Document Handling Policy

Company: Sealing Time Mobile Notaries / Notary Apostille Agents
Website: https://sealingtimemobilenotaries.com
Contact: team@sealingtimemobilenotaries.com | +1 (929) 685-0834
Policy Owner: Privacy Officer designated by Company management
Version: 1.0
Effective Date: September 22, 2026
Last Updated: September 22, 2026

1. Purpose and Scope

Sealing Time Mobile Notaries / Notary Apostille Agents (“Sealing Time,” “Company,” “we,” or “us”) maintains this Information Security and Document Handling Policy to protect confidential information entrusted to us by borrowers, lenders, title insurance companies, settlement agents, mortgage brokers, signing services, and other authorized transaction participants.

This Policy is designed to align with the information-security and third-party risk-management expectations of the ALTA Best Practices Framework version 4.2, effective August 19, 2025, particularly Pillar 3, Protecting Nonpublic Personal Information (“NPI”), and with applicable National Notary Association (“NNA”) guidance for Notary Signing Agents concerning Nonpublic Personal Information (“NPPI”), loan documents, signer privacy, and privileged communications.

This Policy applies to:

Company owners, officers, employees, managers, and scheduling personnel;
All notaries, signing agents, apostille agents, and fingerprinting technicians;
Independent contractors and subcontractors;
Temporary personnel and consultants;
Information-technology, courier, shredding, printing, and other service providers that may access Company systems, documents, or NPPI; and
Any person acting on behalf of Sealing Time in connection with a client assignment.

The Policy applies to NPPI and Company information in paper, electronic, verbal, visual, photographic, audio, video, and any other form.

This Policy establishes Company requirements. A contracting lender, title company, settlement agent, or signing service may impose stricter requirements. When a client’s written information-security or document-handling requirements are more restrictive than this Policy, the stricter requirements control unless they conflict with applicable law or the requirements of the relevant state notarial authority.

2. Protected Information

2.1 Definition of NPPI

For purposes of this Policy, NPPI includes any nonpublic information relating to a borrower, signer, consumer, loan, closing, settlement, or transaction that could identify a person or reveal personal, financial, or transactional information.

NPPI includes, without limitation:

Names, addresses, telephone numbers, and email addresses;
Dates of birth, Social Security numbers, taxpayer-identification numbers, and government-issued identification information;
Driver’s-license, passport, identification-card, and other identity-verification information;
Loan amounts, interest rates, payment information, account numbers, and financial information;
Lender, broker, title company, settlement agent, and investor identities;
Property addresses and transaction details;
The mere fact that a person is applying for, refinancing, or closing a mortgage or other financial transaction;
Closing dates, appointment details, and signing locations;
Closing instructions, settlement statements, loan estimates, disclosures, promissory notes, mortgages, deeds of trust, affidavits, and all other loan-package documents;
Notary journal entries and notarial records to the extent they contain protected information;
Documents, communications, passwords, portal credentials, shipping labels, tracking information, and access links associated with a loan or closing;
Confirmation that a signing, notarization, refinance, closing, or settlement occurred; and
Any other information designated confidential by the contracting company or reasonably understood to be confidential.

NPPI must be treated as confidential even if a particular item does not contain a Social Security number or account number.

2.2 Data-Minimization Principle

Personnel may collect, view, use, print, transmit, or retain only the information reasonably necessary to perform the assigned service, satisfy applicable legal requirements, comply with written client instructions, document completion, or respond to a lawful request.

Personnel must not inspect, copy, photograph, discuss, or retain documents or information beyond what is reasonably necessary for the assignment.

3. Governance and Accountability

3.1 Privacy Officer

Company management shall designate a Privacy Officer who is responsible for administering this Policy.

The Privacy Officer’s responsibilities include:

Maintaining and periodically reviewing this Policy;
Coordinating information-security training and acknowledgments;
Maintaining records of agent qualifications and compliance;
Reviewing access to Company systems and client portals;
Coordinating incident response and client notifications;
Managing corrective action for Policy violations;
Coordinating responses to client security questionnaires and audits;
Maintaining the Company’s vendor and subcontractor security records; and
Escalating material security risks to Company management and applicable contracting parties.

The current Privacy Officer is:

Name: Makyjah Palmer
Title: Privacy Officer
Email: privacy@sealingtimemobilenotaries.com
Telephone: +1 (929) 324-1177

Until a separate security contact is designated, security incidents must be reported to Company management at management@sealingtimemobilenotaries.com and +1 (929) 685-0834.

3.2 Policy Review

This Policy shall be reviewed at least annually and whenever there is a material change to:

Applicable law or regulatory expectations;
ALTA Best Practices;
Company systems, platforms, or services;
The Company’s use of subcontractors or vendors;
The categories of NPPI handled; or
The Company’s incident history or risk profile.

The review shall be documented, including the review date, reviewer, material changes, identified gaps, and corrective actions.

3.3 Required Acknowledgments

Before receiving or being assigned access to client information, every employee, notary, signing agent, subcontractor, and applicable vendor must:

Receive or be given access to this Policy;
Sign a written NPPI confidentiality and information-security acknowledgment;
Agree to follow applicable client instructions and the Company’s information-security program;
Complete required security training; and
Confirm that Company and client information will not be stored in personal email, personal cloud accounts, or unauthorized devices.

Acknowledgments must be renewed at least annually and whenever this Policy materially changes.

3.4 Violations

Violations may result in retraining, suspension of access, removal from an assignment, termination of the relationship, contractual remedies, reporting to the contracting company, and referral to law enforcement or a regulatory authority where appropriate.

4. Vendor and Signing-Agent Qualifications

Sealing Time uses qualified notaries, signing agents, and subcontractors to provide mobile notary, remote online notarization, apostille, fingerprinting, and related services.

Before assignment, and periodically thereafter, the Company shall maintain reasonable evidence of the qualifications of personnel who may handle NPPI or loan documents, including, as applicable:

National Notary Association certification or equivalent industry training;
Completion of signing-agent or mortgage-document training where applicable;
Current state notary commission verification;
Verification of any required license, registration, bond, or authorization;
Annual criminal background screening;
Verification of errors-and-omissions insurance and surety-bond coverage when applicable;
Verification of identity and contact information;
Signed NPPI confidentiality and information-security acknowledgment;
Agreement to follow the contracting company’s written instructions;
Agreement to follow the Company’s information-security program; and
Confirmation that the agent will comply with applicable state notarial law and client requirements.

The Company maintains a $1,000,000 insurance program for Errors & Omissions and Cyber Liability coverage, subject to the terms, conditions, exclusions, and limits of the applicable policies. Certificates of insurance may be provided to authorized clients upon request and subject to appropriate confidentiality protections.

The Company’s nationwide mobile coverage and availability during posted hours are subject to agent, geographic, scheduling, and service availability.

5. Access Control and Least Privilege

5.1 Need-to-Know Access

NPPI shall be disclosed only to personnel and service providers with a legitimate business need to access it for the assigned service.

The amount and duration of access must be limited to what is reasonably necessary. An assigned notary or subcontractor may receive only the information needed to complete the assignment and must not access unrelated files, appointments, borrowers, or loan packages.

5.2 Assignment-Based Access

Access to a client file shall be:

Authorized before assignment;
Limited to the assigned notary, approved personnel, and authorized client representatives;
Revoked or disabled when the assignment is completed, canceled, reassigned, or terminated;
Reviewed when an agent or subcontractor is removed from an assignment; and
Prohibited after the assignment unless continued access is specifically authorized for a legitimate business or legal purpose.

5.3 No Unauthorized Subcontracting or Sharing

Personnel may not:

Assign, delegate, or subcontract an assignment without written Company or contracting-party approval;
Share a client file with another notary, friend, family member, coworker, courier, or vendor without authorization;
Share portal credentials or download links;
Permit another person to print or download documents on the agent’s behalf; or
Forward client information to personal email, personal cloud storage, or an unauthorized messaging account.

6. Digital Security Controls

6.1 Authentication and Passwords

Personnel must use:

Long, unique passphrases for every account;
A Company-approved password manager where available;
Multifactor authentication (“MFA”) for email, signing platforms, client portals, cloud storage, accounting systems, and other systems containing NPPI;
Passkeys, hardware security keys, or other phishing-resistant authentication where available;
Separate credentials for business and personal accounts;
No reused passwords across systems; and
No shared credentials unless a system is specifically designed for controlled administrative access.

Passwords must be changed immediately when compromise is suspected, after a credential is disclosed to an unauthorized person, or when required by the applicable client or system administrator.

6.2 Device Security

Laptops, tablets, smartphones, and other devices used to access NPPI must have:

Full-disk or device-level encryption enabled;
Password, PIN, biometric, or equivalent access protection;
Automatic screen locking after no more than 15 minutes of inactivity;
Current operating-system and application security updates;
Active antivirus and anti-spyware protection where supported;
A functioning firewall;
Remote location, lock, and wipe capabilities where reasonably available;
No unauthorized applications that copy, upload, or process NPPI; and
No NPPI stored on an unapproved personal device.

Lost or stolen devices must be reported immediately so access can be revoked and remote-wipe procedures can be initiated.

6.3 Email, Cloud Storage, and Portals

Business email accounts and client portals shall be kept separate from personal email accounts.

Personnel must:

Use Company-provided or approved business email accounts;
Use secure client portals instead of ordinary email attachments whenever possible;
Review cloud-sharing permissions regularly;
Remove expired, unnecessary, or mistakenly created sharing links;
Use encryption or password protection when transmitting NPPI electronically;
Send passwords or access codes through a separate communication channel;
Confirm recipients before sending NPPI;
Avoid automatic forwarding to personal accounts; and
Delete or purge NPPI-containing messages and attachments when no longer needed and when permitted by the contracting company.

6.4 Network Security

Personnel must not access, download, print, upload, or transmit NPPI using public or unsecured Wi-Fi.

Remote access must occur through a secured network. A Company-approved secure VPN must be used when remote access is necessary and appropriate.

Personnel must not process NPPI on public computers, library computers, hotel business-center computers, shared workstations, or other devices outside Company control.

6.5 Backups

Business records that must be retained shall be backed up using automated, access-controlled, and encrypted backup methods where reasonably available.

Loan packages and other client documents shall not be included in backups when retention is not authorized or necessary. Backups must be tested periodically for restoration and protected from unauthorized access.

7. Email, Phishing, and Fraud Prevention

Mortgage and settlement transactions are frequent targets for phishing, business-email compromise, wire fraud, account takeover, and document-redirection schemes.

Personnel must treat unusual requests as a stop-and-verify event.

7.1 Verification Requirements

Personnel must:

Verify the full sender address and domain, not merely the displayed name;
Look for look-alike domains, substituted characters, unusual spelling, and altered reply-to addresses;
Be alert to unexpected urgency, secrecy, pressure, or threats of delay;
Avoid clicking unexpected links or opening unexpected attachments;
Retrieve loan documents from an authorized portal rather than relying on unsolicited attachments where possible;
Independently verify requests to change payment details, bank information, wire instructions, shipping destinations, return instructions, portal credentials, or document recipients;
Call a known, previously verified telephone number to confirm unusual requests;
Never rely solely on contact information contained in the suspicious message; and
Report suspected phishing, fraud, or account compromise immediately.

7.2 Artificial-Intelligence-Generated Phishing

Personnel must not rely on grammar, spelling, tone, or formatting to determine whether a message is legitimate. AI-generated phishing messages may be professionally written and free of obvious errors.

Verification must be based on sender authentication, independent out-of-band confirmation, known contact information, and transaction-specific validation.

7.3 Payment and Document Redirection

No personnel may change payment instructions, shipping instructions, document recipients, or delivery methods based solely on an email, text message, telephone call, or other unverified request.

Any such change must be independently verified with the contracting company through a known and trusted channel and documented in the assignment record.

8. Document Handling Procedures

8.1 Before the Appointment

Before receiving or printing loan documents, the assigned notary or authorized personnel must:

Confirm that the documents originated from an authorized contracting party or secure portal;
Print only the documents and number of copies authorized or reasonably required;
Print documents only from a secure, authorized device and network;
Never print loan documents from a public computer or public hotspot;
Confirm that the correct borrower, property, appointment, and package are associated with the assignment;
Maintain the package in a locked case, locked trunk, or secure cabinet whenever it is not actively being handled;
Receive physical shipments in person whenever reasonably possible;
Use a secured mail or delivery box if in-person receipt is not possible;
Inspect packages for broken seals, damage, tampering, or incorrect labeling; and
Report broken seals, missing pages, damaged materials, or suspected interception immediately to the contracting company.

Loan packages from other assignments must not be brought into a signing location or mixed with the current assignment.

8.2 During the Appointment

During the signing or notarization, personnel must:

Positively identify each signer in accordance with applicable law and client instructions;
Use reasonable measures to confirm that the person signing is the person identified by the identification document and assignment instructions;
Conduct the appointment in a reasonably private setting;
Permit documents to be viewed only by authorized signers and authorized transaction participants;
Keep documents under direct supervision and never leave them unattended;
Avoid discussing loan terms or transaction details with unauthorized persons;
Avoid reviewing documents beyond what is reasonably necessary to perform the assigned service;
Use a privacy guard or equivalent method to shield prior signers’ entries in a Notary journal;
Prevent current signers or other persons from viewing unrelated journal entries;
Not photograph, photocopy, or scan identification documents unless specifically required by law, the contracting company, or written assignment instructions;
Not post, describe, or discuss transaction information on social media or online forums; and
Not seek document guidance online in a manner that reveals borrower or transaction information.

Loan documents from unrelated assignments may not be visible, accessible, or present at the signing table.

8.3 Package Review and Return

Before leaving the appointment, personnel should, where practical and consistent with the contracting company’s instructions:

Review the package for required signatures, initials, dates, notarizations, and other obvious completion items;
Confirm that notarial certificates are completed as required by applicable law;
Confirm that the correct return documents are included;
Seal the return package in front of the borrower or authorized signer where practical;
Use the correct carrier envelope, label, and shipping method;
Confirm that any prepaid label matches the correct contracting party and destination; and
Notify the contracting company promptly of missing, damaged, incomplete, or questionable documents.

8.4 Transport and Delivery

While documents are in the possession or control of Sealing Time or an assigned notary:

Documents must remain in a locked case, locked trunk, or secure cabinet when not actively handled;
Documents must not be left overnight or for extended periods in an unattended vehicle;
Documents must not be left on a vehicle seat, public counter, porch, reception desk, or other unsecured location;
The assigned notary must maintain custody until the documents are delivered to the authorized carrier or recipient;
Original documents must be returned by the assigned notary and may not be delegated to an unauthorized third party;
Delivery should be made in person to an authorized carrier counter whenever reasonably possible;
The notary must obtain a receipt and tracking number;
Drop-box use is a last resort and must be documented with the exact location, date, and time;
Packages must be sealed and protected against unauthorized access during shipment;
Documents may not be shipped unprotected;
Documents may not be faxed or emailed as a substitute for returning originals; and
If a fax is used under specific written client instructions, originals must be removed promptly from the fax machine and secured.

When a client requires scans or uploads, they must be made only through the client’s approved secure portal or other authorized encrypted method. Personnel must not send loan documents or NPPI through unencrypted email unless the contracting party expressly authorizes that method and applicable safeguards are used.

9. Electronic Storage, Retention, and Secure Disposal

9.1 No Routine Retention of Loan Packages

Sealing Time does not routinely retain copies of completed loan packages, closing documents, or signer identification documents after an assignment is completed.

Electronic copies must be deleted or securely purged after the assignment closes, subject to:

Applicable law;
Client instructions;
A documented legal hold;
A pending dispute, investigation, or insurance claim;
Required Notary journal or commission records; or
A documented business-record retention requirement.

9.2 Scan-and-Delete Practice

If a document must be scanned or photographed to comply with written client instructions, the image must be:

Captured only on an approved, encrypted device;
Uploaded promptly through an approved secure portal;
Deleted from the device, application, recycle bin, and temporary storage when no longer required; and
Confirmed as deleted unless a longer retention period is authorized.

Identification images required by a lender or contracting company must be:

Captured only when specifically required;
Stored temporarily in encrypted form;
Transmitted only through an approved secure portal;
Never sent by unencrypted email;
Never stored in a personal photo library or personal cloud account; and
Deleted promptly after confirmed receipt and completion of the authorized purpose.

9.3 Notary Journals and Required Records

Notary journals, commission records, appointment records, assignment records, insurance records, invoices, receipts, tracking numbers, and incident records shall be retained only as required by:

Applicable state notary law;
A valid client or contracting-party instruction;
Insurance requirements;
Tax or accounting requirements;
A legal hold; or
The Company’s Records Retention Schedule.

Notary journals must be stored securely and separately from ordinary business files. Journal retention and access must comply with the law of the jurisdiction governing the notarial act. A client or title company may not inspect a Notary journal except as permitted by applicable law or with appropriate legal authority.

Absent a longer legal, contractual, insurance, or tax requirement, general business and accounting records should ordinarily be retained for seven years. This general period does not authorize retention of loan packages or identification documents that the Company is otherwise required to delete.

9.4 Paper Disposal

All paper containing NPPI must be destroyed using:

A cross-cut shredder; or
A vetted, bonded, and contractually obligated secure-shredding service.

NPPI may not be placed in ordinary trash, recycling, public bins, or unsecured disposal containers.

Personnel must inspect work areas, printers, scanners, vehicles, and storage locations for abandoned NPPI before disposal or leaving the location.

10. Remote Online Notarization Security

Sealing Time may facilitate remote online notarization and eClosing services through approved platforms, including Secured Signings, Pactima, and BlueNotary, subject to client requirements, platform availability, and applicable law.

RON assignments must use platform security controls that may include:

Encrypted platform communications and data transmission;
Credential-based identity proofing;
Government-issued identification review;
Knowledge-based authentication or equivalent methods where required or available;
Multifactor authentication for notary accounts;
Session recording and audit trails where required by law or platform rules;
Secure platform storage of recordings, journals, and electronic notarial records; and
Restricted platform access based on user credentials and assignment authority.

Personnel must not download RON session recordings, journals, identity-verification records, or other NPPI to local devices unless specifically required by law or authorized in writing by the contracting party.

RON recordings, journals, and audit records shall remain in the platform’s secure environment for the period required by applicable law, client instruction, or platform policy.

Notaries must not use a personal recording application, screen-capture tool, unauthorized browser extension, or third-party software to record or copy an RON session.

11. Physical Security and On-Site Conduct

11.1 Secure Storage and Transportation

Physical documents, Notary journals, devices, and other materials containing NPPI must be stored in locked and access-controlled locations.

Personnel must not leave NPPI:

In an unattended vehicle;
In an unlocked home, office, or hotel room;
With a receptionist or unauthorized staff member;
With a friend, family member, neighbor, or other third party;
In a public location;
In an unsecured mailbox; or
In any place where unauthorized persons may view or remove it.

11.2 Confidentiality of Discussions

Personnel must not discuss signer names, loan terms, property addresses, closing dates, lender identities, or other transaction information with anyone outside the transaction who is not authorized to receive it.

This prohibition includes discussions with family members, friends, coworkers who are not assigned to the matter, other clients, members of the public, and online communities.

11.3 Social Media and Public Communications

Personnel may not:

Post photographs of loan documents, IDs, Notary journals, shipping labels, or signing locations;
Identify borrowers, lenders, title companies, or transaction participants;
Describe a transaction in a way that could identify the parties;
Share screenshots of client communications;
Ask for document guidance online without fully redacting NPPI; or
Use client information for advertising, testimonials, training, or publicity without written authorization.

11.4 Outside Service Providers

Before allowing an outside service provider to handle NPPI or access an information system, the Company shall reasonably evaluate the provider’s:

Business legitimacy and reputation;
Security practices;
Confidentiality obligations;
Access controls;
Background-screening practices where applicable;
Insurance coverage;
Secure-disposal procedures;
Incident-notification obligations; and
Use of subcontractors or sub-service providers.

This applies to couriers, shredding companies, repair technicians, copier and printer service providers, information-technology vendors, cloud platforms, and other service providers.

12. Incident Response and Breach Notification

12.1 Reportable Incidents

An incident includes any actual or suspected:

Loss or theft of a device, journal, document, package, or credential;
Unauthorized access, use, disclosure, copying, or transmission of NPPI;
Misdelivery or misrouting of a document or package;
Phishing, malware, ransomware, or account compromise;
Broken seal or suspected package interception;
Unauthorized photograph, scan, screenshot, or recording;
Lost or stolen Notary journal;
Email sent to the wrong recipient;
Unauthorized alteration, deletion, or destruction of information; or
Violation of this Policy or a client’s security instructions.

12.2 Immediate Reporting

Personnel must report an actual or suspected incident immediately and, where possible, within one hour of discovery to:

The Privacy/Security Officer;
Company management;
The contracting company or signing service; and
The client’s designated security or incident-response contact.

Personnel must not delay reporting while attempting to determine whether an incident is legally reportable.

12.3 Incident-Response Procedures

The Company’s incident response shall include, as appropriate:

Identifying and containing the incident;
Disconnecting compromised devices or accounts when safe to do so;
Revoking access and rotating passwords;
Enabling or resetting MFA;
Preserving relevant evidence, logs, messages, packages, photographs, and system information;
Identifying the information and individuals potentially affected;
Coordinating with the contracting company’s incident-response team;
Engaging insurers, legal counsel, forensic specialists, law enforcement, or regulators as appropriate;
Documenting the incident, actions taken, decisions, and communications;
Notifying affected parties without unreasonable delay when required by law, contract, or the circumstances, and coordinating such notification with the contracting company; and
Completing a post-incident review and implementing corrective action.

Personnel must not erase, alter, conceal, or destroy evidence relating to a suspected incident.

The Company maintains $1,000,000 in Cyber Liability coverage, subject to the terms and conditions of the applicable policy. Insurance notification shall be made in accordance with the policy’s requirements.

13. Training and Ongoing Compliance

13.1 Initial Training

Before accessing NPPI or receiving an assignment involving loan documents, personnel must receive training addressing:

NPPI and signer privacy;
ALTA-aligned information-security expectations;
NNA document-handling practices;
Phishing, social engineering, and business-email compromise;
Passwords, MFA, device security, and secure networks;
Physical custody and transportation of documents;
Notary journal privacy;
Secure disposal and data minimization;
Incident reporting; and
Client-specific requirements.

13.2 Annual Refresher

Personnel must complete annual refresher training and any additional training required after:

A material Policy change;
A security incident;
A recurring compliance failure;
A change in technology or client requirements; or
A determination by the Privacy/Security Officer that additional training is necessary.

13.3 Training Records

The Company shall maintain records of:

Training dates;
Training subjects;
Attendees;
Test or acknowledgment completion;
Policy versions distributed; and
Corrective or remedial training.

Training and acknowledgment records may be made available to authorized clients upon request and subject to appropriate confidentiality protections.

14. Client Assurance, Audit, and Documentation Rights

Sealing Time recognizes that mortgage finance clients may need to evaluate the security and qualifications of third-party service providers under their vendor-management programs and the ALTA Best Practices Framework.

Upon reasonable request, and subject to confidentiality, privacy, security, and contractual restrictions, the Company may provide or make available:

This Policy and the annual review record;
The current version-history record;
A completed security questionnaire;
Evidence of applicable E&O and Cyber Liability coverage;
Background-screening attestations;
Notary commission and qualification verifications;
NNA certification or equivalent training records;
Insurance and surety-bond verification where applicable;
Signed NPPI confidentiality acknowledgments;
Training completion records;
Relevant incident-response procedures;
Evidence of secure-disposal practices;
Information concerning material subcontractors or service providers; and
Remediation information for material identified deficiencies.

The Company will reasonably cooperate with client assessments, including self-assessment, internal review, and third-party review, consistent with the contracting client’s procedures and applicable ALTA assessment expectations.

Any audit or assessment must:

Be reasonably scoped to the services and information provided;
Protect the confidentiality of other clients and personnel;
Avoid disclosure of unrelated NPPI;
Be scheduled with reasonable advance notice unless an incident requires immediate review;
Permit redaction of security-sensitive details that would create additional risk; and
Be conducted subject to appropriate confidentiality obligations.

A client audit, questionnaire, or review does not authorize inspection of unrelated Notary journal entries, other borrowers’ information, privileged information, or legally protected records.

This Policy is intended to support client due diligence and vendor-risk reviews. It is not an ALTA certification, accreditation, legal opinion, or guarantee that any particular client, insurer, regulator, or assessment provider will determine that the Company satisfies every applicable requirement.

15. Legal and Operational Requirements

15.1 Compliance With Applicable Law

The Company and its personnel must comply with applicable federal, state, and local requirements governing:

Notarial acts;
Privacy and data security;
Records retention and destruction;
Consumer financial information;
Identity verification;
Electronic transactions and remote notarization;
Breach notification;
Employment and contractor relationships; and
Secure handling of confidential records.

Where state law imposes a different requirement concerning Notary journals, identification records, electronic records, retention, or disclosure, the applicable law controls.

15.2 No Legal or Financial Advice

Notaries and signing agents must not provide legal, financial, tax, lending, underwriting, or settlement advice.

Questions concerning the legal meaning, effect, choice, or completion of loan documents must be directed to the lender, settlement agent, title company, attorney, or other authorized professional designated by the contracting party.

15.3 Client Instructions

Personnel must follow the contracting company’s instructions concerning:

Document receipt;
Printing and copying;
Identity verification;
Appointment procedures;
Document review;
Scanning and uploading;
Shipping and delivery;
Incident reporting; and
Deletion or retention.

If instructions are unclear, inconsistent, or appear suspicious, personnel must pause the affected activity and verify the instructions through a known and trusted channel.

16. Policy Review, Approval, and Version Control

16.1 Approval

This Policy is approved by Company management and shall be distributed to personnel and applicable subcontractors before they receive access to NPPI.

Approved By: Makyjah Palmer
Approval Date: September 22, 2026

Effective Date and Last Updated

Effective Date: September 22, 2026
Last Updated: September 22, 2026

This document is provided for informational and operational-policy purposes. It should be reviewed by a licensed attorney and by qualified compliance and insurance advisors before publication, adoption, or delivery to clients.