Privacy Policy
Last updated: August 8, 2025
Table of Contents
1. Overview
ACTUM ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our notary services platform and related services (collectively, the "Service").
By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our Service.
Key Points:
- We collect information necessary to provide notary services
- Your data is protected with enterprise-grade security
- We comply with GDPR, CCPA, and other privacy regulations
- You have control over your personal information
2. Information We Collect
Personal Information
We collect several types of personal information:
- Identity Information: Name, email address, phone number, postal address
- Authentication Information: Government-issued ID, biometric data (facial recognition)
- Professional Information: For notaries - license details, certifications, professional credentials
- Payment Information: Credit card details, billing address (processed securely through payment providers)
- Document Information: Documents uploaded for notarization services
Automatically Collected Information
- Usage Data: How you interact with our Service, pages visited, features used
- Device Information: IP address, browser type, device type, operating system
- Location Data: Approximate location based on IP address (for jurisdiction matching)
- Session Data: Video/audio recordings of notarization sessions (for legal compliance)
Information from Third Parties
- Identity verification services (SumSub, similar providers)
- Payment processors (Stripe)
- Government databases for license verification
- Social media platforms (if you choose to connect accounts)
3. How We Use Your Information
Service Provision
- Matching you with qualified notaries
- Processing notarization requests
- Facilitating secure document handling
- Providing customer support
Legal Compliance
- Identity verification and fraud prevention
- Maintaining notarial records
- Complying with state/federal regulations
- Responding to legal requests
Business Operations
- Processing payments and transactions
- Analytics and service improvement
- Marketing and communications
- Security monitoring
Innovation
- Developing new features
- Improving matching algorithms
- Enhancing user experience
- Research and development
4. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information. We may share your information in the following circumstances:
Service Providers
- Notaries: Your information necessary for notarization services
- Technology Partners: Cloud hosting, analytics, communication tools
- Payment Processors: Stripe and other secure payment providers
- Identity Verification: SumSub and similar KYC/AML service providers
Legal Requirements
- To comply with applicable laws and regulations
- To respond to subpoenas, court orders, or legal processes
- To protect our rights, privacy, safety, or property
- To investigate and prevent fraud or security issues
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, subject to equivalent privacy protections.
5. Data Security
We implement industry-standard security measures to protect your information:
Encryption
End-to-end encryption for data transmission and AES-256 encryption for data at rest
Access Controls
Multi-factor authentication and role-based access controls for all team members
Infrastructure
SOC 2 Type II compliant cloud infrastructure with regular security audits
Monitoring
24/7 security monitoring and incident response procedures
6. Your Rights and Choices
Depending on your location, you may have the following rights regarding your personal information:
GDPR Rights (EU Residents)
- Right to access your data
- Right to rectification (correction)
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
CCPA Rights (CA Residents)
- Right to know about data collection
- Right to delete personal information
- Right to opt-out of sale (we don't sell data)
- Right to non-discrimination
- Right to access specific information
To exercise these rights, contact us at privacy@actumplatform.com or use our contact form.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:
- EU-US Data Privacy Framework compliance
- Standard Contractual Clauses (SCCs)
- Adequacy decisions by relevant authorities
- Binding Corporate Rules where applicable
9. Data Retention
We retain your information for as long as necessary to provide services and comply with legal obligations:
| Data Type | Retention Period | Legal Basis |
|---|---|---|
| Account Information | Active account + 7 years after closure | Legal compliance, audit requirements |
| Notarization Records | 10-20 years (jurisdiction dependent) | Legal and regulatory requirements |
| Payment Records | 7 years | Tax and financial regulations |
| Session Recordings | 10 years | Notarial law requirements |
10. Children's Privacy
Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the new Privacy Policy on this page
- Sending an email notification to registered users
- Displaying a prominent notice on our website
Changes are effective when posted. Your continued use of the Service after changes constitutes acceptance of the updated policy.
12. Contact Information
Data Protection Officer
Email: privacy@actumplatform.com
Mail: ACTUM Legal Technology
Privacy Officer
123 Innovation Drive, Suite 500
San Francisco, CA 94105
United States
EU Representative
ACTUM Europe Limited
45 Finsbury Square
London EC2A 1PX
United Kingdom
Email: eu-privacy@actumplatform.com