How Signing Service Platforms Can Poach Your Clients — And How to Protect Yourself
In the notary services world, signing service platforms have made life easier for many notaries by helping them find assignments, manage scheduling, and streamline payments. Some of these platforms even allow notaries to track their independent signings, offering the convenience of having all their work in one place. While this may sound like a great feature, there’s a hidden risk many notaries aren’t aware of: some signing service platforms might quietly use this information to poach your clients.
How Does Client Poaching Happen?
When you track your independent signings (i.e., those outside the platform's ecosystem) within a signing service platform, you're often providing valuable data. This can include your client's name, contact information, and the details of the transaction. While platforms are supposed to serve as neutral third parties that connect notaries to clients, some have been known to leverage this data to undercut notaries and pitch their services directly to your clients.
Why Would a Platform Do This?
Signing service platforms typically operate in a competitive market, striving to capture as much business as possible. If a platform notices that you are working with a particular client independently, it may see an opportunity to offer the client services directly—perhaps at a lower cost—cutting you, the notary, out of the equation.
By analyzing your data, they can identify frequent clients, types of signings, and the scale of the business you do. Armed with this information, they can attempt to replace you with another notary in their network, essentially stealing your relationship with your client.
What to Look Out For
If you use a signing service platform that allows you to track external signings, here are some red flags to watch out for:
- Requests for Detailed Client Information: Be wary of platforms that ask for more client details than necessary, such as direct contact information or specific signing preferences.
- Non-transparent Data Policies: Always read the terms of service and privacy policies of signing platforms. Some platforms reserve the right to use data you input for "business development" purposes, which could include targeting your clients.
- Sudden Communication from Your Clients: If you notice that a long-standing client suddenly starts receiving promotional materials from a signing service platform you use, it's worth investigating whether your platform has quietly approached them.
How to Protect Your Clients
Here are a few strategies to safeguard your client relationships and prevent poaching by signing platforms:
1. Use Client Management Tools Independently
Instead of tracking your private clients within signing service platforms, consider using an independent client management tool. A standalone CRM (Customer Relationship Management) software allows you to manage your business without exposing your clients to third-party platforms that might have hidden motives.
2. Limit the Information You Share
If you must use a signing service platform to track your signings, limit the amount of client data you input. Only provide the minimum information necessary to track the transaction for your own purposes and avoid entering sensitive client details that could be used for targeting.
3. Monitor Client Relationships
If your platform asks for client details like contact names or phone numbers, follow up with your clients regularly. If they begin receiving unsolicited offers from third-party platforms, it could be a sign that your data is being misused.
4. Choose Ethical Platforms
Research the reputation of any signing service platform before using it. Look for platforms that have transparent policies about how they handle client data and focus on empowering notaries rather than competing with them. Reading reviews or speaking to other notaries in your network can help identify which platforms operate ethically.
How to File a Complaint if You Become a Victim
If you believe a signing platform has poached your clients, take the following steps:
Collect Evidence: Save any emails, contracts, or communication showing that the platform reached out to your client directly.
Contact the Platform: File a formal complaint with the platform, explaining the situation and providing evidence of client poaching.
Report to Authorities: If the platform’s actions violate fair competition laws or data privacy regulations, file a complaint with the Federal Trade Commission (FTC) or your state’s attorney general's office.
Notify Professional Organizations: Inform professional notary organizations, such as the National Notary Association (NNA), which may offer further guidance or advocacy.
Conclusion
While signing service platforms can be valuable tools for notaries, they also pose risks when it comes to client data. Some platforms may use the information you provide to poach your clients, undercutting your business. By taking proactive steps to protect your client relationships, limiting the information you share, and using independent tools, you can avoid falling victim to client poaching while still leveraging technology to streamline your notary services.
Protect your business, protect your clients, and stay vigilant. Your clients trust you with their documents, and it’s up to you to ensure that trust isn’t compromised by opportunistic platforms.