Privacy Policy

This Privacy Policy explains what information we collect when you use our website at massillonlegal.com and our document preparation, e-signing, and Remote Online Notary services. We respect the sensitivity of legal documents and limit our handling of your data accordingly.

1. Information we collect

From your intake form:

• Full name, email, and phone number
• The service you're requesting and a description of your project
• Urgency and any context you provide

From your account (if you create one):

• Email and password (the password is stored as a one-way hash; we never see the plaintext)
• Profile name and optional phone number
• Session metadata (IP, browser user-agent) for security

From documents you upload:

• The files themselves (PDFs, images, Word docs) and their cryptographic hashes
• Identification documents you provide for notarization

From e-signing and notarization:

• Your typed name, drawn signature image, IP address, and timestamp at the time of signing — required for E-SIGN Act admissibility
• Live audio/video recordings of Remote Online Notarization sessions, and a notarial journal entry, retained for 10 years as required by Florida Statute § 117.245

From product analytics:

• Page views, clicks, and engagement events captured by our self-hosted analytics tooling (PostHog)
• Identified user actions only after you sign in

From email:

• Email delivery, open, bounce, and complaint events from our email provider (Resend), used to confirm transactional emails reached you

2. How we use your information

• To deliver the service you've requested (preparing documents, e-signing, scheduling notarization, e-filing)
• To communicate with you about your project (status updates, receipts, signing requests)
• To meet our legal and regulatory obligations as a Florida document preparer and notary public
• To prevent abuse and secure our systems (rate limiting, fraud detection)
• To improve the website (aggregate analytics)

We do not sell your personal information, and we do not use it for targeted advertising.

3. Service providers we share with

We share the minimum data required with the following processors, each under their own privacy and security commitments:

• Stripe — payment processing
• Resend — transactional email delivery
• OneNotary and SnapDocs — Florida-approved Remote Online Notarization platforms (required to perform RON sessions)
• PostHog — product analytics
• Florida Courts E-Filing Portal — when you ask us to file documents on your behalf

We share information with law enforcement or in legal proceedings only when compelled by valid process or to protect our rights.

4. Where your data lives

Our application database, file storage, and authentication services run on infrastructure we control inside the United States. Documents are stored in encrypted, access-restricted volumes; database backups are taken daily and retained for 14 days.

5. Retention

• Project files: retained while your job is open and for up to 7 years after completion, unless you request earlier deletion
• Notarization records (FL RON): 10 years, as required by Florida law (we cannot delete these earlier even at your request)
• Email events: 90 days
• Analytics events: aggregate retention up to 2 years; you can opt out at any time
• Account data: retained while your account exists; deleted within 30 days of an account closure request, except where retention is required by law

6. Your rights

You may request a copy of your personal data, correction of inaccuracies, or deletion (subject to legal retention requirements). Email privacy@massillonlegal.com and we will respond within 30 days. California, Virginia, Colorado, Connecticut, and Utah residents have additional rights under their state laws — these are honored on the same email channel.

7. Cookies

We set first-party cookies for authentication (your session) and security (CSRF protection). Our analytics provider sets a first-party identifier so we can count distinct visitors. We do not set third-party advertising cookies.

8. Changes to this policy

We'll update the “Last updated” date above when this policy changes. For material changes, we'll email registered users.

9. Contact

Privacy questions, requests, and concerns: privacy@massillonlegal.com

This policy is provided for informational purposes. We recommend a licensed attorney review it before relying on it for compliance with your specific jurisdiction.