Overview
Straub Document Group ("we," "us," or "our") provides professional notary and loan signing services in the Twin Cities metropolitan area. This Privacy Policy describes how we collect, use, store, and protect information you provide when using our website, booking appointments, or engaging our services.
We handle sensitive financial and legal documents as a matter of course. We do not sell, rent, or share your personal information with third parties for marketing purposes — ever.
Information We Collect
When you book an appointment or contact us:
- Name and contact information (email address, phone number)
- Service type, preferred date and time
- Location details needed to perform the service
- Any message or notes you include with your request
When we perform notarial services:
- Government-issued photo ID information, as required by Minnesota law for identity verification
- Document information necessary to complete the notarial act
- For Remote Online Notarization (RON): video session recordings and knowledge-based authentication (KBA) records, as required by Minnesota Stat. § 358.61 et seq.
Automatically collected information:
- Basic website analytics (pages visited, referral source, approximate location) to understand how visitors use our site
- Standard server logs (IP address, browser type, device type) for security and performance
How We Use Your Information
We use the information we collect to:
- Schedule, confirm, and perform notarial services you request
- Communicate with you about your appointment, including confirmations and follow-ups
- Maintain our notarial journal as required by Minnesota law
- Respond to your questions and contact form submissions
- Improve our website and booking experience
- Comply with legal obligations, including record-keeping requirements for notarial acts
We do not use your information to send unsolicited marketing emails or sell advertising against your data.
Document Security
As a professional signing agent, we regularly handle sensitive financial documents including loan packages, deeds, powers of attorney, and estate documents. Our handling practices include:
- Chain-of-custody protocol: Document packages are tracked from receipt through signing and return to the title company or lender.
- Secure transmission: Documents received or transmitted electronically use encrypted channels. We do not forward document packages to unauthorized parties.
- Physical security: Physical documents are secured from pickup through delivery. We do not retain originals beyond the scope of the engagement.
- RON records: Remote Online Notarization session recordings and electronic journals are retained for the period required under Minnesota law (minimum 10 years) and stored with access controls limiting disclosure to authorized parties or legal process.
We do not retain copies of your loan documents, deeds, or signed personal documents beyond what is required by law or explicitly agreed in writing.
Information Sharing and Disclosure
We do not sell or rent your personal information. We may share information in the following limited circumstances:
- Service fulfillment: Title companies, escrow officers, or lenders who engaged us on your behalf will receive completed document packages and confirmation of signing — this is the nature of the service.
- Legal compliance: We may disclose information when required by law, subpoena, or valid court order.
- Service providers: We use limited third-party tools (booking software, email delivery) that process data on our behalf under confidentiality obligations. These providers do not receive your document contents.
- Business transfer: In the event of a business sale or merger, user data may transfer as part of the business assets, subject to the same privacy protections.
Data Retention
We retain booking and contact records for up to three years after your last interaction, unless a longer retention period is required by law. Minnesota-commissioned notaries are required to maintain a notarial journal; journal entries are retained for the period required under Minnesota Stat. § 358.45 and applicable regulations.
RON session recordings and electronic journal records are retained for a minimum of 10 years as required by Minnesota law.
You may request deletion of your contact and booking information by emailing us at jstraub@straubdocumentgroup.com. Requests are honored within 30 days except where retention is required by law.
Cookies and Analytics
Our website uses minimal analytics to understand traffic patterns — pages viewed, referral sources, and general geographic regions. We do not use advertising cookies or behavioral tracking. We do not run retargeting campaigns based on your visit.
If you book an appointment, your session information is stored in browser local storage to support the booking flow. This data stays on your device and is not transmitted to third-party advertising platforms.
Your Rights
You have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your contact and booking records, subject to legal retention requirements
- Opt out of any future communications from us
To exercise any of these rights, contact us at jstraub@straubdocumentgroup.com or call (612) 552-1186. We will respond within 30 days.
Children's Privacy
Our services are intended for adults conducting legal and financial transactions. We do not knowingly collect personal information from individuals under 18 years of age. If you believe we have inadvertently collected such information, contact us and we will promptly delete it.
Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of our website or services after a policy change constitutes acceptance of the updated terms.
Contact Us
Questions about this policy or our data practices: