NotaryoPH
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Effective Date: December 28, 2025
This Privacy Policy explains how NotaryoPH, a Philippines-based remote online notarization platform, collects, uses, stores, and shares personal data. We comply with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, applicable National Privacy Commission (NPC) circulars, the 2004 Rules on Notarial Practice, and A.M. No. 24-10-14-SC (Rules on Remote Online Notarization).
NotaryoPH is the Personal Information Controller (PIC) for the personal data processed through our platform.
We have appointed a Data Protection Officer (DPO) to ensure compliance with the Data Privacy Act of 2012. You may contact our DPO for:
Data Protection Officer Contact:
We collect the following categories of personal data:
Account and Contact Information:
Identity Verification Data (Sensitive Personal Information):
Professional and Compliance Data (for Notaries):
Documents and Session Content:
Device and Usage Data:
Payment and Billing Information:
We process sensitive personal information as defined under Section 3(l) of the Data Privacy Act, including:
This processing is necessary for compliance with A.M. No. 24-10-14-SC requiring identity verification, prevention of fraud and protection of document integrity, and compliance with legal obligations under notarial law.
We implement strict security measures to protect this information including encryption, access controls, and regular security audits.
We process your personal data for the following purposes:
Under Section 12 of the Data Privacy Act, we process your personal data based on the following legal grounds:
| Processing Activity | Legal Basis |
|---|---|
| Identity verification | Legal obligation (A.M. No. 24-10-14-SC) |
| Audio-visual recording of sessions | Legal obligation (A.M. No. 24-10-14-SC) |
| Notarial record retention (10 years) | Legal obligation (2004 Rules on Notarial Practice) |
| Processing notarization request | Contract performance |
| Fraud prevention and security | Legitimate interest |
| Service improvement and analytics | Consent |
| Marketing communications | Consent |
| Payment processing | Contract performance |
| Submission to Executive Judge | Legal obligation |
Your personal data may be shared with:
We may transfer your personal data to countries/regions outside the Philippines for:
When data is transferred outside the Philippines, we implement safeguards consistent with the Data Privacy Act and applicable NPC issuances, including:
By using our services, you consent to these cross-border transfers. You have the right to withdraw this consent, which may affect our ability to provide services.
We retain personal data only as long as needed for the purposes above and to meet legal and regulatory requirements:
| Data Type | Retention Period | Legal Basis |
|---|---|---|
| Notarial records | 10 years from date of notarization | Rule VI, Sec. 2(g), 2004 Rules on Notarial Practice |
| Audio-visual recordings | 10 years from date of session | A.M. No. 24-10-14-SC |
| Identity verification records | 10 years | Notarial law compliance |
| Transaction logs and audit trails | 10 years | Legal compliance and security |
| Account data | Duration of account + 5 years | Compliance and audit |
| Marketing consent records | Until withdrawal of consent | Consent management |
After the retention period expires, we securely delete or destroy personal data in accordance with data privacy best practices. We may retain data beyond the retention period if required by court order, legal process, pending litigation, or other applicable laws.
We implement organizational, physical, and technical security measures to protect your personal data:
Organizational Measures:
Physical Measures:
Technical Measures:
Despite these measures, no system is perfectly secure. If we become aware of a breach affecting you, we will notify you and regulators as required by law.
Under the Data Privacy Act of 2012, you have the following rights:
Right to Be Informed
You have the right to be informed whether your personal data is being processed. This Privacy Policy serves as our primary notice regarding our data processing activities.
Right to Access
You have the right to obtain confirmation that we are processing your personal data, access to your personal data, and copies of your personal data undergoing processing.
Right to Object
You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes. However, you cannot object to processing that is legally required under notarial law and Supreme Court rules.
Right to Erasure or Blocking
You have the right to request erasure or blocking of your personal data if it is incomplete, outdated, false, unlawfully obtained, or used for unauthorized purposes. Important: We cannot erase or block personal data that we are legally required to retain under the 2004 Rules on Notarial Practice and A.M. No. 24-10-14-SC (10-year retention requirement).
Right to Rectify
You have the right to correct inaccurate or incomplete personal data.
Right to Data Portability
You have the right to obtain your personal data in an electronic or structured format that is commonly used and allows for further use. This applies to data you provided with your consent or under a contract.
Right to Damages
You have the right to be indemnified for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal data.
How to Exercise Your Rights
To exercise any of these rights, contact our Data Protection Officer at dpo@notaryoph.com. We will respond within fifteen (15) days of receipt of your request. We may need to verify your identity before acting on a request.
You have the right to withdraw your consent at any time. You may withdraw consent by:
We will process your withdrawal within seven (7) business days. Withdrawal will NOT affect:
In the event of a personal data breach that poses a risk of harm to you, we will:
You may report suspected data breaches to our Data Protection Officer at dpo@notaryoph.com.
You have the right to file a complaint with the National Privacy Commission if you believe your data privacy rights have been violated.
National Privacy Commission
Our service is not intended for minors under eighteen (18) years of age. We do not knowingly collect personal data from minors. If you believe a minor has provided data to us, please contact our Data Protection Officer so we can delete it where required by law.
We use cookies and similar technologies to provide, secure, and improve our services.
What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us recognize your device and remember your preferences.
Cookie Categories We Use:
Third-Party Services
We use Google Firebase (Analytics, Authentication), Twilio (Video conferencing), and SendGrid (Email delivery).
Your Cookie Choices
You have full control over non-essential cookies. Our cookie banner appears when you first visit. You can manage preferences anytime using the button above or the "Cookie Settings" link in our footer.
Consent Storage
When you make a cookie choice, we store your preferences locally (12-month cookie) and on our secure servers for audit compliance and cross-device sync. We record consent details as required by Philippine data privacy regulations.
We may update this Privacy Policy to reflect legal or operational changes. Material changes will be posted on this page with a revised effective date. We will notify you of significant changes via email or platform notice.
Previous versions of this Privacy Policy are available upon request.
For questions about this Privacy Policy or to exercise your rights, contact us:
Last Updated: December 28, 2025
Previous versions of this Privacy Policy are available upon request.