Terms, Conditions & Privacy Policy

We are serious about the safety and security of your personal information.

Aikman Notary Services is a registered Sole-Proprietorship business in the Province of Ontario. All references in this document to Aikman Notary Services refers to Jeffrey T A Aikman, Owner, Paralegal and Notary Public (Ontario) who is the sole legal entity responsible for Aikman Notary Services.

Keeping your information confidential and secure is my top priority, whether we are notarizing a true copy of a driver's licence, swearing an affidavit or providing any other service. I have written this Privacy Policy/Terms of Service to set out how we intend to store and keep your information confidential and secure as well as other terms governing the provision of my services.

The use of Aikman Notary Services and this website (www.AikmanNotary.ca) shall be governed by this Terms, Conditions and Privacy Policy.

Your Privacy Rights

All businesses engaged in commercial activities must comply with the Personal Information Protection and Electronic Documents Act, and the Canadian Standards Association Model Code for the Protection of Personal Information. Aikman Notary Services complies with these legal obligations.

What personal information will I collect?

Aikman Notary Services provides notarization and commissioning services to the public. A notary public’s job is to identify and certify who is requesting these services. To access our services, you will be asked to provide your first and last name, your telephone number, and email address. The purpose of collecting this information is to ensure we have a way to contact you in the event of a privacy breach or other matter concerning your documents.

When we notarize documents, we may:

1. Scan a copy of your government issued photo identification.

2. Scan a copy of your notarized documents.

3. Scan a copy of your signed notary services agreement.

Any information collected will be held securely within Canada using OneDrive. I will keep your personal information for four years. At the end of four years, I will safely, securely, and irretrievably destroy any copy of your notarized document and photo identification which remains in my possession. I will keep your signed notary services agreement on file for ten years. All documents stored on OneDrive will be stored on a secure server located within Canada and will be protected by a secure password known only to the owner and multi-factor authentication.

Missed Appointment Policy

If you cancel your appointment with less than 1 hour before your appointment, you will be charged a missed appointment fee of 50% of the first document fee, plus HST.

Are you providing legal services?

Aikman Notary Services does not provide legal advice of any kind, nor does it draft documents on behalf of a client. Our services are limited to the notarization of documents, administering oaths, affirmations and solemn declarations, certification of copied documents and the witnessing of agreements. The presentation of information on this website is not legal advice, nor should it be relied on as such.

While Aikman Notary Services may provide templates of some documents, it shall remain the client’s responsibility to ensure the content contained within their document is sufficient for its intended purpose. Additionally, it is the client’s responsibility to determine what (if any) legal advice may be appropriate and/or necessary in their unique circumstances.

Consent

We will ask you to sign a notary services agreement that provides a summary of this policy. This notary services agreement will include language authorizing us to collect and keep certain pieces of private, confidential information about you.

Use of Your Information

At the conclusion of your appointment, you may request an electronic copy of your document(s) to be sent to you via email. If you make such a request, you understand and acknowledge that email is not a secure means of communication which may be susceptible to hacking/phishing.

Aikman Notary Services will not sell your information to any third-party marketing services. We will email you in the event of a security breach and/or third-party request for your documents.

Disclosure of your Personal Information

Aikman Notary Services will disclose your personal information:

1. If required to do so by law (e.g. a warrant/subpoena).

2. When you have consented to the disclosure in writing and we are confident the request is genuine.

In the event a party contacts us for the purposes of verifying the authenticity of a document that was Notarized and/or Commissioned by us, unless otherwise directed in writing by you, we will complete the requested verification by viewing a copy of the document provided by the other party and will provide either a confirmation or denial as to the genuineness of my signature, initials, seal, stamps and notarial acts performed.

In the event a request is made for additional personal information, we will make all reasonable efforts to contact you to receive your permission. If we cannot reach you, and/or you are unable or wish not to give consent, we will refuse all requests for your additional unless required by law.

If a validly issued warrant or court order is issued requesting the notarized document, we will only email to inform you such information has been turned over to the authorities. We will notify you as soon as is reasonably practicable in the circumstances to ensure you have the right to file an objection in court.

It is your responsibility to update us with regards to your current contact information.

Is My Personal Information Secure?

Aikman Notary Services may store an electronic copy of your notarization package. Your notarization package includes the following: (1) a copy of your government issued photo identification; (2) a copy of all notarized documents; and (3) a copy of your signed notary services agreement.

Aikman Notary Services stores your notarization package by utilizing OneDrive. Google Drive uses 128-bit AES and HTTPS to encrypt your documents while they are stored and being uploaded. Additionally, your private confidential information is protected by:

1. Two-factor authentication;

2. Device passwords; and

3. Virus and Malware protection software.

We do not keep any paper copies of your notarization package.

Emails

Emails are not a 100% secure method of communication. As such, when emailing us please do not include any personal or confidential information. Moreover, as we are not providing legal advice, if you email us with information regarding a legal matter it will not be covered by paralegal-client confidentiality. If you describe a legal situation to us in an email we may be legally required to disclose such information upon request by a court or opposing party without your consent.

Changes to this Privacy Policy

Aikman Notary Services may change this privacy policy without notice. Your transaction will be subject to the privacy policy in effect at the time your documents were notarized, unless such changes have been made redundant or illegal by law or court order.

Requests for Access

After you have left our office, you may request a copy of any personal information or documents which remain on file with Aikman Notary Services. You will be asked to prove your identity prior to the release of information.

Web Site

Our website contains links to other websites, which are not governed by this privacy policy.

While visiting www.AikmanNotary.ca, we monitor traffic patterns, site usage and related site information to optimize our web site. We may provide aggregated generic information to third parties that does not include any personally identifiable information.

Liability

Aikman Notary Services makes all reasonable efforts to protect your data. In the event your information is lost, stolen, or misused, Aikman Notary Services shall inform you as soon as is practicable in the circumstances.

In the event your confidential information is lost, stolen, or misused, Aikman Notary Services shall only be liable to the extent of the cost of our service provided to you. If your confidential information is lost, stolen, or misused through no fault of Aikman Notary Services you agree not to hold Aikman Notary Services liable (i.e. OneDrive suffers a server security breach).

In every other lawsuit, Aikman Notary Services shall only be liable to the extent of the cost of our service provided to you.

Legal Jurisdiction

This Privacy Policy/Terms of Services shall be governed by the laws of province of Ontario and/or Canada as applicable.

Limitation Period

Aikman Notary Services and all parties using its services agree that any and all lawsuits alleging wrongdoing on behalf of Aikman Notary Services shall be issued and served within one year after the wrongdoing or loss is discovered or may be reasonably assumed to be discoverable.

Payment

Unless otherwise arranged and agreed in writing by Aikman Notary Services, payment in full is due immediately upon services being rendered and presentation of an invoice in either paper or electronic form. Payment can be made by credit card, debt card, e-transfer or cash. Failure to remit payment as agreed may result in legal action and/or disclosure to a registered collection agency.

Severability

If any section of this Agreement is held by a court to be invalid, void, or unenforceable, such sections shall be reduced in scope only to the extent necessary. All other sections of this Privacy Policy/Terms of Service shall survive.

Questions or concerns

Any questions or concerns regarding this privacy policy, terms & conditions or a potential privacy breach should be directed to Jeffrey T A Aikman, Owner, Paralegal & Notary Public. Email: jeff@aikmanlegal.ca , Tel: 226-784-6700.