Privacy Policy

1. Who we are

Apex Notary and Document Solutions (“Apex,” “we,” “us”) provides notary, Apostille, embassy legalization, certified translation and related document services from our office at 25807 Westheimer Pkwy, Suite 803, Katy, TX 77494, and throughout the Greater Houston area.

This Privacy Policy explains what personal information we collect when you visit our website, call us, or use our services; how we use and protect it; and the choices you have. We do not sell your personal information.

2. Information we collect

Information you give us

• Contact details — name, phone number, email address, mailing or delivery address.
• Order details — the service you need, destination country, deadlines and delivery preferences.
• Identity information — when a notarization is required, we must verify your identity, usually with a government-issued photo ID. Details such as your name, address, ID type, ID number and expiration date may be recorded in our notary record book, as required by Texas law.
• Documents — the documents you ask us to notarize, Apostille, legalize or translate, which may contain personal information about you or others.
• Payment information — payments are processed by our payment providers; we do not store full card numbers on our systems.

Information collected automatically

• Basic technical data when you visit our website, such as browser type, device type, pages viewed and approximate location derived from your IP address.

3. How we use information

• To provide the services you request — notarization, Apostille and legalization filings, translation, pickup and delivery.
• To verify identity and meet our legal obligations as a Texas notary public.
• To communicate with you about your order, including status updates, questions and scheduling.
• To process payments, issue receipts and keep business and tax records.
• To respond to reviews, questions and requests.
• To improve our website and services, and to prevent fraud and misuse.

4. When we share information

We share personal information only as needed to complete your order or as required by law:

• Government authorities — such as the Texas Secretary of State, the U.S. Department of State, vital records offices, and foreign embassies or consulates, when filing or authenticating your documents.
• Service partners — couriers and shipping carriers, certified translators, and payment processors, who may use the information only to perform services for us.
• Legal requirements — when required by law, subpoena or court order, or to protect our rights, our clients or the public.
• Business transfers — if our business is sold or reorganized, information may be transferred as part of that transaction, subject to this policy.

We do not sell or rent your personal information, and we do not share it with third parties for their own marketing.

5. Your documents

We treat every document you entrust to us as confidential. Original documents are handled only by our staff and the authorities or partners needed to complete your order, and are returned to you by hand, pickup, mail or courier as agreed. Copies are kept only when needed for our records, legal compliance or to complete your service.

6. How long we keep information

We keep personal information only as long as needed to provide our services and to meet legal, accounting and record-keeping requirements. Notary record-book entries are kept for the period required by Texas law. When information is no longer needed, we securely delete or destroy it.

7. How we protect information

We use reasonable administrative, physical and technical safeguards to protect personal information, including limiting access to authorized staff, secure storage of physical documents, and protected devices and accounts. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

8. Cookies & third-party tools

Our website does not use advertising cookies. Some features are provided by third parties that may set their own cookies or collect technical data under their own privacy policies:

• Google Maps — the embedded map on our site.
• Google Fonts — used to display text on our site.
• Google reviews — links to our Google Business Profile.

You can control or delete cookies in your browser settings. See Google’s Privacy Policy for how Google handles data.

9. Calls, texts & email

If you call, text or email us, we use your contact information to respond and to send updates about your order. We do not send marketing messages without your consent. You can ask us at any time to stop non-essential messages.

10. Your choices & rights

You may ask us to:

• Tell you what personal information we hold about you;
• Correct information that is inaccurate;
• Delete information we are not required to keep by law (for example, notary record-book entries must be kept);
• Stop sending you non-essential communications.

Depending on where you live, you may have additional rights under applicable privacy laws, including the Texas Data Privacy and Security Act. To make a request, contact us using the details below. We will respond within a reasonable time and may need to verify your identity first.

11. Children

Our website is not directed to children under 13, and we do not knowingly collect personal information from them online. Documents involving minors (for example, travel consent or birth certificates) are provided by a parent or legal guardian and handled with the same confidentiality as all client documents.

12. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new effective date.

13. Contact us

Questions about this policy or your information? Contact us:

Apex Notary and Document Solutions is not a law firm. Notaries public in Texas are not licensed attorneys and cannot give legal advice.