Privacy Policy

Middlesex Notary Co LLC d/b/a Apostille MA Services

MiddlesexNotary.com | ApostilleMA.com | Company Services and Online Forms

Effective Date: August 18, 2026

This Privacy Policy explains how Middlesex Notary Co LLC, a Massachusetts limited liability company doing business as Apostille MA Services (the “Company”), collects, uses, shares, retains, and protects information through MiddlesexNotary.com, ApostilleMA.com, Company-controlled order pages and forms, and in providing its notary, apostille, authentication, retrieval, translation-coordination, shipping, courier, and related document services. The Company also operates under the names Middlesex Notary, Middlesex Notary Co, ApostilleMA, and Apostille MA.

1. Information We May Collect

The information collected depends on the service requested and how you interact with the Company. It may include:

Contact and account information, such as name, mailing address, email address, telephone number, and organization or business information.

Appointment and transaction information, such as requested service, appointment location, signer or witness details, order history, quoted price, payment status, communications, and service preferences.

Document and identity information, such as document type, names, dates, signatures, government-issued identification details, and, where reasonably necessary or authorized, copies or images of identification or documents.

Apostille, authentication, retrieval, and vital-record information, which may include destination country, intended use, issuing authority, record holder, date or place of birth, parent or spouse information, relationship to the record subject, authorization, and supporting documentation.

Translation and delivery information, such as source and target language, preferred name spellings, certification needs, shipping address, delivery instructions, tracking information, and carrier selection.

Payment and billing information. Payment processors may collect card or financial-account information directly; the Company may receive transaction confirmations, payment method information, invoice information, and other payment metadata needed to manage the Order.

Communications, including email, text, WhatsApp, telephone notes, messages, uploaded files, customer-service requests, and review or feedback communications.

Website and device information, such as IP address, browser or device type, pages viewed, referral information, approximate technical location derived from network information, cookies, and similar usage or security data collected by the Website or service providers.

2. How We Use Information

The Company may use information as reasonably necessary to:

respond to inquiries, evaluate service requests, schedule appointments, create and administer Orders, and provide requested services;

verify identity or authority where needed, coordinate notarial acts, obtain or submit records, coordinate translations, communicate with government agencies or receiving parties, and arrange courier or shipping services;

process payments, issue invoices or refunds, maintain transaction records, respond to chargebacks, and prevent or investigate fraud or misuse;

communicate about appointments, missing information, status, delivery, payment, customer service, and post-service feedback or review requests;

operate, maintain, troubleshoot, secure, analyze, and improve the Websites and business operations;

maintain notarial journals and other records required by law or reasonably needed for accounting, tax, contractual, dispute, fraud-prevention, or operational purposes; and

comply with legal obligations, lawful process, professional requirements, and requests from authorities with jurisdiction.

3. How We May Disclose Information

The Company discloses information only when reasonably necessary to provide the requested service or for another legitimate purpose described in this Policy, including to:

properly commissioned notaries assigned to an appointment and personnel assisting with intake, scheduling, document handling, or customer service;

translators, translation companies, couriers, carriers, filing or retrieval providers, technology platforms, payment processors, hosting providers, communications tools, scheduling services, and other vendors supporting the Company;

government agencies, records custodians, courts, embassies, consulates, schools, employers, foreign authorities, or other receiving parties when needed to perform an Order or as directed by the Customer;

professional advisers, insurers, financial institutions, payment processors, auditors, or legal counsel when reasonably necessary for business administration, claims, disputes, or compliance;

law enforcement, regulators, courts, or other authorities when disclosure is required or permitted by law; and

a successor or potential successor in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, subject to appropriate confidentiality and legal requirements. The Company does not knowingly sell personal information for monetary consideration or rent customer personal information to third parties for their independent marketing. Third-party service providers may process information under their own legal obligations and, where applicable, their own privacy terms.

4. Notarial Records and Confidentiality

Notarial journals and other legally required notarial records are handled separately from ordinary customer-service files. Massachusetts law requires covered notaries to maintain and safeguard notarial journals and other notarial records and limits when they may be surrendered, destroyed, or inspected. The Company does not promise to delete a notarial record when the applicable notary is legally required to retain or safeguard it.

The Company will not use notarial records for marketing. Access to and disclosure of journal information will be handled in accordance with applicable law, lawful process, and the duties of the individual commissioned notary.

5. Original Documents and Service Files

To perform an Order, the Company may receive, possess, copy, scan, transmit, submit, retrieve, package, or deliver documents. Originals may be received at the Company’s mailing location, office, or directly by Company personnel and may be temporarily handled by trusted personnel assisting with intake or document handling. They may also be transferred to government agencies, translators, couriers, carriers, assigned notaries, or other providers involved in the requested service. The Company uses reasonable care while originals are in its direct custody, but third-party custody and transit involve risks outside the Company’s exclusive physical control.

6. Cookies, Analytics, and Online Technologies

The Websites may use cookies and similar technologies for essential site functions, security, preferences, analytics, performance measurement, embedded content, maps, forms, scheduling, or payment functions. Third-party tools may set or read their own cookies or similar identifiers when you use those features. Browser controls may allow you to limit some cookies, although disabling them may affect Website functionality.

Third-party technologies used by the Websites may not respond uniformly to a browser “Do Not Track” signal. Where applicable law requires a particular consent or opt-out mechanism, the Company will provide the required mechanism for the Website or service at issue.

7. Retention

The Company retains information only as long as reasonably needed to provide the requested service, operate the business, meet legal or accounting obligations, prevent fraud, or address payment or other disputes. Ordinary uploaded documents, identification copies, and non-notarial working files may be deleted after completion when no longer needed. Transaction, payment, shipping, consent, chargeback, and dispute records may be retained longer where appropriate. Notarial journals and other legally required notarial records are maintained as required by law.

There is no single retention period that applies to every category of information. Retention may also depend on an active dispute, legal hold, government request, unresolved payment issue, customer instruction concerning originals, or technical backup cycle.

8. Information Security

The Company maintains administrative, technical, and physical safeguards designed to protect personal information in a manner appropriate to the nature of the information, the size and scope of the business, and applicable legal requirements. Measures may include access controls, secure authentication, appropriate encryption, device and system safeguards, personnel practices, document-handling controls, and reasonable oversight of service providers. Where required by law, the Company will take appropriate steps concerning service-provider security obligations.

No system, storage method, electronic communication, carrier, or transmission can be guaranteed to be completely secure. Customers should avoid sending unnecessary sensitive information and should use Company-designated upload, payment, or delivery methods when available. If the Company becomes aware of a security incident requiring notice, it will provide notifications as required by applicable law.

9. Your Choices and Privacy Requests

You may contact the Company to ask questions about information associated with your Order or to request correction of information you believe is inaccurate. Where applicable law provides a right of access, correction, deletion, restriction, portability, objection, or another privacy right, the Company will respond as required by that law after reasonably verifying the request.

A request may be denied or limited when the Company or an individual notary must retain information by law, when deletion would interfere with a legal obligation, fraud-prevention measure, dispute, chargeback, tax or accounting need, or when the Company cannot reasonably verify the requester’s identity or authority. The Company may retain a record of the request and its response where appropriate.

10. Communications and Marketing

The Company may use contact information for transactional and customer-service communications through email, telephone, text, WhatsApp, scheduling platforms, or similar channels. These communications may concern inquiries, appointments, documents, status, payment, delivery, or a post-service request for feedback or a review. Promotional or bulk marketing communications are separate and will be sent only as permitted by applicable law, with separate consent where required. You may request that optional promotional communications stop without affecting necessary service communications.

11. Children

The Websites are not directed to children under thirteen, and the Company does not knowingly collect information from a child under thirteen for the child’s independent use. Information about a minor may nevertheless appear in documents or service requests submitted by a parent, guardian, or other authorized person. The Company handles that information only in connection with the requested service and applicable law.

12. Third-Party Links and Services

The Websites may link to or integrate third-party websites and services. Those third parties control their own privacy and security practices. This Policy does not govern a third party’s independent collection or use of information except to the extent the Company is legally responsible for that processing.

13. Changes to This Privacy Policy

The Company may update this Privacy Policy to reflect changes in its services, technology, legal requirements, or business practices. A revised version will include a new effective date. Where separate consent is legally required, posting a new version will not by itself change rights or obligations associated with an already accepted Order.

Contact Information

Company: Middlesex Notary Co LLC, a Massachusetts limited liability company d/b/a Apostille MA Services

Mailing Address: 335 Washington St, PMB #1127, Woburn, MA 01801

Email: info@middlesexnotary.com

Phone: 781-226-8331

Fax: 339-999-2182

Privacy requests: Use the email address above and identify the request as a privacy request. Do not include unnecessary sensitive documents in the initial request.