Privacy Policy

Who we are

xNotary Ledger is an electronic notary record book published by xNotary Ledger, LLC. Contact: team@xnotaryledger.com.

What we collect

• Account. Name, email, password (stored as a hash), commissioned name, commission number, and commission expiration so you can sign in and use the book.
• Journal. The fields Texas requires for a notarial record (Gov’t Code § 406.014): dates, signer name, residence, how identity was proven (type of ID — never the number), instrument description, fee, and the signer’s journal signature image.
• Firm profile. Firm name, website, logo, and brand colors. If you give us a homepage URL we may read that page to suggest logo and colors.
• Session. An HTTP-only cookie (xnl_session) so you stay signed in.
• Product use. Public pages may send a visit path and referrer to our operators so we can see if the site is working. Feedback you send, and questions you ask Trinity (product help), are stored so we can help and improve the product. Trinity prompts are stored with a flag when a legal question is refused. They are not used as a legal-advice engine.

What we do not collect

We do not store driver license or ID numbers, fingerprints, or biometrics. We are not a remote-online-notarization room and do not keep audio-video of a remote sitting. That tape, when required, is held separately by the notary.

How we use it

To run the journal, sign you in, send password-reset and product mail, produce certified-copy packets you request, keep the hash chain, back up the book for ten years, and operate the product (including Trinity answers about Ledger and basic Texas notary practice).

Who can see a sitting

The notary who took the act. Records remain in that notary’s exclusive control. There is no live sharing of sittings with a firm owner or other notaries. Owners see fees and lock state only. xNotary Ledger operators at team@xnotaryledger.com for product operations — not as a substitute notary. If a firm connects its own practice software, that system may receive a lock notice with fees and line summaries so it can invoice. It does not receive signatures, ID descriptions, or full addresses. An outside accountant does not see the journal. More detail: How we protect the journal.

Storage, security, and retention

Live records sit in a database used only for xNotary Ledger. Secret cells (signature image, street, ZIP, ID description, notes, credible-witness address) are encrypted at rest (AES-256-GCM). Nightly encrypted dumps are written to the application host and to two independent clouds: Amazon S3 (US East, Ohio) with Object Lock, and Google Cloud Storage (us-central1) with a ten-year retention. Locked journal lines are retained 10 years from the act date, as Texas requires. We do not rewrite a historical hash.

Subprocessors

• Spaceship (application host) for the website, Node app, and production MySQL used only for xNotary Ledger.
• Amazon Web Services (US East / Ohio) for locked backups (S3 Object Lock).
• Google Cloud (us-central1) for a second locked backup (Cloud Storage). Dumps start in Standard storage (Always Free quota while small) and age into Nearline, Coldline, then Archive.
• Spaceship mail on the application host for password resets, Feedback codes, Trinity verification codes, and certified-copy notices.
• xAI (x.ai) for Trinity product-help answers when an API key is configured. Trinity is not a legal-advice engine. Prompts may be stored with a refused-legal-question flag.

We do not sell journal contents or personal information.

Public-information overlay

Journal entries the notary records are public under Texas law. We will disclose lines when the notary fulfills a certified-copy request through the product. The public form at /records-request does not expose journal contents by itself.

Your requests

Email team@xnotaryledger.com to correct account details or to close a login. We can close the live login and deliver an export. Unsigned prep lines can be voided. Locked journal records cannot be erased on a consumer-privacy whim during the ten-year retention period — they are official records. Journal lines are kept 10 years from the act date; account data for the life of the account plus backups as stated. On vendor termination we return an export and keep only required locked backups.

Children

The product is for commissioned notaries and their firms. It is not directed at children under 13.

Changes

We will update this page when the practice changes. The date at the top is the current version.