Security is one of our top priorities at Snapdocs, therefore, we would like to provide some reminders and guidelines about Security and Privacy. The recent and burgeoning epidemic of cybercrime has made nonpublic personal information (NPPI) a target — and that means as a notary signing agent, you must be vigilant with regard to managing borrower personal information.
How a signing agent treats information received throughout a signing has never been more crucial. Items such as the borrower’s phone number, loan amount, interest rate and email addresses now fall under the umbrella of NPPI. Just knowing that a person is refinancing and who their lender is, could be considered NPPI.
There are a number of important practices you should follow to help keep our customer’s information safe and prevent a data breach from occurring:
- Never take a picture of a borrower’s ID. You should never store any personal information about a consumer on your phone.
- Never send documents back to title companies or the lender by email - please upload documents to the order directly on the Snapdocs platform. If needed, faxing is the next best option.
- Pay close attention to the emails you receive from the title company, lender or anyone else involved in the loan. Does the sender’s address look correct? Does the signature line look correct? Are they asking you for something that seems a bit off? When in doubt, call the sending party and verify.
- Use strong passwords for all of your business related accounts: use lower and upper case letters, numbers and special characters in all of your passwords.
- All technology items should be password protected including computers, smartphones and tablets. Additionally, you should encrypt your phone. There are many apps available to enable encryption.
- Do not use public Wi-Fi access because it typically is not secure.
- Do not print or copy loan packages at Staples, OfficeMax or other retail stores.
- Limit access to any technology you use for work. That includes keeping your home computer and other devices secure from your own family. They might inadvertently do something that exposes NPPI.
- Any documents you print, such as the closing confirmation or loan package, should be stored securely — but only as long as you need them. Once those documents are no longer necessary, dispose of them using a shredder or reputable shredding service.
- Never email closing confirmation or loan packages to your personal email.
As outlined in Snapdocs Terms of Service (https://www.snapdocs.com/tos), notaries are solely responsible for compliance with all applicable laws, rules, regulations and local ordinances. Harvesting, collecting, gathering, or saving information or data regarding customers or users, including email addresses, without their consent is a violation of our policy and reason for termination of your account.