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Privacy Policy
Effective Date:October 13, 2026
The privacy and security of your personal information is important to us and we are committed to safeguarding it. Snapdocs, Inc., together with its wholly owned subsidiary, Snapdocs Technologies LLC (formerly Pactima Inc.), and related affiliates (collectively, "Snapdocs", "we", "us", or "our") have prepared this Privacy Policy to describe to you our practices regarding the Personal Information we collect from Users of our website, located at www.snapdocs.com, pactima.com, or any other websites of Snapdocs (collectively, the "Website"), in any way, including using services or resources (collectively, the "Services"). All capitalized terms not defined in this Privacy Policy have the definitions assigned in the Terms of Use located at https://www.snapdocs.com/tos.
Applicability Of This Privacy Policy
By using our Website or Services, you agree to this Privacy Policy. This Privacy Policy supplements service-specific terms or notices. If a service-specific notice conflicts with this Privacy Policy, the service-specific notice governs for that service. This is our Privacy Policy and it supersedes any earlier version.
In conjunction with this Privacy Policy, you should also review our Terms of Use for a more complete understanding of the rules governing the Services. This Privacy Policy is incorporated into and subject to the Terms of Use, in particular the provisions concerning dispute resolution and liability.
Our Role Depending on the Services
In certain instances, Snapdocs acts as a “service provider” (or “processor”) to the applicable person or entity paying for the services (“Subscribing Customer”) and processes Personal Information on that customer’s behalf and subject to our agreements with them. This information is not governed by this Privacy Policy. If you have questions about how your information is processed, please contact the Subscribing Customer.
In other instances — including when we provide Remote Online Notarization (“RON”) services directly to individuals — Snapdocs acts as the business responsible for determining the purposes and means of processing Personal Information, and we will process your information as described in this Privacy Policy.
Types of Data We Collect
"Personal Information" means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular person or even a household.
“Sensitive Personal Information” Certain categories of Personal Information we collect in connection with RON Services that may be considered sensitive under applicable privacy laws. These may include:
government-issued identification numbers and images;
biometric identifiers and biometric information used for liveness detection and identity verification;
financial account information; and
precise geolocation derived from device or network signals.
We collect and use Sensitive Personal Information only for purposes necessary to provide the Services, comply with legal obligations, prevent fraud, and protect the security and integrity of the Platform. We do not use Sensitive Personal Information for targeted advertising purposes.
1. Information You Provide to Us.
We require certain Personal Information from you, such as your first and last name, e-mail and mailing addresses, entity name, and password, when you create an account to log in to our Services ("Account").
When you use our Services, we may collect Personal Information from you such as your governmental identification, date of birth, and other information to obtain or verify your identity;
If you are a Notary, we may collect your notary certification, qualifications related to being a notary, office location, professional history, and other information related to providing notary services.
If you use our Services on your mobile device, we may collect your phone number and the unique device id number.
If you utilize Remote Online Notarization (“RON”) Services, we may collect:
Images of government-issued IDs (front/back), ID metadata, knowledge-based identification questions and answers (“KBA”), document authenticity checks, and biometric identifiers/biometric information used for liveness detection and face matching.
Synchronized audio-video recordings of the notarization session; electronic notary journal entries (e.g. timestamps, participants’ names, type of notarial act, document description); tamper-evident audit trails and certificates; and documents presented or uploaded during the session.
IP address, device identifiers, operating system/browser details, network/telemetry, approximate location, session integrity data, and similar signals necessary to secure the Services.
If you are a Subscribing Customer or a certified Notary registered on the Snapdocs platform, then we will collect all information necessary to manage payment flows for the completed transaction. Depending on whether you need to pay fees (ie. a Subscribing Customer) or we need to forward fees to you (ie. a Notary) this information may include your name, credit card information, bank information, automated clearing house information, billing information, and billing address.
If you are a Consumer Customer, we may collect information in connection with your payment of Consumer Fees, including your credit card information, bank information, automated clearing house information, billing information, and billing address. This information will be collected by and/or shared with third party payment processors, who will help process any Consumer Fees.
We retain information on behalf of the Subscribing Customer initiating the transaction, such as files, messages, transaction history, and timestamp information.
If you provide us testimonials, feedback, or contact us via e-mail, we will collect your name and e-mail address, as well as any other content you have included, in order to send you a reply.
When you participate in one of our surveys, we may collect additional profile information.
2. Information Collected from Others About You.
For all Users, we collect certain Personal Information about you from our vendors for purposes of verifying your identity. For Subscribing Customers and Notaries, we may receive Personal Information about you from third parties that sponsor contests for which we have contributed our products for prizes. These third party Subscribing Customers may supply us with Personal Information for fulfillment of prizes and our marketing. We may add this information to the information we have already collected from you via our Website in order to market and improve the Services we provide.
3. Information Collected via Technology.
To make the Services more useful to you, our servers (which may be hosted by a third party service provider) collect information when you visit the Website and use the Services, including your browser type, operating system, Internet Protocol ("IP") address (a number that is automatically assigned to your computer when you use the Internet, which may vary from session to session), domain name, and/or a date/time stamp for your visit.
Log Files.
As is true of most websites, we gather certain information automatically and store it in log files. We use this information to analyze trends, administer the Website, gather demographic information about our user base as a whole, and better tailor our Services to our Users’ needs. For example, some of the information may be collected so that when you visit the Services again, it will recognize you and the information could then be used to serve interest based advertisements and other information appropriate to your interests.
Cookies.
Like many online services, we use cookies to collect information. "Cookies" are small pieces of information that a website sends to your computer’s hard drive while you are viewing the website. We may use both session Cookies (which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience on our Website. This type of information is collected to make the Website more useful to you and to tailor the experience with us to meet your special interests and needs.
Pixel Tags.
In addition, we use "Pixel Tags" (also referred to as clear .gifs, web beacons, or web bugs). Pixel Tags are tiny graphic images with a unique identifier, similar in function to Cookies, that are used to track online movements of web users. In contrast to Cookies, which are stored on a user’s computer hard drive, Pixel Tags are embedded invisibly in web pages. Pixel Tags also allow us to send e-mail messages in a format users can read, and they tell us whether e-mails have been opened. We may use this information to reduce or eliminate messages sent to a user.
Do Not Track Signals.
Our web servers and other tools to deliver the Services do not currently respond to "do not track" signals. Please note that Do Not Track is a different privacy mechanism than the Global Privacy Control browser choice referenced in the California Privacy Policy.
Interest-Based Advertising
In addition to using Cookies and related technologies as described above, we may also permit third parties to help us tailor advertising that we think might be of interest to Users and to collect and use other data about user activities on our Website (e.g. to allow them to tailor ads on third party services). Those Subscribing Customers may deliver ads that might also place Cookies and otherwise track user behavior. If you prefer that we not share information with Subscribing Customers that use tracking technologies to deliver targeted display advertising based on such information, you may be able to tailor the interest based ads you receive by visiting https://optout.aboutads.info/ or https://optout.networkadvertising.org/
Analytics Services.
In addition to the tracking technologies we place, other companies may set their own cookies or similar tools when you visit our Website. This includes analytics services, including but not limited to Google Analytics ("Analytics Services"), that we engage to help analyze how Users use the Website. We may receive reports based on these parties’ use of these tools on an individual or aggregate basis. We use the information we get from Analytics Services only to improve the Services. Google provides an opt out of certain data collection for Google Analytics; for more information, see this link: Google Analytics Opt-Out Browser Add-On.
Use of Your Personal Information
1. General Use.
In general, we use the Personal Information you submit to us or we receive from others about you to help you create an Account or to deliver the Services. We use your Personal Information in the following ways to deliver the Services:
facilitate the creation of and secure your Account on our network;
identify you as a user in our system;
identify the type of user you are in our system;
verify and check your identity;
confirm ownership of your email address, and payment provider account;
prevent and protect against fraud, including, without limitation, with respect to handling of payments;
to provide you with a streamlined account experience;
to process and fulfill your transactions or contact you concerning the status of a transaction;
to facilitate, record, and maintain RON sessions, electronic notary journal entries, and tamper-evident records;
provide improved administration of the Services;
improve the quality of experience when you interact with our Website;
send you a welcome e-mail to verify ownership of the e-mail address provided when your Account was created;
send you administrative e-mail notifications, such as security or support and maintenance advisories;
provide you with targeted offers and advertising, including on the Website, via direct mail, e-mail, or push notifications. You may receive these offers in advertising that is directed to you via third party websites and media properties, including in social media. Please note that no mobile information will be disclosed to third parties/affiliates for their own marketing/promotional purposes;
send newsletters, surveys, offers, and other promotional materials related to our products and for other marketing purposes of Snapdocs;
comply with legal and regulatory requirements;
respond to legal processes; and
enforce our Terms of Use.
2. Use for RON Services
For each RON session, we capture a synchronized audio-video recording and create associated electronic notary journal entries. These records may include your image and voice, government-issued ID image and data, credential analysis, KBA outcomes, document metadata, signatures, and event timestamps and location. Access to such information is restricted to authorized users (e.g. Notaries), Snapdocs personnel with a need to know, and governmental/regulatory authorities or law enforcement with a lawful process.
Snapdocs retains RON recordings and journal entries for the period required by applicable law or industry standards (typically 5-10 years) and may retain longer as necessary to respond or comply with legal claims and holds. Because retaining these records is legally required, we may be unable to delete them upon request until the retention period has expired.
3. User Testimonials and Feedback.
We often receive testimonials and comments from Users who have had positive experiences with our products. We occasionally publish such content. We may also post user feedback on the Website from time to time.
4. Disclosure of Your Personal Information.
We disclose your Personal Information as described below and as described elsewhere in this Privacy Policy.
Recall from our opening paragraphs that we are typically holding User information and transaction information in our role as a service provider to the Subscribing Customer handling a Signer’s mortgage closing. To the extent that we at Snapdocs have any authority over Personal Information we’ve collected, it is generally limited to those individuals within Subscribing Customers and Notaries who have created an Account for the Services. We might advertise to an existing or prospective Subscribing Customer or Notary.
Additional examples of how we disclose your Personal data include:
a. Third Parties Designated by You.
When you use our Services, some of the Personal Information you provide will be disclosed to third parties you designate to receive such information.
b. Third Parties Designated by a Subscribing Customer.
If you are a Signer, some of the Personal Information provided by you to a Subscribing Customer may be disclosed to other Users that such Subscribing Customer designates to receive such information. For example, when a Subscribing Customer uploads a Signer’s loan documents that require notarization, such loan documents will be disclosed to the applicable Notary to provide notary signing services for you and the Subscribing Customer.
c. Our Vendors.
We may disclose your Personal Information to our vendors to: provide you with the Services that we offer through our Website; facilitate creation of Accounts; facilitate transactions; provide identity verification/KBA services; provide biometric services; facilitate RON session recordings; provide technical support; provide other services to Snapdocs, such as marketing messages; and/or maintain, improve, and enhance our services.
d. Our Payment Processor.
We use a third-party payment processor to process payments made by Subscribing Customers to us and potentially to Notaries. Your financial information, such as your name, billing address, and credit card information, is provided directly to our payment processors, and their use of such information, as well as any of your Personal Information, is governed by their respective privacy policies. By paying or receiving funds through the Services, you agree to be bound by our current payment processor Stripe’s US Terms of Service available at https://stripe.com/us/terms and Privacy Policy available at https://stripe.com/privacy.
e. Affiliates.
We may disclose some or all of your Personal Information to our operating subsidiaries, joint ventures, or other companies under a common control ("Affiliates").
f. Corporate Restructuring.
We may disclose your information to any third parties, including any surviving entity or successors-in-interest, in the event of any reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings) and, in each case, any due diligence relating thereto.
g. Other Disclosures.
Snapdocs may disclose Personal Information if it believes in good faith that such disclosure is necessary (a) in connection with any legal investigation; (b) to comply with relevant laws or to respond to subpoenas or warrants served on Snapdocs; (c) to protect or defend the rights or property of Snapdocs or Users of the Services; and/or (d) to investigate or assist in preventing any violation or potential violation of the law, this Privacy Policy, or our Terms of Use.
We may aggregate the Personal Information we collect, or insights generated or derived from the use of our Services, or remove pieces of personal information (“de-identify”) to limit or prevent identification of any particular user or device to help with goals like marketing, research and product development (including training our artificial intelligence models that power certain of our Services). Where such information has been aggregated and anonymized so that it is no longer considered Personal Information under applicable data protection laws, the limitations set forth in this Privacy policy related to Personal Information shall not apply.
h. Third Party Websites.
Our Website may contain links to third party websites. When you click on a link to any other website or location, you will leave our Website and go to another website, and another entity may collect Personal Information from you. We have no control over, do not review, and cannot be responsible for, these outside websites or their content. Please be aware that the terms of this Privacy Policy do not apply to these outside websites or content, or to any collection of your Personal Information after you click on links to such outside websites. We encourage you to read the privacy policies of every website you visit. The links to third party websites or locations are for your convenience and do not signify our endorsement of such third parties or their products, content or websites.
5. Retention
We keep your information to fulfill the purposes described above, unless a longer retention period is required or permitted by law. Our retention is based upon the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure of the information, the purposes for which we process the information, applicable legal requirements, and our legitimate interests. The purposes for which we process information may dictate different retention periods for the same types of information. For example, we retain your email address as an authentication credential (where applicable) as long as you have an account with us, and an additional period of time after that for our legitimate interests and for our fraud and legal compliance purposes. If you opt out of email marketing, we maintain your email on our suppression list for an extended time to honor your opt out. We may delete or de-identify your information sooner if we receive a verifiable deletion request, subject to exemptions under applicable law.
RON recordings, electronic notary journals, and related audit records are retained for the period required by applicable notary laws and industry standards. Because retention of these records is legally mandated, we are unable to delete them prior to expiration of the applicable statutory period, even upon request. Upon expiration of the retention period, such records are securely destroyed.
6. Biometrics. We may collect biometric information (such as facial scans or liveness detection data) only for the purposes described at the time of collection, including identity verification during RON sessions. We may disclose biometric information to vendors that process such information on our behalf in connection with these purposes or as otherwise required or permitted by law. We do not sell, lease, or trade biometric identifiers.
Biometric information will be retained only until the initial purpose for collection has been satisfied, within 24 months of your last interaction with us, or within 45 days after an annual review finds that storage is no longer necessary, whichever occurs first, unless a longer retention period is required by law. Thereafter, such data will be permanently destroyed in accordance with applicable law.
We maintain measures to help protect biometric information from loss, theft, misuse and unauthorized access, disclosure, alteration, and destruction, and maintain procedures designed to identify, respond to, and recover from security incidents involving such information.
Your Choices and Rights About Your Personal Information.
You have choices regarding the use of your Personal Information on our Website and in the context of the Services.
1. Email Communications.
If you are a current or prospective Subscribing Customer or Notary, we may periodically send you free newsletters and e-mails that directly promote the use of the Services. When you receive newsletters or promotional communications from us, you may indicate a preference to stop receiving further communications from us and you will have the opportunity to "opt-out" by following the unsubscribe instructions provided in the e-mail you receive or by contacting us directly (please see contact information below). Please note that while we will apply your opt out request within ten (10) business days for marketing communications, we may still contact you in relation to your order(s) or any issues relating to any business you conduct with us, including notices of any updates to our Terms of Use or Privacy Policy.
2. Accessing, Changing or Deleting Your Personal Information.
Users who have registered an Account may review, update, correct or unpublish the Personal Information in their Account by editing their profile via the Services. If you request us to completely delete all of your Personal Information, then your Account may become deactivated. Retention of your Personal Information may be required to comply with applicable laws, legal obligations or litigation holds. We will use commercially reasonable efforts to honor your request.
3. Your Rights,
If you are a “consumer” as defined by applicable law and depending on your jurisdiction of residence (including Colorado, Connecticut, Delaware, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia), you may have the right to request the following actions with respect to your information:
Access to a copy of certain information we hold about you;
Delete your information, subject to certain exceptions;
Correct information we have about you;
Opt out of “sales” of your personal information and “targeted advertising” (as those terms are defined in applicable law); and
Opt out of processing your information for profiling in furtherance of decisions that produce legal or similarly significant effects, if relevant.
Laws in certain states, such as Oregon and Minnesota, also allow you to request a list of the specific third parties, other than natural persons, to which we have disclosed your information.
These rights are subject to limitations and exceptions. For example, certain information, including RON recordings and notarial journal entries, must be retained pursuant to legal obligations and may not be deleted until the applicable retention period expires.
You can submit your request by contacting us at privacy@snapdocs.com or (833) 762-7362.
We may request additional information from you to verify your identity before responding to your request. You may also have the right to designate an authorized agent to make certain requests on your behalf. In order to verify your authorized agent, you must provide the authorized agent with signed, written permission to make such requests on your behalf or power of attorney. If permitted under applicable law, we may also follow up with you to verify your identity before processing the authorized agent’s request.
Depending on your jurisdiction, you may have the right to appeal our denial of your request. You may appeal our decision by contacting privacy@snapdocs.com with “Appeal” in the subject line. We will review and respond to your appeal in accordance with applicable law.
As described above, we may use cookies and other tracking technologies (“Cookies”) to serve you with targeted advertising on the Services and elsewhere on the Internet. Targeted advertising (as defined in applicable law) is advertising based on a consumer’s personal information obtained from the consumer’s activity across websites to predict the consumer’s preferences or interests. We may disclose certain identifiers (like IP address and email address), internet or other electronic network activity information (like information regarding an individual’s browsing interactions on the Services), commercial information (like the fact that a browser visited a page directed to people who are considering using the Services) and inferences to certain analytics, advertising, and marketing providers in ways that may be considered “sales” or use of personal information for “targeted advertising” under applicable state privacy laws for which you have a right to opt out. To opt out of sales and targeted advertising, click the “Your Privacy Choices” link in our website footer.
4. Additional Information for California Residents.
If you are a California resident, please see our California Disclosures and Privacy Policy.
5. Additional Information for Colorado Residents.
For disclosures required by the Colorado Privacy Act regarding the categories of personal information, processing purposes, and disclosures, please see Section 1 of our California Disclosures and Privacy Policy.
Security.
We take steps to ensure that your information is treated securely and in accordance with this Privacy Policy. We also implement reasonable measures to help protect information about you from loss, theft, misuse and unauthorized access, disclosure, alteration, and destruction. Unfortunately, no method of transmission over the internet or method of electronic storage is 100% secure. You are responsible for keeping confidential any passwords you use to access our Services and your email account. We ask you not to share this password with anyone else and not to use this password for other services or products. To the fullest extent permitted by applicable law, we do not accept liability for any unauthorized disclosure.
Changes to This Privacy Policy.
We may add to, delete from, or otherwise amend and update this Privacy Policy from time to time. Any changes we may make to this Privacy Policy will be posted on this page. We may also notify of such changes as required by applicable law. Please check back here frequently to see any updates or changes to this Privacy Policy. Your continued use of our Website or Platform following the posting of any changes will mean that you accept the changes we have made. The “Effective Date” at the top of this Privacy Policy indicates the date on which this Privacy Policy was last updated.
Note to Users Outside of the United States.
Our Website and Services are intended for residents of the United States and access or visitation by anyone outside of the US constitutes a voluntary and intentional consent to the collect, use, and processing of information described in this Privacy Policy.
Personal Information collected through the Services is stored and maintained exclusively in the United States. If you access the Services from outside the United States, you acknowledge that your information may be transferred to and processed in the United States, which may have data protection laws that differ from those of your jurisdiction.
A Note About Children.
Our Website is not directed toward children, and we do not intentionally gather Personal Information from website visitors who are under the age of 13. If we learn that a child under 13 has submitted Personal Information to us via our Website, we will attempt to delete the information as soon as possible. If you believe that we might have any Personal Information from a child under 13, please contact us at privacy@snapdocs.com.
Our Services, including RON Services, are intended for individuals who are at least eighteen (18) years of age or the age of majority in their jurisdiction. We do not knowingly collect biometric information or conduct notarization services for individuals under the age of 18. If we become aware that we have collected Personal Information from a minor without appropriate authorization, we will take steps to delete such information as permitted by law.
Website and Audio/Visual Call Recording
By visiting our Website and/or using our Services, you acknowledge and agree that your activity will be monitored or recorded, including by third party vendors for our internal use. Additionally, you acknowledge and agree that we monitor and record all audio/video calls (inbound and outbound). By communicating with us (via telephone, website, platform, or chatbot) and/or by using our Services, you acknowledge and agree to such recordings.
When participating in a RON transaction, recording is required: Snapdocs captures synchronized audio-video recording of the session and maintains associated electronic journals and audit trails as required by law and as described in the Privacy Policy.
Access to such recordings is restricted to authorized personnel, the commissioned Notary, parties entitled to access under applicable law, and governmental or regulatory authorities pursuant to lawful request.
Because these records are required to be retained for statutory periods, we may be unable to delete them upon request until the applicable retention period has expired.
Contacting Us
If you have any questions or concerns regarding this Notice, our Privacy Policy or the collection of your Personal Information, please contact us at (833) 762-7362 or email to privacy@snapdocs.com.