VIRTUALNOTARY PRO · CLIENT POLICIES
Privacy Policy
Last updated October 30, 2026
Who I am and how to contact me
VirtualNotary Pro is the service brand operated by Cindy Hernandez in Texas. This policy describes information handled through this website, my linked client intake form, email, and related services. For privacy questions, contact cindy@virtualnotary.pro.
Information you provide
When you contact me, I collect the information you submit, such as your name, email, optional telephone number, service needs, scheduling preferences, and correspondence. Please do not send Social Security numbers, account numbers, passwords, identity-document images, or confidential document contents through the general intake form or ordinary email. If additional documents or identity verification are needed, I will explain the appropriate submission process.
How I use information
I use information to respond to requests, check service eligibility, coordinate appointments, provide requested services, prepare quotes and invoices, maintain business records, and meet legal obligations. A request does not automatically enroll you in marketing. I do not sell personal information or share it for cross-context behavioral advertising.
Website and third-party services
The website is hosted on Netlify and links to a Google Forms intake form. It also requests fonts from Google Fonts. Those services may receive technical information such as your IP address, browser information, and access times when used. Their handling of information is described in their own policies: Netlify and Google. I have not added advertising trackers to this website. Linked sites and forms may use their own cookies or similar technologies.
Appointments, identity verification, and payments
When online notarization or payment services become available, the selected provider may handle identity verification, documents, audio-video sessions, or payment information. Before you use those services, I will identify the relevant provider and make its notices available. Do not submit payment-card details through my general form or email. This policy will be updated as those tools are activated.
When information may be disclosed
I disclose information to service providers as reasonably needed to operate the website, communicate with you, and provide requested services; when you authorize a disclosure; or when disclosure is legally required or permitted, including valid record requests, regulatory requests, and court orders. Access is limited according to the purpose and applicable law.
Notary records and recording
Eligible remote online notarizations require an audio-video recording and an electronic notarial record. Texas requires retention of online notarial records for at least five years. Some notarial records are subject to public-access requirements. Certain sensitive portions of recordings, including identification-card images or biometric information, receive additional protection under Texas law. I cannot promise blanket confidentiality or deletion of legally required notarial records. Session notices and consent will be handled before a remote notarization.
Retention and security
I retain inquiry and business information as reasonably needed for the request, service, accounting, dispute handling, or applicable legal obligations, then delete or securely dispose of it when appropriate. Required notarial retention periods take priority over ordinary deletion requests. I use reasonable safeguards appropriate to the information handled, but no website, email system, or storage method can guarantee absolute security.
Your requests and choices
You may contact me to ask about access, correction, or deletion of information, or to change contact preferences. I may need to verify your identity and may retain information required by law or needed for legitimate recordkeeping. I will respond as required by applicable law; this policy does not promise that every request can be fulfilled. Do not send sensitive identification documents unless I provide appropriate instructions.
Children and changes
This website is intended for adults seeking services. I do not knowingly collect information through the general website from children under 13. A request involving a minor must be discussed in advance for lawful handling. Updates will be shown with a revised date. Material changes will receive any notice or consent required by law.
Questions? cindy@virtualnotary.pro