Privacy Policy

Effective Date: August 27, 2026 · Version 1.1

Waypoint Notaries LLC ("Waypoint," "we," "us," or "our") respects the privacy of our customers, signers, staff, notaries, business contacts, and website visitors.

This Privacy Policy explains the information we collect, how we use it, when we share it with service providers, and the choices available to you.

Information We Collect

Depending on how you interact with Waypoint, we may collect:

Contact Information

This may include:

• name;
• email address;
• telephone number;
• preferred contact method;
• company or organization name; and
• other information you choose to provide.

Appointment and Service Information

This may include:

• service requested;
• appointment mode;
• appointment address;
• facility or location type;
• requested date or urgency;
• signer count;
• witness needs;
• appointment instructions;
• document-count information;
• location details; and
• notes you submit.

Some appointments may involve hospitals, senior-care facilities, correctional facilities, estate matters, financial transactions, or other circumstances that may reveal sensitive context.

Please do not enter Social Security numbers, full account numbers, passwords, identification images, medical records, or other unnecessary sensitive information into public Waypoint forms.

Quote, Job, and Scheduling Information

We may maintain information about:

• service requests;
• quotes and quote revisions;
• quote acceptance;
• scheduling;
• rescheduling and cancellation;
• appointment status;
• operational outcomes;
• travel and service records;
• customer communications;
• payment status; and
• refunds or reconciliation.

Payment Information

Online card payments are generally processed by Square.

Waypoint does not receive or store your full payment-card number.

We may store payment-related information generated by Square, including:

• customer identifiers;
• order identifiers;
• checkout or payment-link identifiers;
• payment identifiers;
• refund identifiers;
• transaction amounts;
• payment status; and
• processing or reconciliation status.

Public Notary Profile Information

Notaries who choose to publish a Waypoint profile may make certain information public, including:

• display name;
• professional title;
• biography;
• service-area summary;
• languages;
• public telephone number;
• public email address;
• profile photograph; and
• high-level verified credential or capability labels.

Waypoint does not publish raw credential numbers, credential expiration dates, background-check records, internal compensation records, private base addresses, or other internal staff records as part of public notary profiles.

Information We Do Not Collect Through Public Forms

Waypoint does not currently provide a public file-upload system for:

• driver's licenses or other identification;
• loan packages;
• notarial documents;
• signatures;
• seals;
• scanbacks; or
• other document files.

Do not send identity-verification materials through a Waypoint public form.

Remote online notarization identity verification is handled through the authorized RON platform, not through Waypoint's public intake system.

How We Use Information

We use information to:

• review and respond to service requests;
• prepare and issue quotes;
• calculate travel and service pricing;
• determine service availability;
• schedule and coordinate appointments;
• communicate with customers and staff;
• process payments and refunds;
• perform notarial and signing-related services;
• manage customer self-service access;
• maintain operational and financial records;
• administer staff credentials, readiness, scheduling, and compensation;
• prevent fraud and abuse;
• protect our systems and customers;
• comply with legal, accounting, tax, insurance, and recordkeeping obligations;
• improve our website and services; and
• request neutral post-service feedback or Google reviews where appropriate.

Google Places Address Autocomplete

To help accurately identify locations for mobile service, Waypoint may use Google Places Autocomplete.

When the address-autocomplete feature is active, your browser communicates directly with Google as you type. Google may receive information associated with that interaction, including partial address text and technical information such as your IP address, according to Google's own privacy practices.

Waypoint generally receives the address you ultimately select or submit, rather than operating its own database of your autocomplete keystrokes.

Mapping and Routing

Waypoint may send appointment, facility, or staff-location information to Google mapping or routing services to estimate:

• travel distance;
• travel duration;
• routing feasibility; and
• scheduling or pricing logistics.

Waypoint may store resulting distance, duration, route, mileage, or operational information as part of the job's historical record.

Waypoint does not currently provide customers with live GPS tracking of a notary.

Google Calendar and Workspace Services

Waypoint may use Google Workspace services for business operations.

Appointment information synchronized to a staff calendar may include information such as:

• appointment time;
• appointment location;
• service description;
• customer or signer name; and
• related operational details.

Waypoint also uses email services to send transactional communications about requests, quotes, appointments, payments, cancellations, and other service activity.

Payments Through Square

Waypoint uses Square for direct-customer online payments.

When you use Square checkout, your payment information is submitted directly to Square.

Square may collect and process payment-card information, device information, fraud-prevention data, and other information under Square's own privacy practices.

Waypoint receives transaction and status information necessary to reconcile your payment and service.

Remote Online Notarization and Proof

Waypoint may use Proof as the platform for remote online notarization.

Identity verification occurs directly within the Proof platform.

Waypoint does not ask customers to email, upload, or otherwise send identity-verification images to Waypoint outside the authorized RON platform.

When Waypoint coordinates a RON request, we may retain ordinary operational information about the request, signer contact information, scheduling, and service status.

Proof separately processes the identity-verification and electronic-notarization information required for the RON session under its own policies and applicable law.

Legally Required Online Notarial Records

Ohio law requires online notaries to create and maintain certain electronic journal records and audio-video recordings associated with remote online notarizations. These records are subject to statutory security, preservation, and retention requirements.

An online notary keeps their own journal and audio-video recordings for as long as their RON authorization is active, then transmits them to the Ohio Secretary of State or an approved repository, which retains them for ten years.

Certain entries in an Ohio online notary's electronic journal may be inspected or copied when a request satisfies the requirements of Ohio law. Such access is limited to the specifically requested entries, and an online notary may deny access when the notary has a reasonable and explainable belief that the request is for a criminal or other inappropriate purpose.

Notarial journals, recordings, or related records may also be disclosed or transferred when required by law, court order, or direction of the Ohio Secretary of State.

These statutory notarial records are distinct from Waypoint's ordinary public website and customer-intake records.

Hosting and Infrastructure Providers

Waypoint relies on third-party technology providers to operate its services.

These providers may include:

• Google Cloud Platform for application hosting, infrastructure, and secrets management;
• Firebase Hosting for public web delivery and routing;
• Neon for database hosting;
• Google Workspace for email and calendar operations;
• Google mapping services for address lookup and routing;
• Square for payments; and
• Proof for remote online notarization.

These service providers receive information reasonably necessary for their role in providing the relevant service.

Cookies and Browser Storage

Waypoint currently uses very limited first-party browser storage. See our Cookie & Analytics Notice for the full detail; in summary:

Essential Staff Session Cookie

Authorized staff login uses an essential session cookie named __session.

This cookie is used for authentication and security. It is not used for advertising, marketing, or cross-context behavioral tracking, and Waypoint does not provide the cookie's contents to advertisers.

Internal Interface Preference

Waypoint's internal staff interface may use browser local storage to remember an interface preference, such as whether the sidebar is collapsed.

This preference is not used for advertising, marketing, or cross-context behavioral tracking.

Google Places

Google's Places or Maps browser components may use cookies or other browser technology according to Google's own policies.

Analytics

Waypoint uses Google Analytics (GA4) to understand how visitors use the public website. Waypoint does not use Google Tag Manager, Meta Pixel, session-replay software, or advertising trackers.

Analytics is optional, off by default, and treated separately from essential website functionality -- it only loads if you accept it, and you can change your choice at any time. See our Cookie & Analytics Notice for the accept/decline control and full detail.

Declining optional analytics will not prevent you from requesting or receiving Waypoint services.

Review Follow-Up

After an eligible completed service, Waypoint may send a one-time invitation asking the customer to leave a Google review.

Waypoint does not currently use customer sentiment to determine who receives the invitation.

Waypoint does not currently import, host, analyze, or display customer Google reviews within the Waypoint application.

Staff and Business Records

Waypoint maintains internal information about staff, notaries, organizations, and business contacts.

This may include:

• contact information;
• staff base locations;
• credentials;
• authorization and capability records;
• availability;
• calendar connections;
• insurance or coverage information;
• compensation and settlement records; and
• audit history.

Access to internal information is limited according to role and business need.

Some especially sensitive technical information, such as connected-account credentials and protected email payloads, is encrypted by the application.

Waypoint does not represent that every database field is individually encrypted at the application level.

Security

Waypoint uses administrative, technical, and access controls designed to protect the information it maintains.

Depending on the system, these controls may include:

• HTTPS;
• server-side access control;
• role-based permissions;
• secure and HttpOnly authentication cookies;
• time-limited or revocable customer capability links;
• webhook signature verification;
• audit logging;
• secrets management;
• encrypted storage for certain credentials and email payloads; and
• separation of payment-card processing from Waypoint's own systems.

No system can guarantee absolute security.

If a security breach involving your unencrypted personal information requires notification under Ohio law, Waypoint will notify affected individuals in the most expedient time possible and without unreasonable delay, consistent with Ohio's data breach notification statute.

Waypoint does not claim certification or compliance with a particular cybersecurity framework unless and until that representation is separately established.

Retention

Waypoint retains information for as long as reasonably necessary for the purposes for which it was collected and for legitimate business, operational, legal, accounting, fraud-prevention, insurance, audit, and dispute-resolution needs.

Different categories of information may be retained for different periods.

Financial, payment, refund, audit, compensation, and historical operational records may need to be preserved even after a customer relationship or appointment ends.

Statutory notarial records are subject to separate mandatory retention requirements. Ohio law, for example, requires an online notary's electronic journal and remote-online-notarization audio-video recordings to be transmitted to the Ohio Secretary of State or an approved repository once the notary's authorization period ends, where they are retained for ten years and may be surrendered or destroyed only as Ohio law permits.

Waypoint does not currently promise that all customer information will be automatically deleted after a fixed number of days.

Requests to Access, Correct, or Delete Information

You may contact Waypoint to ask questions about personal information associated with you or request that information be corrected or deleted where appropriate.

Some information cannot reasonably or legally be deleted, including information Waypoint must retain for:

• transaction and payment history;
• accounting;
• fraud prevention;
• statutory notarial records, including electronic journals and remote-online-notarization audio-video recordings that must be preserved under applicable law;
• business and audit records;
• dispute resolution;
• insurance; or
• other legal obligations.

Where full deletion is not appropriate, Waypoint may correct, restrict, archive, or otherwise minimize information when reasonably possible.

Sale of Personal Information

Waypoint does not sell personal information for monetary consideration.

Waypoint may share information with service providers that process information on our behalf for the business purposes described in this Policy.

Children

Waypoint's website is not directed to children under 13.

Waypoint does not knowingly operate the website as a service designed for children.

This does not mean that a minor can never be involved in a lawful notarization or document-signing situation where permitted by applicable law.

External Links

Waypoint's website and communications may contain links to external websites or services such as:

• Square;
• Proof;
• Google;
• business review pages;
• social networks; or
• facility websites.

Waypoint is not responsible for the privacy practices of external websites.

Changes to This Privacy Policy

Waypoint may update this Privacy Policy as our services, vendors, technology, or legal requirements change.

The current version and effective date will appear on this page.

Material changes may also be communicated through the website or customer workflow where appropriate.

Contact Us

Privacy questions or requests may be sent to:

Waypoint Notaries LLC
Email: tim@waypointnotaries.com
Website: waypointnotaries.com