Privacy Policy

Effective Date: May 5, 2026
Last Updated: May 5, 2026

At Pen & Stamp Notary & Financial Services LLC ("Pen & Stamp," "we," "us," or "our"), trust is the foundation of every signature, every consultation, and every relationship we build. Because we handle some of the most personal documents and financial information in our clients' lives — loan signings, tax returns, life insurance applications, and notarized records — we treat your privacy with the same professional care we apply to your paperwork.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to our website, our office at 205 Progress Way, Ste 200, Office 207, Bryant, AR 72022, our mobile and remote notary services, and any other interaction you have with us.

1. Who We Are

Pen & Stamp Notary & Financial Services LLC is an Arkansas-based provider of notary, tax preparation, life insurance, and business development services. You can reach us at:

• Address: 205 Progress Way, Ste 200, Office 207, Bryant, AR 72022
• Phone: (888) 908-7234
• Hours: Monday – Friday, 9:00 AM to 5:00 PM

2. Information We Collect

The information we collect depends on the service you request. We collect only what we need to serve you professionally and to meet our legal obligations as a notary, tax preparer, and licensed insurance professional.

Information You Provide Directly

• Identification information: full legal name, date of birth, government-issued ID details (driver's license, passport, state ID), and signature — required by law for notarial acts.
• Contact information: mailing address, email address, and phone number.
• Tax information: Social Security Number or ITIN, filing status, dependents, income statements (W-2, 1099), deductions, and prior-year returns.
• Insurance information: beneficiary details, health and lifestyle disclosures required by carriers, and policy preferences.
• Document content: the contents of any documents you bring to be notarized, prepared, or reviewed.
• Payment information: billing details processed through our secure payment processors.
• Communications: messages, voicemails, emails, and form submissions you send us.

Information Collected Automatically

• Website usage: IP address, browser type, device type, pages visited, time spent, and referring URLs.
• Cookies and similar technologies: small data files that help our website function and let us understand how visitors use it.

Information Collected During Notarial Acts

As required by Arkansas notary law and applicable federal regulations, we maintain a notary journal recording details of each notarial act, including the date, type of act, names of signers, and identification used. For remote online notarizations, we also retain audio-video recordings of the notarial session for the period required by law.

3. How We Use Your Information

We use your information to:

• Perform the notary, tax, insurance, and business development services you request.
• Verify your identity as required by law and by our professional standards.
• Prepare and file tax returns and supporting documentation.
• Submit insurance applications to carriers on your behalf.
• Maintain records required by Arkansas law, the IRS, the National Notary Association, and insurance regulators.
• Communicate with you about appointments, status updates, and follow-up service.
• Process payments and issue receipts.
• Improve our website, service quality, and client experience.
• Comply with legal obligations, court orders, subpoenas, and lawful requests.

4. How We Share Your Information

We do not sell your personal information. We share it only when necessary to deliver the service you have requested or to meet a legal obligation:

• Tax authorities: the IRS and state tax agencies, as part of return preparation and filing.
• Insurance carriers: companies underwriting the policies you apply for.
• Lenders, title companies, and closing agents: when notarial services are part of a real estate or loan transaction.
• Service providers: trusted vendors who support our practice, such as e-signing platforms, secure document storage, remote notary providers, scheduling tools, and payment processors. These providers are contractually required to safeguard your information.
• Legal and regulatory authorities: when required by law, subpoena, court order, or to protect our legal rights or the rights and safety of others.
• Successors: in the event of a merger, sale, or transfer of our business, with continued protection consistent with this policy.

5. How We Protect Your Information

We treat your records with the discretion you would expect from a professional services firm. Our safeguards include:

• Locked physical storage for paper records at our office.
• Password-protected and encrypted digital storage for electronic records.
• Secure transmission of sensitive data through encrypted channels.
• Limited access — only authorized personnel handling your matter view your information.
• Routine review of our security practices to keep pace with evolving threats.

No method of storage or transmission is perfectly secure, but we work hard to protect your information at every step.

6. How Long We Keep Your Information

We retain your information for as long as needed to provide service, meet legal and regulatory record-keeping requirements, resolve disputes, and enforce our agreements. Specific retention periods vary by record type:

• Notary journal entries: retained for the period required by Arkansas notary law.
• Remote online notarization recordings: retained for the period required by applicable Arkansas and federal regulations.
• Tax records: retained in accordance with IRS guidelines, generally a minimum of three years and longer when required.
• Insurance application records: retained as required by carriers and state insurance regulators.

7. Your Choices and Rights

You have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of information we are not legally required to retain.
• Opt out of non-essential marketing communications at any time.
• Decline to provide certain information — though doing so may prevent us from completing the service you requested.

To exercise any of these rights, contact us using the information in Section 12.

8. Cookies and Website Analytics

Our website uses cookies and similar technologies to keep the site functioning, remember your preferences, and understand how visitors interact with our pages. You can control cookies through your browser settings. Disabling cookies may affect parts of the site.

We use Google Analytics 4, a web analytics service provided by Google LLC, to measure and report on website traffic and usage. Google Analytics sets cookies and collects information such as the pages you visit, how long you stay, your approximate location, and general device and browser details. This information is processed by Google on our behalf; Google Analytics does not store your full IP address. We use it only in aggregate to improve our website and services — not to identify you personally.

You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on, by blocking cookies in your browser, or by enabling your browser's privacy / Global Privacy Control signal. For more information on how Google uses data, see Google's Privacy Policy.

9. Children's Privacy

Our services are intended for adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us so we can delete it.

10. Third-Party Links

Our website may link to third-party sites we don't operate — insurance carrier portals, IRS resources, professional associations, and similar. We are not responsible for the privacy practices of those sites. Please review their policies before sharing information.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or the law. The "Last Updated" date at the top of this page reflects the most recent version. Material changes will be posted prominently on our website.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your information, please reach out:

Pen & Stamp Notary & Financial Services LLC
205 Progress Way, Ste 200, Office 207, Bryant, AR 72022
Phone: (888) 908-7234
Hours: Monday – Friday, 9:00 AM to 5:00 PM

Pen & Stamp is a member of the National Notary Association and adheres to its standards of professional practice. Your privacy is part of the trust we work to earn with every signature.