Privacy Policy

Last updated: February 14, 2026

1. Information We Collect

We collect the following information:

  • Account information: name, email address, and password when you register
  • Uploaded documents: images of notarized documents you submit for research. Original uploads are automatically and permanently deleted from our production system immediately after AI processing completes. De-identified copies of uploaded documents may be temporarily retained in a separate, secure storage system solely for the purpose of improving the accuracy of our document processing systems. These copies contain no user-identifying information, are not associated with any user account or research session, and are periodically purged. Only mathematically-calculated cropped images (notary regions and seal close-ups) are retained with your research results.
  • Usage data: research history, credit transactions, and Service interactions
  • Payment information: processed and stored securely by Stripe; we do not store your full card number

2. How We Use Your Information

  • To provide and improve the Service
  • To process credit purchases and maintain transaction records
  • To extract document details using AI-powered vision providers
  • To cross-reference extracted data against official state notary databases operated by the authoritative commissioning authority for each jurisdiction (e.g., a Secretary of State or equivalent office)
  • To communicate with you about your account or support requests

3. Document Processing

When you upload a document, it is processed through the following pipeline:

  1. Proprietary preprocessing: Our proprietary, non-AI algorithmic methods analyze the uploaded image to identify regions that are likely to contain notary information such as stamps, seals, signatures, and handwriting. These algorithms run entirely on our servers and do not transmit your data to any third party.
  2. Document content minimization: The system crops the image to retain only the identified notary regions and discards the surrounding document content. This step is designed to minimize the amount of your document that is shared with third-party AI providers in the next step.
  3. AI text extraction: Only the cropped notary regions — not your full original document — are transmitted to third-party AI vision providers for text and detail extraction. See “Third-Party Services” below for the specific providers used.
  4. Original deletion: Your original uploaded document is permanently deleted from our production system immediately after processing completes, as described in “Data Retention” below.

We make commercially reasonable efforts to minimize the document content sent to third-party providers. However, our preprocessing algorithms may not perfectly isolate notary regions in every case, and some surrounding document content may be included in the cropped image sent for AI processing.

4. Third-Party Services

We use the following third-party services that may process your data:

  • Stripe: payment processing (Stripe Privacy Policy)
  • Google (Gemini / Vertex AI): AI vision services for document text extraction (Google Privacy Policy, Cloud Data Processing Addendum)
  • OpenAI: AI vision services for document text extraction (OpenAI Privacy Policy, Data Processing Addendum)
  • Anthropic (Claude): AI vision services for document text extraction (Anthropic Privacy Policy, Terms of Service)
  • Official state notary databases: extracted names and commission details may be submitted to official notary registry search tools operated by the authoritative commissioning authority for each state (e.g., a Secretary of State or equivalent government office). We query these databases directly and do not use third-party aggregators or intermediary data brokers. Not all jurisdictions offer online access to their notary registries: some states do not maintain a publicly accessible database, and others operate databases that are restricted to manual searches and do not permit automated queries. For jurisdictions where automated lookup is not available, the Service performs AI extraction and presents findings but cannot cross-reference them against an official registry. You can review which jurisdictions support automated lookup, which require manual verification, and which have no public database on our Jurisdiction Status page.

Important information about AI providers:

  • Only cropped notary regions (not your full original document) are transmitted to these providers, as described in “Document Processing” above.
  • These providers process data under their respective privacy policies, terms of service, and data processing agreements.
  • Where available, we do not opt in to provider programs that use customer-submitted data for model training.
  • We do not control and are not responsible for the data practices of these third-party providers. We encourage you to review their respective privacy policies.
  • The specific AI providers used may change over time. We will update this Privacy Policy to reflect any material changes to our provider list.

By using the Service, you acknowledge and consent to the transmission of cropped document images to these third-party AI providers for the purpose of text extraction as described above.

5. Data Retention

  • Original uploaded documents are automatically and permanently deleted from our production system immediately after AI processing completes.
  • De-identified copies of uploaded documents may be temporarily retained in a separate, secure storage system solely for the purpose of improving the accuracy of our document processing systems. These copies contain no user-identifying information, are not associated with any user account or research session, and are periodically purged.
  • Only mathematically-calculated derivative images are retained with your research results: cropped notary regions (signatures, stamps, handwriting) and seal close-ups. These are the images shown on your research results page.
  • Research results and audit logs are retained for record-keeping and compliance
  • You may request deletion of all your data, including derivative images and research results, by contacting us

6. Data Security

We use reasonable technical and organizational measures to protect your information, including encrypted connections (HTTPS), secure payment processing via Stripe, and access controls on stored data.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict certain processing

To exercise these rights, contact us.

8. Cookies

We use essential cookies for session management and authentication. We do not use third-party tracking or advertising cookies.

9. Children's Privacy

The Service is not intended for use by individuals under 18 years of age. We do not knowingly collect data from minors.

10. Changes to This Policy

We may update this Privacy Policy at any time. We will notify you of material changes by posting the updated policy on this page.

11. Contact

Questions about this Privacy Policy? Contact us.

Crowd Concepts, Inc.
PO Box 2428, Anaheim, CA 92814