EzoSign (“EzoSign,” “we,” “us,” or “our”) provides a Remote Online Notarization (“RON”) platform that enables individuals, notaries, and businesses to notarize documents electronically.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you access or use our website at ezosign.com, our platform, and any related services (collectively, the “Services”).

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this Privacy Policy, please do not use the Services.

1. Information We Collect

1.1 Information You Provide Directly

We may collect information that you provide directly to us, including:

• Account Information: Your name, email address, phone number, business name, account credentials, and other information necessary to create and manage your account.

• Identity Verification Information: Government-issued identification, date of birth, address, identification document details, and other information required for identity verification, Knowledge-Based Authentication (“KBA”), credential analysis, and, where applicable, biometric verification.

• Transaction Information: Documents submitted or uploaded for notarization, signer information, notary commission information, transaction details, timestamps, electronic signatures, certificates, and signing-session metadata.

• Payment Information: Billing and transaction-related information processed through third-party payment processors. EzoSign does not store complete payment card numbers.

• Communications: Information you provide when contacting us through our website, contact forms, email, telephone, customer support, or other communication channels.

1.2 Information Collected Automatically

When you use the Services, we may automatically collect certain information, including:

• Notarization Session Recordings: Audio and video recordings of Remote Online Notarization sessions when required by applicable RON laws, regulations, or notarial requirements.

• Device and Usage Information: Internet Protocol (“IP”) address, browser type, operating system, device identifiers, device information, access times, pages viewed, and other information about how you interact with the Services.

• Cookies and Similar Technologies: Information collected through cookies, pixels, local storage, and similar technologies used to operate, secure, analyze, and improve the Services. Additional information is provided in Section 7 below.

1.3 Information From Third Parties

We may receive information about you from third parties that assist us in providing the Services, including:

• Identity verification providers.

• Credential analysis providers.

• KBA and identity-data providers.

• Payment processors.

• Fraud prevention and security providers.

• Other service providers involved in completing or supporting a notarization transaction.

2. How We Use Your Information

We may use the information we collect to:

• Facilitate, process, and complete Remote Online Notarization transactions.

• Create and manage user and notary accounts.

• Verify the identity of signers in accordance with applicable RON laws and requirements.

• Conduct KBA, credential analysis, identity verification, and other legally required verification procedures.

• Maintain electronic notary journals, transaction records, audit trails, and session recordings as required by applicable law.

• Process payments, subscriptions, refunds, and billing-related matters.

• Provide customer service and respond to inquiries or support requests.

• Operate, maintain, troubleshoot, secure, and improve the Services.

• Detect, investigate, and prevent fraud, misuse, security incidents, and unauthorized activity.

• Comply with applicable laws, regulations, court orders, legal processes, and state-specific notarization and recordkeeping requirements.

• Send administrative or transactional communications, including transaction confirmations, account notices, security alerts, and service-related updates.

• Send promotional or marketing communications when permitted by law and, where required, with your consent. You may opt out of marketing communications at any time.

3. How We Share Your Information

We do not sell your personal information.

We may disclose or share information in the following circumstances:

• Notaries and Signing Parties: With notaries, signers, witnesses, businesses, or other parties who are directly involved in a notarization transaction.

• Service Providers: With third-party vendors and service providers that perform services on our behalf, including identity verification, credential analysis, KBA, cloud hosting, data storage, security, communications, analytics, and payment processing. These providers are permitted to process information only as necessary to provide their services and are subject to applicable contractual and confidentiality obligations.

• Legal and Regulatory Authorities: When disclosure is required or permitted by applicable law, regulation, subpoena, court order, governmental request, or other legal process.

• Protection of Rights and Safety: When we reasonably believe disclosure is necessary to investigate fraud, enforce our agreements, protect the security or integrity of the Services, or protect the rights, property, or safety of EzoSign, our users, or others.

• Business Transfers: In connection with a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar business transaction, subject to appropriate confidentiality protections.

• With Your Consent: When you authorize or direct us to disclose information to another party.

4. Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy or as required by applicable law.

Notarization transaction records, electronic journal entries, identity verification records, audit information, and audio/video recordings may be retained for the period required by applicable federal or state laws and regulations. Depending on the jurisdiction, these retention periods may extend for several years after a notarization transaction has been completed.

Account information may be retained for as long as your account remains active and for a reasonable period afterward when necessary for legal, regulatory, security, fraud-prevention, dispute-resolution, accounting, or audit purposes.

Certain information may not be deleted upon request where EzoSign, a commissioned notary, or another applicable party is legally required to retain it.

5. Data Security

We use reasonable administrative, technical, organizational, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

These safeguards may include:

• Encryption of information in transit.

• Encryption of sensitive information at rest.

• Access controls and authentication measures.

• System monitoring and security logging.

• Restricted access to sensitive transaction information.

• Secure infrastructure and server environments.

• Security and operational procedures designed to protect user information.

Where applicable, transaction information may be maintained on private or dedicated infrastructure designed to support the security and confidentiality of notarization records.

However, no electronic transmission, network, system, or data storage method can be guaranteed to be completely secure. Accordingly, while we take reasonable steps to protect your information, we cannot guarantee absolute security.

6. Your Rights and Choices

Depending on where you reside and applicable law, you may have certain rights regarding your personal information, including the right to:

• Request access to personal information we maintain about you.

• Request correction of inaccurate or incomplete personal information.

• Request deletion of certain personal information.

• Object to or request restriction of certain processing activities where applicable.

• Opt out of marketing or promotional communications.

• Withdraw consent where processing is based on your consent, subject to applicable legal limitations.

Certain rights may be limited where information must be retained to comply with Remote Online Notarization laws, notary recordkeeping requirements, fraud-prevention requirements, legal obligations, or other regulatory requirements.

For example, we may be unable to delete notarization journals, recordings, audit trails, or transaction records before the expiration of a legally required retention period.

To exercise your applicable privacy rights, please contact us using the contact information provided in Section 9.

7. Cookies and Similar Technologies

We use cookies and similar technologies to operate, secure, analyze, and improve the Services.

These technologies may be used to:

• Maintain authentication and user sessions.

• Remember user preferences.

• Provide essential website and platform functionality.

• Monitor performance and reliability.

• Detect and prevent fraudulent or unauthorized activity.

• Understand how users interact with the Services.

• Improve the functionality and user experience of the Services.

You can manage or disable cookies through your browser settings. However, disabling certain cookies may prevent some features of the Services from functioning properly.

8. Children’s Privacy

The Services are not intended for individuals under the age of 18.

We do not knowingly collect personal information from individuals under 18 through the Services. If we become aware that personal information has been collected from a minor in violation of applicable law, we will take appropriate steps to delete or otherwise address that information, subject to any applicable legal retention obligations.

9. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or EzoSign’s privacy practices, please contact us through the contact information provided on ezosign.com.