LAST UPDATE:  Jun 4th, 2024

 

We are serious about the safety and security of your personal information. References to theroyalseal.ca in these terms and conditions and privacy policy refer to Royal Seal Paralegal And Notary Public inc., a corporation incorporated in Ontario.

 

Keeping your information confidential and secure is our top priority, whether we notarize a true copy of a driver's license or swear an affidavit. We have written this Privacy Policy/Terms of Service to set out how we intend to store and keep your information confidential and secure, as well as other terms governing the provision of our services.

 

The use of theroyalseal.ca services is governed by this Privacy Policy/Terms of Service. 

  

Your Privacy Rights

All businesses engaged in commercial activities must comply with the Personal Information Protection and Electronic Documents Act and the Canadian Standards Association Model Code for the Protection of Personal Information. Theroyalseal.ca complies with these legal obligations.

 

What personal information will you collect?

Theroyalseal.ca provides notarization and commissioning services to the public. A notary/commissioner's job is to identify and certify who requests these services. You will be asked to provide your first and last name, telephone number, and email address to access our services. The purpose of collecting this information is to ensure we have a way to contact you in the event of a privacy breach or other matter concerning your documents. When we notarize documents, we will:

1. Scan a copy of your government-issued photo identification.

2. Scan a copy of your notarized documents.

3. Scan a copy of your signed notary services agreement.

 

This information will be held securely using Dropbox. We will keep your personal information for three years. At the end of three years, we will safely, securely, and irretrievably destroy our copy of your notarized document and photo identification. We will keep your signed permission statement on file for ten years. When the documents are stored on Dropbox, we further encrypt the information using Dropbox Encryption. 

 

Are you providing legal services?

Theroyalseal.ca does not provide legal advice, nor does it draft documents on behalf of a client. Our services are limited to the notarization of documents, administering oaths, affirmations and solemn declarations, certification of copied documents, and the witnessing of agreements. The presentation of information on this website is not legal advice, nor should it be relied on as such. 

 

We have a partnership with different paralegals and Law Offices to assist you with your drafting needs and notarization/commissioning services. Please note that any agreement to provide legal services provided by those offices and yourself do not involve or incorporate Theroyalseal.ca in any way. We provide referrals only.

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Appointments

Please be aware that our premises are equipped with security cameras in accordance with Canadian privacy regulations to ensure the safety and security of all clients and staff members. By attending your appointment, you acknowledge and consent to being recorded while on our premises. We kindly request that you remove your mask upon entering for identification purposes, but you may put it back on once you're inside. 

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Consent

We will ask you to sign a notary services agreement summarizing this policy. This notary services agreement will include language authorizing us to collect and keep certain pieces of private, confidential information about you. 

 

Use of Your Information

After your appointment/visit, you may request an electronic copy of your document(s) to be sent to you via email. If you wish to request this service (at no extra cost), you will be asked to sign a statement acknowledging how email is not a secure means of communication that may be susceptible to hacking/phishing. 

 

We will not, under any circumstances, send you a marketing email advertising our service. We will not sell your information to any third-party marketing services. We will email you in the event of a security breach and/or third-party request for your documents. 

 

Disclosure of your Personal Information

Theroyalseal.ca will disclose your personal information:

 

1. If required to do so by law (e.g., a warrant/subpoena).

2. When you have consented to the disclosure (you must request this in person).

 

In the event a request is made for your personal information, we will make all reasonable efforts to contact you to receive your permission. If we cannot reach you and you cannot attend in person to give consent, we will refuse all requests for your information unless required to do so by law enforcement.

 

If a validly issued warrant or court order is issued requesting the notarized document, we will only email to inform you such information has been turned over to the authorities. We will notify you as soon as it is reasonably practicable in the circumstances to ensure you have the right to file an objection in court.

 

It is your responsibility to update us with regard to your current contact information. 

 

Is My Personal Information Secure?

Theroyalseal.ca stores an electronic copy of your notarization package. Your notarization package includes the following:

1. A copy of your government-issued photo identification

2. A copy of all notarized documents

3. A copy of your signed permission statement

 

Theroyalseal.ca stores your notarization package by utilizing Dropbox. Dropbox uses TLSv1. 2 with 128-bit AES encryption to encrypt your documents while they are stored and uploaded. Additionally, your private, confidential information is protected by:

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1. Two-factor authentication;

2. Additional encryption (Dropbox encryption);

3. Device passwords; and

4. Virus and Malware protection software.

 

We do not keep any paper copies of your notarization package.

 

Emails

Emails are not a 100% secure method of communication. When emailing us, please do not include personal or confidential information. Moreover, as we are not providing legal advice, if you email us with information regarding a legal matter, it will not be covered by lawyer-client confidentiality. If you describe a legal situation to us in an email, we may be legally required to disclose such information upon request by a court or opposing party without your consent.

 

Changes to this Privacy Policy

Theroyalseal.ca may change this privacy policy without notice. Your transaction will be subject to the privacy policy in effect at the time your documents were notarized unless such changes have been made redundant or illegal by law or court order.

 

Requests for Access

After you have left our office, you may request a copy of your scanned notarized documents in person for a small fee. You will be asked to prove your identity by providing your government-issued photo identification and to sign a statement authorizing a copy to be made.

 

Website

Our website contains links to other websites which are not governed by this privacy policy.

While visiting theroyalseal.ca, we monitor traffic patterns, site usage, and related site information to optimize our website. We may provide aggregated generic information to third parties that do not include any personally identifiable information.

 

Liability

Theroyalseal.ca makes all reasonable efforts to protect your data. In the event your information is lost, stolen, or misused, theroyalseal.ca shall inform you as soon as is practicable in the circumstances. 

 

In the event your confidential information is lost, stolen, or misused, theroyalseal.ca shall only be liable to the extent of the cost of our service provided to you. If your confidential information is lost, stolen, or misused through no fault of theroyalseal.ca, you agree not to hold theroyalseal.ca liable (i.e., Google suffers a server security breach).

 

In every other lawsuit, theroyalseal.ca shall only be liable to the extent of the cost of our service provided to you.

 

Legal Jurisdiction

This Privacy Policy/Terms of Services shall be governed by the laws of the province of Ontario and/or Canada as applicable.

 

Limitation Period

Theroyalseal.ca and all parties using its services agree that any and all lawsuits alleging wrongdoing on behalf of theroyalseal.ca shall be issued and served within one year after the wrongdoing or loss is discovered or may be reasonably assumed to be discoverable.

 

Severability

If any section of this Agreement is held by a court to be invalid, void, or unenforceable, such sections shall be reduced in scope only to the extent necessary. All other sections of this Privacy Policy/Terms of Service shall survive.

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Contact us 

We encourage you to send us questions and inquiries on this Policy and the steps we take to secure your personal information. Please send us an email: hello@theroyalseal.ca. We will respond to all inquiries on the Policy within five days.

 

Request for access

You may ask for access to any personal information we hold about you. Summary information is available on request. Please get in touch with us if you have any questions or wish to access your personal information.