Security & Compliance at Notable Closings

Protecting consumers, safeguarding data, and upholding the highest professional standards are the foundation of how we operate. Our security and compliance framework is designed to exceed industry requirements, support our title partners, and ensure every borrower experiences a safe, seamless closing.

Below is a detailed overview of the controls, policies, and best practices that guide every signing we facilitate.

Data Security & Confidentiality

Protecting non‑public personal information (NPI) is one of our highest priorities. Every step of our workflow is designed to ensure borrower data remains secure, encrypted, and handled only by authorized professionals.

How We Protect Consumer Information

Encrypted Transmission: All NPI is exchanged through encrypted email, secure upload portals, or approved title platforms. We never transmit sensitive information through unsecured channels.
Strict Vendor Controls: Every notary who works with Notable signs a confidentiality agreement and vendor contract outlining their legal obligations for data protection
No Local Storage: Consumer documents are never stored on personal devices, unencrypted drives, or cloud services outside approved systems.
Automatic Purging: Notaries are required to delete all documents immediately after scanbacks and confirmation of receipt by title.
Access‑Based Permissions: Only authorized personnel can view or handle sensitive information, ensuring data is never exposed unnecessarily.

These controls ensure that borrower information remains protected from the moment it is received until the transaction is complete.

Notary Vetting & Credentialing

We maintain a vetted, highly qualified network of notaries who meet strict credentialing standards. This ensures every signing is handled by a professional who understands compliance, state requirements, and industry expectations.

Our Vetting & Credentialing Requirements

Active Commission Verification: We confirm commission status directly with state databases or through validated documentation.
Annual Background Screening: All notaries must maintain a current background check through an approved provider.
E&O Insurance: A minimum of $100,000 in Errors & Omissions coverage is required to protect consumers and our partners.
State‑Specific Compliance: We verify that each notary meets jurisdictional requirements, including RON authorization, electronic notary endorsements, or additional state‑mandated training.
Ongoing Education: Notaries receive guidance on state laws, lender expectations, and Notable’s internal standards.

This rigorous vetting process ensures that every signing is completed by a trusted, qualified professional.

Compliance & Quality Assurance

Quality is not optional — it’s built into every step of our workflow. Our compliance team monitors accuracy, consistency, and adherence to state and lender requirements.

Our Quality Controls Include

Document Review: Every package is checked for complete signatures, correct dates, proper witnessing, and accurate notarial certificates.
Error Prevention: Notaries receive clear instructions and training to avoid common mistakes.
Error Tracking: Any issues are logged, categorized, and reviewed to identify trends and prevent recurrence.
Continuous Improvement: We use data from past closings to refine our processes, update training, and strengthen our compliance framework.

These measures ensure that our partners receive clean, accurate packages — every time.

Communication & Consumer Support

Clear communication is essential to a smooth closing. We prioritize transparency, responsiveness, and borrower comfort throughout the entire process.

Communication & Consumer Support

Appointment Confirmations: Borrowers receive confirmation messages and reminders before the signing.
Clear Instructions: We provide guidance on identification requirements, special needs, and any lender‑specific expectations.
Borrower Support: Our team is available before and after the appointment to answer questions, coordinate changes, or address concerns.
Professional Courtesy: Notaries are trained to communicate clearly, respectfully, and within their professional boundaries.

This ensures borrowers feel informed, supported, and confident throughout the closing experience.

Error Resolution & Incident Handling

Even with strong controls, issues can arise. Our structured resolution process ensures that any error is corrected quickly and thoroughly.

Our Resolution Process

Immediate Logging: Any error, concern, or complaint is entered into our internal tracking system.
Rapid Correction: Most corrections are completed within 24 hours, often sooner.
Root Cause Analysis: We identify what caused the issue and implement corrective actions.
Documentation: All resolutions are documented for accountability and future training.

This approach minimizes delays and reinforces our commitment to accuracy and accountability.

Strategic Title Company Partnership

We operate as an extension of our title partners — aligned with their priorities, timelines, and service expectations.

How We Support Our Title Partner

Service Level Agreements (SLAs): We follow strict SLAs for scheduling, communication, scanbacks, and document return.
Same‑Day Document Return: Whenever possible, packages are returned the same day to support funding timelines.
Real‑Time Visibility: Our closing dashboard and communication tools give partners full insight into appointment status and document progress.
Proactive Updates: We notify partners immediately of any issues, delays, or borrower concerns.

Our goal is to make every closing seamless, predictable, and professionally managed.