Updated 7-25-23. When you notarize, you gain access to a great deal of sensitive information about your signers. You need to be careful not to reveal too much about customers, even in casual chats with friends or when leaving comments on Facebook. Below are some tips to help Notaries avoid unintentional breaches of signer privacy.
1. Don't leave your Notary journal unattended in the open while working.
Journals can include a great deal of sensitive information about signers, including names, contact information and titles of documents they had notarized. To prevent anyone not authorized from looking at this information be sure not to leave your journal in the open unattended if you have to step away from your desk. Put the journal away in a locked, secure area you control until you can return and resume your work.
2. Don't talk about private details of a notarization with other people.
While everyone enjoys chatting at the water cooler, it’s not appropriate to disclose details of a signer’s notarization in casual conversation. Mentioning a signer's name and that they needed a power of attorney notarized for an ailing parent, or updated a will to alter a child’s inheritance, is a breach of the signer's privacy. Keep the details about a notarization in your journal, and don't talk about it with others.
3. Don't post private information about signers on social media.
Similar to talking about notarizations, sensitive information about notarial acts — such as signer names, personal information and details about their documents — should not be shared via email or social sites such as Facebook. Remember, anything posted on the internet is likely to be seen by dozens — if not hundreds — of other people.
If you want to ask a question or discuss a notarization, it's better to stick to generalities and avoid going into potentially private details. For example, asking online “I had a notarization where one of two signers didn’t appear. Can I notarize for the one who is present in such cases?” doesn't reveal private information about the signers. However, posting “Hey, my neighbor John Doe from Burbank came into my office to sign a power of attorney document. I notarized his signature but we couldn't proceed further because his wife Jane had a fight with him and refused to show up!” on Facebook would not be appropriate.
Related Articles:
Notary Tip: Thumbprints and privacy issues
Additional Resources:
The Notary Public Code Of Professional Responsibility