Wilton Vida Privacy Policy

1. Information We Collect

We collect different types of information depending on which "hat" we are wearing for you.

A. General Information (All Clients)

• Contact Details: Name, email address, phone number, and mailing address.

• Communications: Records of emails, texts, and notes from calls to ensure seamless service.

• Payment Information: Credit card details or payment identifiers handled via secure third-party processors (e.g., Stripe, Square). We do not store raw credit card numbers on our internal servers.

B. Travel & Wedding Clients (High Sensitivity)

To book travel and coordinate events, we require highly sensitive data. This is stored securely in our encrypted internal systems.

• Government IDs: Passport copies, numbers, expiration dates, and issuing country.

• Vital Statistics: Date of birth and legal gender as required by TSA and international airlines.

• Travel Preferences: Known Traveler Numbers (TSA PreCheck/Global Entry), airline loyalty numbers, and seating preferences.

• Health & Dietary Info: Information regarding mobility requirements, severe allergies, or medical needs relevant to travel accommodations.

C. Notary Clients (Legal Compliance)

The State of Florida imposes strict requirements on information collected during a notarial act.

• Identity Verification: Details from the government-issued ID presented at the time of notarization (e.g., Driver’s License number, issue/expiration dates). We may be required by law to take a photograph or scan of this ID.

• Biometric Data (If Applicable): Thumbprints, if required for specific documents or by future state mandates.

• Transaction Details: The type of document notarized, the date and time, the fee charged, and your signature in our electronic or physical journal.

D. "On All Fours" Clients

• Pet Information: Names, breeds, weights, birthdays, allergies, and vet contact info.

• Pet Parent Information: name, address, phone, email for delivery, and contact details.

2. How We Use Your Information

We do not sell your data. We only use your information to deliver the services you requested.

• To Provide Services: Booking flights, hotels, and tours; performing notarial acts; officiating weddings; or fulfilling pet product orders.

• To Communicate: Sending itineraries, booking confirmations, invoices, or important travel alerts.

• For Legal Compliance (Crucial for Notary): Florida law requires notaries to maintain a journal of all official acts for a specific retention period. This information must be produced upon lawful request by the Department of State or a court order.

• For Marketing (Optional): Sending newsletters, birthday greetings (for humans or pets), or promotions, only if you have opted in. You may opt out at any time.

3. How We Share Your Information

We only share the necessary data with the partners required to fulfill your service.

• Travel Suppliers: We must share your name, DOB, and passport information with airlines, cruise lines, hotels, and tour operators to secure your bookings. These third parties have their own privacy policies.

• Technology Partners: We use trusted third-party platforms to run our business, specifically Microsoft 365 and SharePoint for data storage and CRM, and Squarespace for website hosting and forms. These partners utilize industry-leading encryption and security measures.

• Legal Authorities: We may disclose information if required by law, a subpoena, or a court order, particularly regarding notary journal records.

4. Data Security: How We Protect Your Sensitive Data

We recognize that passport details and government IDs are highly sensitive. We have moved beyond basic spreadsheets and emails to secure this data.

• Enterprise-Grade Storage: Sensitive client data is stored within a secure Microsoft SharePoint environment, utilizing enterprise-grade encryption both in transit and at rest.

• Access Control: Access to highly sensitive data (like passports) is restricted strictly to Wilton Vida personnel who require it to perform their job duties.

• No "Loose" Files: We do not allow emailing unencrypted passport or ID scans. We utilize secure intake forms that are directly integrated into our secure systems.

While we implement robust security measures, no transmission of data over the internet is guaranteed to be completely secure. We urge you to use caution when transmitting personal information to us via unsecured email.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which we collected it, including satisfying any legal, accounting, or reporting requirements.

• Notary Records: Must be retained for the minimum period mandated by Florida Notary Law (currently at least 5 years, though often longer practice).

• Travel Data: Passport copies are generally deleted after travel, unless you are a frequent corporate client who has requested that we keep them on file for future bookings.

6. Your Rights

Depending on your location, you may have rights regarding access to, correction of, or deletion of your personal data. If you wish to review the data we hold on you, please contact us. Note that some data (specifically, Notary journal entries) cannot be deleted upon request due to state law mandates.

7. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. The new policy will be posted on this page with an updated "Effective Date."

8. Contact Us

If you have questions about this Privacy Policy or how Wilton Vida handles your data, please contact us at:

Wilton Vida life@wiltonvida.com | +1 (954) 546-3639 | Wilton Manors, FL