Privacy Policy

Last updated: October 3, 2026

This policy explains how Notary On the Go handles personal information when you use notaryotg.ca, contact us, book an appointment, request a related service or apply to join our network. An independent authorized professional may have additional privacy and recordkeeping obligations for their own practice; we will identify the service provider when arranging your engagement.

1. Information relevant to your request

Depending on the service, we collect information you provide and information needed to administer the request:

• Contact details, appointment preferences, service location and communications with our team.
• Information about the documents and service you request. Identification, signatures, supporting documents and notarial records are collected when needed for the agreed work or professional requirements, rather than for every initial inquiry.
• Preliminary screening and conflict-check information for an authorized legal-service provider, including names and high-level scope information. Provide only what the intake asks for and choose a safe contact method.
• Application information, professional qualifications, full service address including postal code, proposed service area, availability and an optional résumé when you apply to join our network.
• Payment and transaction information required to administer payment, billing, refunds and accounting. Payment providers handle information under their own terms and privacy notices.
• Technical information such as IP address, browser/device information, pages viewed and interactions with website features, cookies and similar technologies.

If you provide information about another person, provide only what is necessary for the request and ensure you are authorized or otherwise permitted to disclose it. An initial form is not a place for detailed case evidence, banking details, SINs or passwords.

2. Why information is used

We use relevant information to respond to inquiries, assess service availability, arrange appointments, send service confirmations, coordinate the work you request, verify identity where required, manage payments and records, review applications, address complaints and protect against fraud or misuse. An authorized professional may use intake information for conflict, scope and suitability review before accepting a matter.

We explain the purpose at or before collection where appropriate. A materially different use requires a lawful basis and further notice or consent where required. Information collected for a service or application is not automatically permission to send promotional messages.

3. Consent and your choices

We seek consent appropriate to the information, its sensitivity and the purpose, except where collection, use or disclosure without consent is permitted or required by law. You may ask questions, decline optional information or withdraw consent by contacting us. Withdrawal can limit our ability to provide the requested service and does not override legal or professional recordkeeping duties.

Booking confirmations and responses about your request are separate from promotional communications. Promotional email or text messages require consent or another basis permitted by applicable anti-spam law and must provide an applicable unsubscribe option. You may ask us to stop promotional messages without withdrawing necessary service communications.

We do not sell or rent your personal information. Where you have consented or applicable law otherwise permits, you may receive promotional materials from Notary On the Go and identified affiliates. Agreeing to this policy or requesting a service does not itself provide marketing consent. You can opt out of promotional communications at any time using the unsubscribe option in the message or by contacting info@notaryotg.ca. We process unsubscribe requests within 10 business days, without charge. Essential communications about an active request or legal obligations may still be sent. We do not share your information with affiliates for their own marketing without an appropriate lawful basis and any required consent.

4. When information is shared

We do not sell or rent your personal information. Relevant information may be shared with:

• The notary, commissioner, authorized legal professional or other provider assigned to the service you request, to the extent needed for that service.
• Providers supporting hosting, forms, booking, email, payments, storage, customer support and website measurement, for the functions they perform.
• Government authorities, document-processing offices, translators, couriers or process servers where needed for work you authorize. We explain material service-specific disclosures when arranging the work.
• Other parties where you direct us to share information, or where disclosure is permitted or required by law, professional obligations or a valid legal process.

Our arrangements with service providers should limit their access and use to the relevant purposes and provide appropriate confidentiality and safeguards. An independent professional’s client file may be governed by that professional’s own obligations.

5. Processing outside Canada

Some technology or service providers may process or store information outside Canada. Overseas document work may also require disclosure in the destination country you identify. Information processed abroad can be subject to the laws and lawful access requirements of that jurisdiction. Contact us to ask about the arrangements relevant to your service before submitting sensitive documents.

6. Cookies, analytics and third-party features

The website uses cookies and similar technologies for functionality and may use analytics or advertising tools to understand usage and measure campaigns. Third-party booking, payment, map, chat, video or social features may receive technical information when loaded or used. Their privacy notices apply to their own handling of information.

You can manage cookies through your browser, delete stored cookies and use controls offered by the relevant third-party provider. Blocking cookies can affect booking, forms or other features. This policy is not a substitute for any consent required for tracking and does not mean every optional tool is blocked before consent. Contact us with questions about website tracking.

7. Retention and safeguards

Information is retained for the purpose of the request and applicable legal, professional, accounting and dispute-resolution requirements. Retention needs differ for inquiries, applications, transactions and professional files; there is no blanket promise to erase every record immediately. When information is no longer needed, it should be securely deleted or de-identified as appropriate, subject to backup cycles and legitimate retention obligations.

We are responsible for using reasonable safeguards appropriate to the sensitivity of information and for limiting access to people who need it. No website, email system or storage method can guarantee absolute security. Ask for an appropriate transfer method before sending sensitive documents. Where an incident triggers legal notification or reporting duties, we will address those duties.

8. Access, corrections and privacy concerns

Contact our Privacy Contact to request access to your personal information, correct inaccuracies, ask about its use or disclosure, withdraw consent or raise a complaint. We may need proportionate identity verification before disclosing information. We respond within applicable legal timelines and explain any lawful limitation, refusal or applicable fee before proceeding. Access may be restricted where required to protect another person’s information, privilege or other legal interests.

We will review privacy concerns and explain the outcome. Where applicable, you may also contact the Office of the Privacy Commissioner of Canada. A request to delete information will be assessed against the retention obligations described above.

9. Updates

We may update this policy from time to time and publish the revised date here. You retain the right to opt out of promotional communications at any time, regardless of policy updates. Material changes will be brought to your attention as appropriate, and additional consent will be sought where required. A policy update does not by itself authorize a new use of information collected for a different purpose.

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