Information: Billing and transaction information necessary to process payments and maintain business records.
Website Usage Information: Information collected through cookies, analytics, and similar technologies, which may include browser type, device information, IP address, pages visited, and website interactions.
Messaging Information: Telephone numbers, text message communications, consent records, and communication preferences.
We seek to collect only information reasonably necessary for legitimate business purposes, requested services, and applicable legal requirements.
2. How We Use Your Information
NDS Florida may use personal information to:
Respond to inquiries and provide customer support.
Schedule appointments and coordinate requested services.
Verify identities and complete notarial or document-related transactions.
Send appointment confirmations, reminders, and service updates.
Send occasional promotional communications to individuals who have provided appropriate consent.
Process payments and maintain business records.
Improve website functionality and evaluate website traffic and performance.
Protect against fraud, unauthorized access, and misuse.
Comply with applicable laws, regulations, and recordkeeping requirements.
3. Information Sharing and Disclosure
NDS Florida does not sell or rent personal information. We may share information with service providers and other parties when reasonably necessary to deliver requested services, operate our business, or comply with legal obligations.
These may include:
Authorized notaries and contracted service providers.
Remote online notarization platforms.
Payment processors and financial service providers.
Communication and technology providers, including Nextiva.
Website hosting, analytics, and marketing technology providers.
Shipping, courier, and document delivery providers.
Title companies, settlement agents, and other parties involved in transactions, when appropriate.
Government agencies, regulators, or other parties when disclosure is legally required or authorized.
We seek to limit information shared to what is reasonably necessary for the applicable purpose.
Mobile phone numbers, SMS opt-in information, and text messaging consent are not sold or shared with third parties or affiliates for their independent marketing or promotional purposes.
Messaging service providers may process information as necessary to deliver and support NDS Florida's communications.
4. Text Messaging and SMS Communications
NDS Florida may communicate with customers through text messages for service-related purposes and, where separately authorized, promotional purposes.
Service-Related Messages: These may include appointment confirmations, reminders, responses to inquiries, scheduling changes, service updates, and transaction-related communications.
Promotional Messages: With appropriate consent, NDS Florida may send occasional promotional messages about our services, special offers, or business updates.
Consent: NDS Florida obtains appropriate consent for text messaging through applicable opt-in methods. Promotional messaging requires separate affirmative consent and is not a condition of purchasing services.
Message Frequency: Message frequency may vary depending on your service requests and communication preferences.
Message and Data Rates: Message and data rates may apply.
Opt-Out: You may opt out of text messages at any time by replying STOP. We also honor other valid requests to stop receiving messages.
Assistance: Reply HELP for assistance or contact info@ndsflorida.com.
Privacy: NDS Florida does not sell or share mobile phone numbers, SMS opt-in information, or messaging consent with third parties or affiliates for their independent marketing purposes.
Opting out of text messages does not prevent NDS Florida from contacting you through other appropriate channels regarding services you have requested.
5. Website Cookies and Analytics
Our website may use cookies, analytics, and similar technologies to support website functionality, understand visitor activity, improve our services, and evaluate marketing effectiveness. These technologies may collect information such as IP addresses, device and browser information, and website interactions. Information may be processed by our website platform and third-party service providers. You may manage cookies through your browser settings or available website privacy controls. Disabling certain cookies may affect website functionality.
6. Information Security
NDS Florida recognizes the sensitive nature of information associated with notarizations, identification documents, real estate transactions, and related services. We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or loss. Access to personal information is intended to be limited to authorized individuals and service providers who require it for legitimate business or service-related purposes. NDS Florida expects contracted service providers who handle client information to maintain appropriate confidentiality and security practices consistent with their responsibilities and applicable requirements. While we take reasonable steps to protect information, no electronic transmission or storage system can be guaranteed to be completely secure.
7. Information Retention
NDS Florida retains personal information for as long as reasonably necessary to provide requested services, maintain appropriate business records, resolve disputes, and comply with applicable legal and regulatory requirements.
Certain records associated with remote online notarizations are subject to specific retention requirements under Florida law, including a minimum 10-year retention period for electronic notarial journals and required audio-video recordings, subject to applicable statutory provisions.
Florida-commissioned online notaries are responsible for maintaining or arranging legally compliant retention and security of their required notarial records. NDS Florida may coordinate services involving independently commissioned notaries but does not automatically assume custody of records maintained by those notaries.
Other records may be retained for different periods depending on their purpose, applicable law, contractual obligations, and legitimate business needs. When records are no longer required, NDS Florida seeks to ensure they are securely deleted, destroyed, or otherwise disposed of using methods appropriate to the sensitivity of the information.
8. Your Privacy Choices
You may contact NDS Florida to request access to, correction of, or deletion of personal information maintained about you. We will evaluate requests in accordance with applicable laws, contractual obligations, and recordkeeping requirements. Some information may need to be retained for legal, regulatory, security, or legitimate business purposes. You may also opt out of text messages as described in Section 4.
9. Third-Party Websites and Services
NDS Florida may use or provide access to third-party websites, payment processors, remote notarization platforms, or other external services. These third parties may maintain their own privacy policies and information security practices. We encourage you to review the privacy policies of third-party services when providing information directly to them.
10. Changes to This Privacy Policy
NDS Florida may update this Privacy Policy to reflect changes in business operations, technology, services, or applicable legal requirements. The updated policy will be posted on our website with a revised effective date.
11. Contact Information
For questions about this Privacy Policy or the handling of your personal information, please contact:
Notary Document Services Florida, LLC (NDS Florida)
Website: https://www.ndsflorida.com
Email: info@ndsflorida.com