This Privacy Policy explains how NotaryoPH, a Philippines-based remote online notarization platform, collects, uses, stores, and shares personal data. We comply with the Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules, the 2004 Rules on Notarial Practice (RNP), and the Supreme Court's 2021 Rules on Remote Notarization of Paper Documents (A.M. No. 20-07-04-SC).

1. Personal Data We Collect

• Account and contact details: name, email, mobile number, address, and login credentials.
• Identity verification data: government-issued IDs, photos/videos/selfies, liveness checks, signature samples, and verification results.
• Professional and compliance data (for notaries): commission details, IBP membership, accreditation documents, and background checks where required.
• Documents and session content: documents you upload for notarization, metadata, chat, annotations, and audio-video recordings of the notarization session as required by remote notarization rules.
• Device and usage data: IP address, device/browser information, session logs, and diagnostics to secure the service and support performance.
• Payments and billing: transaction references and payment status (we do not store full card numbers when using third-party processors).

2. How and Why We Use Data

• Deliver and improve the platform experience, including scheduling and document handling.
• Verify identities, prevent fraud, and meet legal obligations for notarial practice and electronic evidence.
• Enable commissioned notaries to perform remote notarization and maintain required records.
• Provide customer support and communicate about appointments, changes, or incidents.
• Comply with the RNP, A.M. No. 20-07-04-SC, the Data Privacy Act, court orders, subpoenas, and lawful requests of regulators.
• Improve security through monitoring, logging, and incident investigation.

3. Legal Bases for Processing

We process personal data based on: (a) your consent (e.g., identity verification and recordings); (b) performance of a contract to deliver the requested service; (c) compliance with legal obligations under Philippine notarial and data privacy laws; and (d) our legitimate interests in securing the platform and preventing fraud, balanced against your rights.

4. Sharing and Disclosure

• Commissioned notaries: to review documents, verify your identity, and maintain mandatory notarial records.
• Service providers: cloud hosting, video/voice providers, e-signature, identity verification, payment processors, and customer support tools under confidentiality and data protection obligations.
• Regulators, courts, or law enforcement: when required by law, subpoena, court order, or enforcement of notarial practice rules.
• Business transfers: in the event of a merger, acquisition, or asset sale, subject to continued protection of personal data.

5. Cross-Border Data Handling

Data may be stored in the Philippines or in secure cloud locations. When data is transferred outside the Philippines, we implement safeguards consistent with the Data Privacy Act and applicable NPC issuances (e.g., contractual data protection commitments with processors and technical controls).

6. Retention

We retain personal data only as long as needed for the purposes above and to meet legal and regulatory requirements. Notarial records, including audio-video recordings required by A.M. No. 20-07-04-SC and the notarial register requirements under the RNP, are kept for at least ten (10) years after the last entry, unless a longer period is required by law or a competent authority. Account and billing records are kept while your account is active and for a reasonable period thereafter for compliance and audit.

7. Security

We apply administrative, technical, and physical safeguards such as encryption in transit, access controls, logging, and regular security reviews. No system is perfectly secure; if we become aware of a breach affecting you, we will notify you and regulators as required by law.

8. Your Rights under the Data Privacy Act

You may exercise the rights to be informed, access, object, rectify, erase/block, data portability (when applicable), and to claim damages for violations of your data privacy rights. You may also lodge a complaint with the National Privacy Commission. To exercise rights, contact us using the details below; we may need to verify your identity before acting on a request.

9. Children's Data

The service is not intended for minors under 18. We do not knowingly collect personal data from minors; if you believe a minor has provided data, contact us so we can delete it where required.

10. Cookies and Tracking

We use necessary cookies for authentication and session continuity. If we introduce analytics or marketing cookies, we will provide notice and obtain any required consent.

11. Changes to This Policy

We may update this Privacy Policy to reflect legal or operational changes. Material changes will be posted on this page with a revised effective date.

12. Contact

For questions or privacy requests, email support@notaryoph.com. If you are located in the Philippines, you may also contact the National Privacy Commission at www.privacy.gov.ph.

Last updated: November 17, 2025