Privacy Policy

Introduction

Luna Signing Solutions, LLC ("Luna," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our electronic notary journal platform and related services (collectively, the "Services").

Please read this Privacy Policy carefully. By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy.

Information We Collect

Personal Information

We collect information that identifies, relates to, describes, or is capable of being associated with you, including but not limited to:

• Name, email address, phone number, and mailing address
• Notary commission information, including commission number, expiration date, and jurisdiction
• Government-issued identification information for identity verification
• Digital signatures and authentication credentials
• Payment and billing information
• Professional credentials and certifications

Document Information

As part of the notarization process, we collect and store information related to notarized documents, including:

• Document titles, types, and descriptions
• Signer information and identification details
• Date, time, and location of notarization
• Digital copies of notarized documents
• Electronic journal entries with tamper-evident seals

Technical Information

We automatically collect certain technical information when you access our Services:

• IP address, browser type, and device information
• Operating system and platform details
• Usage patterns, including pages visited and features accessed
• Log data, including access times and error reports
• Cookies and similar tracking technologies

How We Use Your Information

We use the information we collect for various purposes, including:

• Providing, maintaining, and improving our Services
• Processing notarizations and maintaining electronic journal records
• Verifying identity and authenticating users
• Ensuring compliance with state and federal notary laws
• Processing payments and billing
• Communicating with you about Services, updates, and support
• Detecting, preventing, and addressing fraud, security issues, or technical problems
• Analyzing usage patterns to enhance user experience
• Complying with legal obligations and regulatory requirements

Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• With Your Consent: We may share information when you explicitly authorize us to do so
• Service Providers: We work with trusted third-party service providers who assist in operating our Services, conducting business, or serving our users
• Legal Requirements: We may disclose information if required by law, court order, subpoena, or government request
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity
• Protection of Rights: We may disclose information to protect our rights, property, or safety, or that of our users or others

Third-Party AI Processing (ID Scan)

When you use the optional Scan ID feature to auto-fill signer details, the uploaded photo is processed by Google Vertex AI, an enterprise service operated by Google LLC under the Google Cloud Platform terms.

• What is sent: The ID photo is re-encoded and transmitted to a Google Cloud regional Vertex AI endpoint solely to extract text fields (name, address, date of birth, ID type, ID number, issue date, and expiry date).
• Camera metadata removed: The image is re-encoded before transmission, which strips EXIF metadata — including the GPS coordinates a phone records with each photograph.
• Processing region: The request is sent to a specific Google Cloud region that we configure, so the location of processing is a deliberate setting rather than an unspecified default.
• Not stored on our servers: Luna Notary does not save the original ID image to our servers at any point. Only the extracted text fields are stored in your journal, encrypted at rest.
• Google's data use: Vertex AI is governed by the Google Cloud Platform terms, under which customer data submitted to the service is not used to train Google's models. See the Google Cloud Service Specific Terms ↗.
• Not identity verification: This feature reads the text printed on the document. It does not authenticate the document, verify it against any issuing authority, or confirm the identity of the person presenting it.
• Opt-out: Use of the scan feature is entirely optional. You may manually enter all signer details without uploading an ID photo.
• Encrypted storage: All extracted signer PII (name, address, date of birth, ID number) is stored in our database using AES-256-GCM field-level encryption.

ID numbers are masked in the application UI (showing only the last 4 digits) to reduce the risk of inadvertent exposure.

Data Security

We implement industry-standard security measures to protect your information, including:

• AES-256-GCM encryption of signer information, signature images and journal PDFs at rest, and TLS in transit
• SHA-256 cryptographic hash-chaining for tamper-evident records
• Managed cloud infrastructure on Google Cloud Platform, with database snapshots enabled
• Optional two-factor authentication, bcrypt password hashing, and per-account access scoping
• Automated dependency and secret scanning on every change, which must pass before code is merged

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Electronic notary journal entries are retained in accordance with state-specific retention requirements, typically ranging from 5 to 10 years after the date of notarization.

Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Portability: Request a copy of your data in a structured, machine-readable format
• Objection: Object to processing of your personal information for certain purposes
• Withdrawal of Consent: Withdraw consent for processing where consent is the legal basis

To exercise these rights, email privacy@lunasigningsolutionsllc.com. We will acknowledge your request within five business days and respond within the timeframe required by applicable law. Requests are currently fulfilled by our team rather than through a self-service tool. Where the law requires us to retain a notarial record, we will tell you specifically what has been kept and why, rather than declining the request as a whole.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Services. Cookies are small data files stored on your device. You can control cookie preferences through your browser settings. However, disabling cookies may limit certain features of our Services.

Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can take appropriate action.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. By using our Services, you consent to the transfer of your information to the United States and other countries where we operate.

Changes to This Privacy 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 our website and updating the "Effective Date" at the top. Your continued use of our Services after such changes constitutes acceptance of the updated Privacy Policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us: