At Notary Everyday, we're committed to maintaining the highest standards of security and privacy for everyone involved in a notary transaction. This guide will help you understand and apply the practices needed to safeguard Nonpublic Personal Information (NPPI) and uphold data protection standards.
📄 See also: Notary Everyday's Privacy Policy and Terms and Conditions.
What Is Nonpublic Personal Information (NPPI)?
NPPI refers to any information that is not publicly available. In the context of notary services, this includes:
Phone numbers
Loan amounts
Interest rates
Email addresses
The fact that someone is refinancing
Lender information
Understanding what counts as NPPI is the first step in protecting it.
Rule of thumb: If you're unsure whether something is NPPI, treat it as such.
Best Practices for Data Security
1. Mobile Device Security
Your mobile device is a powerful tool, but also a potential security risk. Follow these guidelines:
Never store NPPI in your phone's standard apps or notes.
Only photograph IDs when explicitly requested by the client or signing service (common for real estate transactions and often required by title companies).
Use the Notary Everyday app's secure features to upload document scanbacks and IDs.
Immediately delete any images of sensitive documents after confirming a successful upload.
2. Document Handling
Proper document management is crucial for security:
Always use the Notary Everyday platform for document uploads — it's designed with security in mind.
If faxing is necessary, use it only as a secondary option.
Never email sensitive documents, even if requested by the client.
Double-check all recipient information before sending any documents.
Tip: Set up a dedicated work email for your notary business to keep personal and professional communications separate.
3. Email Vigilance
Be alert to potential email threats:
Always verify sender addresses and signatures, especially for unexpected messages.
Be wary of urgent requests or unusual instructions — real estate is fast-paced, so take extra care with unfamiliar senders.
When in doubt about an email's authenticity, call the sender using a known, trusted number — never one provided in the suspicious email.
Example: If you get an email claiming to be from "Notary Everyday Support" demanding immediate action, log in directly through our official website rather than clicking any links in the email.
4. Password Protection
Strong passwords are your first line of defense:
Use a unique, complex password for each professional account.
Mix lowercase, uppercase, numbers, and special characters.
Enable password protection on all your devices.
Consider a reputable password manager to maintain strong, unique passwords.
5. Network Security
Protect your internet connection:
Avoid public Wi-Fi for any work-related tasks.
Use a secure, private connection for all notary-related activity.
Example: Meeting a client at a coffee shop? Skip the free Wi-Fi and use your phone's secure hotspot for anything you need to do online.
6. Document Storage and Disposal
Handling physical documents matters just as much as digital security:
Store physical documents in a secure, lockable location.
Never leave printed documents in your car overnight.
Shred unnecessary documents promptly.
7. Compliance and Legal Responsibilities
Stay informed and compliant:
Adhere to all applicable laws and regulations related to notary services.
Always obtain explicit consent before collecting or storing client data.
Regularly check the Notary Everyday platform for updates on compliance requirements.
Why These Guidelines Matter
As a notary, you are responsible for protecting the privacy and security of your clients' information. Failing to follow these guidelines can have serious consequences, including:
Termination of your notary commission
Potential legal repercussions
Loss of client trust and damage to your professional reputation
Reporting Security Concerns
If you suspect a security breach or have any data-protection concerns:
Act quickly, but don't panic.
Immediately change the password for any account you suspect is at risk.
Contact our support team at support@notaryeveryday.com.
Document everything — what happened, when you noticed it, and what steps you've taken.
Remember, we're here to help. Don't hesitate to reach out with questions or concerns about security practices.
By following these guidelines, you help maintain the trust and integrity of the notary profession in the digital age. Security isn't about complexity — it's about good habits and staying vigilant. Stay secure, stay professional, and know that Notary Everyday is here to support you.