Privacy Policy

Effective Date: May 18, 2026

This Privacy Policy describes how My Case Coordinator ("we," "us," or "our") collects, uses, stores, and protects your personal information when you use our website, https://www.mycasecoordinator.online (the "Site"), and our Remote Online Notarization (RON) and Case Coordinating services (the "Services").

1. Information We Collect

To perform legal online notarizations, we must collect extensive and highly sensitive data:

Identity Verification Data: Full legal name, government-issued photo identification (e.g., driver's license, passport), and knowledge-based authentication (KBA) question responses used to verify your identity.
Session Recordings: Full audio-video recordings of the entire live online notarization session, as mandated by state laws.
Transaction Documents: The electronic documents you upload for notarization ("Session Documents").
Notary Journal Information: The date, time, type of notarial act, and descriptive details of the document being notarized.
Contact & Payment Data: Email address, phone number, billing address, and payment details handled via secure third-party processors.

2. How We Use Your Information

We process your information strictly to execute legal notarial acts, including:

Verifying signer identity and confirming intent and awareness.
Completing the digital signing and electronic sealing of documents.
Maintaining a secure, legally required electronic notary journal and recording archive.
Complying with state statutory retention requirements governing remote online notarization.

3. Data Retention Obligations

Crucial Notice regarding Data Retention: Unlike standard internet services, online notary providers are legally barred from deleting certain session records upon request.

Journal and Video Archives: Under applicable state laws, we are legally required to securely retain our electronic notary journal and the full audio-video recording of your session for a mandatory minimum period, typically five (5) to ten (10) years from the date of the notarization.
Document Erasure: Session documents that are signed and notarized are accessible to you for download for [Insert Time, e.g., 30 days] before being securely purged from active storage, unless long-term hosting is specifically requested.

4. Information Sharing and Disclosure

We do not sell, rent, or lease your personal data. Your information is only shared under the following conditions:

With Your Consent / Directed Parties: We transmit the finalized, tamper-evident notarized document back to you or to the receiving party you explicitly designate.
Technology Platforms: With trusted software partners (such as credential analysis tools or hosting databases) built strictly for secure cloud storage and multi-factor validation.
Legal Compliance & Audits: We may disclose journal entries or session logs to the Secretary of State, state notary enforcement agencies, or law enforcement in response to an authorized subpoena or legal request.

5. Data Security

We implement bank-grade encryption protocols to prevent unauthorized access to your identity credentials, records, and recorded sessions. Our electronic notary journal and recordings are protected via cryptographic and password protections and backed up daily in compliance with strict state regulations.

6. Your Privacy Rights and Limitations

Depending on your location (e.g., CCPA/GDPR), you may request access to, correction of, or deletion of your personal data.

Please note: We will deny a deletion request for session recordings, electronic signatures, and notary journal data if the retention of that information is strictly required to maintain our legal compliance under state RON laws.

7. Contact Information

For any privacy questions, data access requests, or to obtain your records, contact us at:

MyCaseCoordinator@gmail.com