Privacy Policy

Effective Date: June 2026

1. Introduction and Consular Commitment

My name is Grace Genuino, and I am the owner of A Genuine Consul. As a retired U.S. Consul with 23 years of experience safeguarding sensitive citizen data and handling high-stakes official documents for the U.S. Department of State, I apply those same rigorous standards of confidentiality and security to my notary services. This policy explains how I collect, use, and protect your personal information in compliance with the Code of Virginia § 47.1 and best practices for data privacy.

2. Information That I Collect

To perform a lawful notarization in Virginia, I must collect certain “Personal Information,” which may include:

• Identification Details: Name, address, and signature.
• Identification Credentials: Data from your government-issued ID (e.g., Driver’s License or Passport) used to verify your identity.
• Notarial Records: Information required for my notary journal, such as the date, time, and type of document notarized.
• Electronic Data: If using Remote Online Notarization (RON), an audio-video recording of the session is required by law.

3. How I Use Your Information

Your information is used strictly for:

• Verifying your identity and willingness to sign.
• Maintaining a legally required notary journal.
• Complying with Virginia’s record-keeping mandates (e.g., retaining electronic records for at least five years).
• Zero Commercial Use: I do not sell, rent, or share your personal data with third parties for marketing purposes.

4. Data Protection and Security 

Drawing on my consular background in handling classified and personally identifiable information (PII), I implement the following safeguards:

• Exclusive Control: I maintain my notary seal and journal under my exclusive, physical, or encrypted digital control at all times.
• Physical Security: Paper journals and documents are stored in locked, secure facilities.
• Digital Integrity: For electronic notarizations, I use tamper-evident technology and encrypted storage to protect the confidentiality of the session recording.
• Limited Access: Only authorized officials (such as the Secretary of the Commonwealth or law enforcement) may access my journal entries as permitted by Virginia law.

5. Retention and Destruction 

I retain records only as long as required by Virginia law (currently five years for electronic records). Once the retention period expires, records are destroyed using high-security methods (shredding for physical media; permanent deletion for digital files) to prevent unauthorized recovery.

6. Your Rights

Under the Virginia Consumer Data Protection Act (VCDPA), though it primarily applies to larger entities, I honor the principle of transparency. You may contact me to:

• Confirm the information recorded about your transaction.
• Request a certified copy of your specific journal entry (subject to additional legal fees).

7. Contact Information

For any privacy-related inquiries, please contact A Genuine Consul at the following: AGenuineConsul@gmail.com