Privacy Policy

Effective date: March 28, 2026

Apex Signature Solutions, LLC (“Apex”, “we”, “us”, or “our”) operates https://www.apexsignaturesolutionsllc.com (the “Site”) and provides mobile notarial, remote online notarization (RON), bookkeeping, business formation, and administrative services (collectively, the “Services”). This Privacy Policy explains what information we collect, how we use it, how we share it, and the choices you have.

1. Information we collect

We collect information you provide directly and information collected automatically.

Information you provide

  • Contact information: name, email address, phone number, mailing address (if provided).

  • Business information: company name, title, service needs, billing information.

  • Identification documents: government-issued photo ID (driver’s license, passport) or other identity documents as required for notarial or RON identity verification.

  • Documents you upload: documents requiring notarization, business formation paperwork, bookkeeping records, and other files you share with us.

  • RON session data: for remote online notarization, we may collect audio, video, and screen recordings, identity verification data (knowledge-based verification, identity questions), and session metadata.

  • Payment information: credit card or other payment details collected via our payment processor(s). We do not store full payment card numbers on our servers (see Payments below).

  • Communications: messages you send by email, contact or booking forms, portal messages, and other communications.

Information collected automatically

  • Usage information: IP address, browser type, operating system, pages visited, referring/exit pages, timestamps, and other analytics data.

  • Cookies & tracking: cookies and similar technologies for functionality, analytics, and marketing. See Cookies & tracking below.

2. How we use information

We use information to:

  • Provide, operate, and maintain the Services and the Site.

  • Complete notarizations and RON sessions, including identity verification and recording sessions as required.

  • Communicate with you about bookings, confirmations, reminders, invoices, and service updates.

  • Process payments and refunds.

  • Improve and develop our Services and Site (analytics).

  • Comply with legal and regulatory obligations and protect our legal rights.

  • Send news, marketing, or promotional communications when you opt in. You may opt out of marketing emails at any time.

3. Legal bases for processing (where applicable)

For users in jurisdictions that require it (for example, the EU), our legal bases for processing personal data include: your consent, performance of a contract with you, compliance with a legal obligation, and our legitimate business interests (such as fraud prevention, improving services, and ensuring compliance).

4. Sharing information

We may share personal information with:

  • Service providers: companies that provide services for us (payment processors, hosting providers, scheduling/portal providers, analytics, email service providers).

  • Legal and compliance: to comply with laws, subpoenas, court orders, or governmental requests; or to respond to legal claims.

  • Business transfers: in connection with a merger, acquisition, reorganization, sale of assets, financing, or similar transaction.

  • Third parties with your consent: when you instruct us to share info with third parties (e.g., clients, title companies, lenders).
    We require our service providers to safeguard personal data and use it only for permitted purposes.

5. RON & Notary records, recordings, and retention

Apex Signature Solutions does not currently offer Remote Online Notarization (RON). We plan to offer RON in the future. If and when we begin offering RON, we will update this Privacy Policy to describe the specific categories of information we will collect for RON (which typically include identity verification data, audio/video recordings, session metadata, and related verification documents), the legal basis for processing, retention periods, and how those records will be stored and protected. We will obtain your express consent before any RON session and provide notice of how long recordings and related data will be retained and how you may request access or deletion consistent with applicable law.

6. Payments & billing

We accept payments through third-party payment processors. We may collect billing and payment information to process transactions and refunds. We do not store full credit card numbers on our servers; payment card data is handled by our payment processor in accordance with their privacy/security practices. You should review the payment processor's privacy policy at the time of payment.

7. Cookies & tracking

We use cookies and similar technologies for functionality, analytics, and marketing. Cookies may be first-party (from our domain) or third-party (from analytics or advertising partners). You can manage cookie preferences via our cookie banner and through your browser settings. Disabling certain cookies may affect Site functionality.

8. Links to other sites

Our Site may contain links to third-party sites. This Privacy Policy does not apply to those sites; we are not responsible for their privacy practices. Review any third-party privacy policies before providing information.

9. Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information. However, no website or internet transmission is completely secure. We cannot guarantee absolute security.

10. Data retention & deletion

We retain personal information as necessary to provide Services, comply with legal obligations, resolve disputes, and enforce agreements. To request deletion of your personal data (subject to retention for legal/compliance obligations), contact us (below). We may retain certain information as required for business or legal purposes.

11. Your rights

Depending on your jurisdiction, you may have rights to:

  • Access copies of personal information we hold.

  • Correct or update inaccurate information.

  • Request deletion of personal information.

  • Object to or restrict processing.

  • Request data portability.
    To exercise these rights, contact us at amber@apexsignaturesolutionsllc.com. We will respond as required by applicable law.

12. Children

Our Site and Services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, contact us to request removal.

13. International transfers

Your information may be transferred to, stored, and processed in the United States or other countries. If you are located outside the U.S., we will take steps to ensure an adequate level of protection for your personal data in compliance with applicable law.

14. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will post the updated policy on the Site with a new effective date.

15. Contact

If you have questions, requests, or concerns about our Privacy Policy or practices, contact:

Apex Signature Solutions, LLC
Email: amber@apexsignaturesolutionsllc.com
Phone: (281) 305-8016
Service area: Montgomery County & Greater Houston, TX