Privacy Policy

Last updated July 26, 2026

1. Who this covers

This Privacy Policy describes how Clear Stamp Notary ("Clear Stamp Notary," "we," "us," or "I"), operated by Roman Kovalchuk, a notary public commissioned by the State of Florida, handles personal information collected through clearstampnotary.com and through the notarial and mobile services provided in connection with it.

It applies to visitors to this website, people who contact us by phone, text, email or the request form, and people for whom notarial acts are performed. By using this website or requesting service, you acknowledge the practices described here.

2. Information collected

Information you provide directly

• Your name, email address, telephone number, city and county.
• The type of service you are requesting and when you need it.
• The meeting address, including hospital, facility, office or residence details you supply.
• Anything else you choose to write in the details field, by text, or by email.

Information collected when a notarial act is performed

• The type of identification presented and its identifying details, as Florida law requires be recorded.
• The type of notarial act performed and the type or title of the document.
• The date, time and location of the act.
• Your signature in the notary journal, where a journal entry is taken.
• The fee charged for the act.

Information collected automatically by the website

• IP address, browser type and version, operating system, and device type.
• Pages viewed, time spent, and the page or search that referred you.
• Approximate location derived from IP address, at the city level.
• Standard web server log entries generated by the hosting provider.

3. Where the information comes from

Almost all of it comes from you — the form, a phone call, a text message, an email, or the identification you hand me at the appointment. A limited amount is generated automatically by the web server and by your browser. In loan and title work, some information may also come from the title company, lender or signing service that assigned the appointment.

4. How the information is used

Purpose	What it involves
Responding to you	Returning your call, text or email, answering questions and quoting a fee.
Scheduling	Confirming a time, finding the address and coordinating with other parties to the signing.
Performing the notarial act	Verifying identity, completing the certificate, applying the seal, and recording the act.
Legal compliance	Maintaining the records Florida requires of a notary public and responding to lawful requests.
Billing and records	Invoicing, receipts, payment processing and business accounting.
Protecting against fraud	Detecting attempted identity fraud, coercion, or misuse of the notarial seal.
Improving the service	Understanding which pages and services people look for, in aggregate.

Information is not used for any purpose materially different from the one for which it was collected without telling you first.

5. The notary journal

A notary public in Florida records certain notarial acts in a journal. That journal is a business and legal record. It is the single most sensitive item in this business and it is treated accordingly:

• It is kept in a locked, access-controlled location when not in use.
• It is never left unattended in a vehicle or at a signing location.
• Entries are never shown to a third party for browsing. A person is entitled to a copy of the specific entry relating to their own transaction, and lawful requests are answered on an entry-by-entry basis.
• Where an entry is provided to a requester, other entries on the same page are covered or redacted.
• Journals are never sold, marketed, or handed to a data broker under any circumstance.

6. When information is shared

Personal information is disclosed only in these situations:

1. With your direction. When you ask that documents, confirmations or invoices be sent to a specific person or company.
2. To parties to the transaction. In a closing or loan signing, the assigning title company, lender, escrow agent or signing service receives what the assignment requires.
3. To service providers. A small number of vendors — website hosting, email delivery, payment processing, scheduling — process information on our behalf and are permitted to use it only to provide those services.
4. Where the law requires it. In response to a subpoena, court order, or a lawful request from the Florida Department of State, the Governor's office, or a law enforcement agency acting within its authority.
5. To establish or defend a claim. Where a notarization is challenged, or where records are needed to defend against a legal claim, and only to the extent necessary.
6. In a business transfer. If this business is sold or merged, records may transfer to the successor, which would remain bound by this policy or a materially equivalent one.

7. What is never done

• Personal information is never sold, rented or licensed to anyone.
• It is never shared with advertisers, data brokers, or list resellers.
• It is never used to build a marketing profile about you.
• Identification details recorded for a notarial act are never used for any purpose other than the act and the legal recordkeeping around it.
• Your information is never posted publicly, including in reviews, examples or marketing material, without your written permission.

8. How long information is kept

Record	Retention
Notary journal entries	Kept for the period Florida law requires for the act in question, and longer where a specific statute requires it — for example, records of a signature made at the direction of a person with a disability, which must be kept for ten years.
Appointment and inquiry records	Up to three years, then deleted.
Invoices and payment records	Up to seven years, for tax and accounting purposes.
Website form submissions in the inbox	Deleted once the request is closed and no longer needed, generally within twelve months.
Loan or closing scanbacks	Deleted from local storage once transmitted and confirmed received.
Web server logs	As retained by the hosting provider, typically a short rolling window.

When a retention period ends, paper records are shredded and electronic records are securely deleted.

9. How information is protected

• Paper records and the notary seal are stored in a locked location under the notary's sole control.
• Devices used for this business are password-protected and encrypted at rest.
• This website is served over HTTPS; form submissions are transmitted encrypted.
• Access to records is limited to the notary. There are no shared logins.
• Documents are not stored in public cloud folders or on shared drives.

No method of transmission or storage is perfectly secure. Reasonable, industry-appropriate safeguards are used, but absolute security cannot be guaranteed and is not promised here. Please do not send sensitive identification numbers, account numbers or images of documents by unencrypted email or text unless specifically asked to.

10. Your choices and rights

• Access. You may request a copy of the journal entry relating to your own notarization, and a copy of the contact information held about you.
• Correction. You may ask that inaccurate contact information be corrected. Journal entries record what occurred at the time of the act and cannot be altered after the fact — that is what makes them reliable.
• Deletion. You may ask that contact and inquiry records be deleted. Journal entries, invoices and any records subject to a legal retention requirement cannot be deleted before that period ends.
• Opting out of messages. Reply STOP to any text message, or ask by email or phone, and non-essential messages will stop. Messages directly concerning a scheduled appointment will continue until that appointment is resolved.
• Do Not Track. This site does not respond to browser Do Not Track signals, because there is no consistent standard for how to do so. This site does not track you across other websites in any case.

To exercise any of these, email info@clearstampnotary.com or call 1-833-FLO-FINE (1-833-356-3463). Identity will be verified before a request about your records is answered, for obvious reasons.

11. Cookies and analytics

This site uses only what it needs to function. Any cookies set are for basic operation — keeping the page working correctly and remembering interface state within a visit. If web analytics are used, they are configured to report aggregate traffic patterns, not to identify individuals, and are not used for advertising retargeting.

Fonts on this site are loaded from Google Fonts, which means your browser makes a request to Google's servers when the page loads. That request includes your IP address and is governed by Google's own privacy terms. No other third-party content is embedded on these pages.

You can block or delete cookies in your browser settings. This site will continue to work.

12. Calls, texts and email

When you provide a phone number, you are consenting to be contacted at that number about your request, by call or by text, including from an automated scheduling message where one is used. Standard message and data rates from your carrier may apply. Consent to marketing messages is not a condition of receiving service, and no marketing texts are sent to numbers provided for a booking.

Email is not a secure medium. Do not email photographs of identification documents, Social Security numbers, or financial account numbers unless specifically asked and told how to send them safely.

13. Children

This website is intended for adults and is not directed to children under 13. Information is not knowingly collected from children under 13 through this website. Notarial acts sometimes involve documents concerning a minor — a travel consent letter, for example — but the signers in those cases are adults. If you believe a child has submitted information through this site, contact us and it will be deleted.

14. Other websites

This site may link to third-party websites, such as the Florida Department of State, a mapping service, or a payment processor. Those sites have their own privacy practices and are not controlled by us. Review their policies before providing information to them.

15. Changes to this policy

This policy may be updated as the business changes — most notably when remote online notarization launches, which will involve identity-proofing technology, credential analysis and audio-visual recording, and will require substantial additions to this document. The "last updated" date at the top will change whenever it does. Material changes will be noted on the homepage for a reasonable period. Continuing to use the site or request services after a change means you accept the updated policy.

16. Contact

Questions about this policy, or about the information held about you:

See also the Terms of Use and the non-attorney disclosure.