1. Introduction
AMARTINEZ PLLC respects the privacy of every person who visits this website, calls the notary seal desk, writes to the desk by email, or brings a document to 1092 N Story Dr, Lehi - 84048-2175, United States (US). This Privacy Policy explains what information the desk collects, why the desk collects it, how the information is used, how long it is kept, and what choices a person has about the information. The policy is written for the services provided under the developer name AMartinez Legal and the business operated as AMARTINEZ PLLC. It applies to every page of this website and to every notarial, drafting, estate, business formation, closing and dispute matter handled at the desk, unless a separate written agreement says otherwise.
A notary seal desk deals in documents that matter. Because the documents that pass across the desk can concern property, family, money and identity, the desk treats the information inside them with unusual care. This policy is meant to be read in full, not skimmed. It is written in plain English so that a client can understand where information goes and what remains at the desk. If any part of this policy is unclear, the desk welcomes a question by phone at +17436478465 or by email at info@amartinezlegal.buzz before any information is shared.
2. Who We Are
The entity responsible for the information described in this policy is AMARTINEZ PLLC, whose business address is 1092 N Story Dr, Lehi - 84048-2175, United States (US). AMARTINEZ PLLC operates a notary seal desk that drafts and reviews contracts, notarizes and authenticates documents, prepares estate papers, forms small businesses, supports real estate closings and provides dispute resolution counsel. The desk serves clients in Lehi, in Utah County and, on request, in other parts of the United States where a Utah seal or a Utah drafting practice is useful.
Throughout this policy the terms the Company, we, us and our refer to AMARTINEZ PLLC. The term the desk refers to the physical notary seal desk and its staff. The term client refers to a person who engages the desk for a service. The term visitor refers to a person who browses this website without engaging the desk. The term notarial record refers to the entries the desk keeps in a bound journal about a notarized document.
3. Information We Collect
The desk collects several categories of information, and each category is collected for a specific reason. The categories are set out below.
Information a person gives directly
When a person contacts the desk, the desk receives the name, email address, phone number and any description of a matter that the person chooses to provide. When a person retains the desk, the desk receives the identity documents, addresses, signatures and document contents needed to complete the notarial or drafting work. When a document is notarized, the desk records the details that Utah notary practice requires, such as the date, the type of act, the name of the signer and the form of identification presented.
Information collected automatically
When a person visits this website, the web server may record limited technical information such as the internet protocol address, the browser type, the device type, the pages requested and the time of each request. This technical information is used only to keep the site available, to diagnose faults and to understand in broad terms how many people reach the site.
Information from third parties
Where a closing, a filing or an estate matter requires it, the desk may receive information from a title company, a county recorder, a bank, an accountant or another professional named by the client. The desk uses that information only to complete the matter the client has requested.
Information inside a document
A document that arrives at the desk may itself contain personal information about people who never contacted the desk, such as a spouse, a child, a business partner or a former owner of a property. The desk handles that embedded information under the same rules it applies to the information a client gives directly. The desk does not use the contents of a document for any purpose other than the matter it was brought in to serve.
4. How We Collect Information
Most information reaches the desk because a person chooses to give it. A visitor may type a message into the contact form, send an email, place a phone call, hand over a document at the desk or sign an engagement letter. In each case the information is provided knowingly.
A smaller amount of information is produced by the act of visiting the website. Server logs and similar records are created automatically whenever a page is requested. The desk does not use these records to identify an individual visitor and does not attempt to combine them with a client file.
A third source is professional correspondence. When a client names a title company, a lender, an accountant or another adviser, that party may send the desk the information the matter requires. The desk treats such information as if the client had supplied it directly and protects it in the same way.
5. Why We Use Information
The desk uses information for the purposes a client would expect and for the purposes the law requires. Those purposes are as follows.
- To respond to an inquiry, whether it arrives by form, email or phone.
- To prepare, review, notarize, authenticate, record or store a document.
- To confirm the identity of a signer as notary practice requires.
- To maintain the bound notarial journal that Utah practice requires.
- To prepare estate papers, business filings and closing documents.
- To negotiate or defend a matter using the documents already on file.
- To invoice for work and to keep the business records a firm must keep.
- To comply with a lawful request from a court or a government agency.
- To improve the clarity and availability of this website.
- To detect and prevent fraud, forgery or misuse of the seal.
The desk does not use client information for advertising, does not sell it and does not rent it. The desk does not build advertising profiles and does not share the contents of a client file with anyone who is not needed to complete the matter.
Some uses are a matter of professional prudence rather than of preference. A notary must confirm an identity before an act, and a drafting practice must keep a record of the drafts it delivered, because a client may later ask what was prepared and when. Those uses are part of the service itself, and declining them would be declining the service. Every other use is either required by law or chosen by the client.
6. Notary Journal Records
Utah notary practice expects a notary to keep a record of each notarial act. The desk maintains a bound journal in which it records the date and time of the act, the type of notarial act performed, the name of the person whose signature was notarized, the form of identification presented and a description of the document. This journal is a legal record, and it is retained for the period that Utah law requires and for as long as it may be needed to prove that an act occurred.
Because the journal is a legal record, it cannot be altered on request. A person who appears in the journal may ask for a copy of the entry that concerns that person, and the desk will provide it where the law allows and where doing so would not disclose another person private information. The journal is stored securely at the desk and is not made available to the public.
7. Legal Basis for Processing
Where the law requires a stated basis for handling personal information, the desk relies on one or more of the following. The desk processes information to perform a contract or to take steps at the request of a client before a contract is formed. The desk processes information to comply with legal obligations, including notary record keeping, tax record keeping and court orders. The desk processes information for legitimate interests such as keeping the seal secure, preventing fraud and maintaining business records, provided those interests are not outweighed by the rights of the individual. Where the desk processes sensitive information, it does so on the basis of a legal obligation or the explicit consent of the person concerned.
8. Sharing and Disclosure
The desk shares information only in the limited situations set out below. It does not sell information and does not trade it.
- With a title company, lender, accountant or other professional named by the client when the matter requires it.
- With a county recorder, a county clerk or a Secretary of State when a document must be recorded or authenticated.
- With a court or a government agency when the law compels disclosure.
- With a service provider that hosts the website or stores documents, under a duty of confidentiality.
- With a successor entity if the practice is ever transferred, subject to this policy.
- With the consent of the client for any other purpose the client approves.
When the desk discloses information to a professional named by the client, it discloses only what the matter requires. The desk does not disclose the whole file when a single page will do.
9. Service Providers
The desk uses a small number of service providers to keep the website running and to store files securely. These providers may include a web host, an email provider and a document storage provider. Each provider is chosen for reliability and for a reasonable security posture, and each is expected to handle information only as directed and only for the purpose for which it was engaged. The desk does not permit a service provider to use client information for the provider own marketing.
Where a provider operates outside the United States, the desk prefers a provider that offers a clear data handling commitment and, where the matter involves sensitive documents, a provider that keeps data within the country. A client who wishes to know which category of provider is used for a particular matter may ask the desk, and the desk will answer to the extent that answering does not compromise the security of the system.
10. Cookies and Local Storage
This website is intentionally simple. It does not set advertising cookies and does not run third party advertising scripts. If the site uses a cookie or a small amount of local storage, it does so only to remember a display preference or to keep the site working correctly. A visitor may block or delete cookies in the browser settings without losing access to the content of the site. Because the site does not rely on cookies for its core function, blocking them will not prevent a visitor from reading any page or from sending a message to the desk.
11. Data Retention
The desk keeps information only for as long as it is needed. Inquiry messages that do not become a matter are kept for a short period and then removed. Client files are kept for the period that professional practice and tax law require, and then for a further period during which a claim could still arise. Notarial journal entries are kept for the period that Utah law requires. When a retention period ends, the desk removes the information in a manner that prevents reconstruction, whether by secure deletion of electronic records or by shredding of paper records.
A client may ask the desk to delete information that the desk is not required to keep. The desk will honor such a request where the law allows, and will explain clearly if a record such as a notarial journal entry must be kept despite the request.
12. Security Measures
The desk protects information with a combination of physical and technical measures. Paper files are kept in a locked cabinet at the notary seal desk. Electronic files are kept in accounts protected by strong passwords and, where available, by a second factor of authentication. Access to a client file is limited to the people who must work on the matter. The embosser wheel and the notary seal are stored so that they cannot be used without the knowledge of the desk.
No method of storage or transmission is perfectly secure, and the desk does not claim otherwise. If the desk becomes aware of a security incident that affects personal information, it will notify the affected people and the relevant authorities as the law requires, and it will describe what happened in plain language.
13. Your Privacy Rights
Depending on where a person lives, that person may have rights to access, correct, delete or restrict the use of personal information. The desk honors those rights. A person may ask what information the desk holds, may ask for a copy, may ask for a correction if something is wrong, may ask for deletion where the law allows, and may ask the desk to stop using the information for a particular purpose. To exercise a right, write to info@amartinezlegal.buzz or call +17436478465. The desk will verify identity before acting, so that one person cannot obtain another person records.
The desk will not discriminate against a person for exercising a privacy right. A client who asks for a copy or a correction will receive the same quality of service as any other client.
A request should describe the information concerned and the right the person wishes to exercise, so that the desk can respond without a long exchange. The desk may ask for a document that confirms identity, and it may refuse a request that would reveal information about another person whose privacy the desk also protects. Where the desk refuses a request, it will explain the reason in writing.
14. Privacy for Children
The services of the desk are meant for adults who can enter into a contract. The desk does not knowingly collect personal information from a child under the age of sixteen through this website. A minor may appear in a notarial act only where a parent or guardian is present and the law permits the act. If a parent or guardian believes that a child has sent personal information to the desk without consent, the parent or guardian should contact the desk and the desk will remove the information promptly.
15. Third Party Websites
This website may link to a third party website, such as a county recorder page or a state filing portal, when a link helps a client complete a matter. The desk does not control those websites and is not responsible for their privacy practices. A visitor who follows such a link should read the privacy policy of the destination site. A link from this desk is not an endorsement of the way another site handles information.
16. International Transfers
The desk operates in the United States and stores information in the United States. A person who contacts the desk from another country understands that the information will be handled under United States law and at the desk in Lehi, Utah. Where the desk must send a document to another country for authentication or recording, it sends only the pages the destination requires.
17. Changes to This Policy
The desk may update this policy from time to time to reflect a change in practice, in technology or in the law. When the policy changes, the effective date at the top of the page changes as well. A material change will be described in a short note near the top of the page so that a returning visitor can see what is new. Continued use of the website after a change means that the visitor accepts the updated policy. A client with an open matter will be told directly if a change affects that matter.
18. How to Contact Us
Questions about this policy, or requests about personal information, may be sent to the notary seal desk using the details below. The desk replies as quickly as it can.
- Business name: AMARTINEZ PLLC
- Developer name: AMartinez Legal
- Address: 1092 N Story Dr, Lehi - 84048-2175, United States (US)
- Email: info@amartinezlegal.buzz
- Phone: +17436478465
If a person is not satisfied with the answer received, that person may contact the relevant supervisory authority for data protection. The desk will cooperate with any such authority and will provide the information it is lawfully able to provide.