Why a notary is no substitute for Software Escrow

It is not uncommon for software vendors, customers, or legal advisers to explore ways to derisk the adoption of technology and contracts, putting contractual obligations to store digital assets in trust with a third party to be made available under certain conditions. This process is defined as software escrow, however organisations sometimes ask whether a notary or legal company can be used instead of a specialist software escrow provider. On the surface, both involve third parties and formal documentation. In practice, they serve entirely different purposes. 

A notary typically verifies identity and execution of documents. 

Software escrow safeguards business-critical technology assets and ensure controlled access if something goes wrong. 

Here is why they are not comparable, and why software escrow exists for a reason.

 

1. Fundamentally Different Roles and Responsibilities

Notaries are legal officers whose primary role is to: 

  • Witness signatures 
  • Verify identity 
  • Authenticate documents 

They are not designed to manage: 

  • Source code deposits or storage 
  • Cloud infrastructure artefacts 
  • Deployment documentation 
  • Ongoing technology continuity obligations 
  • Software testing and reporting 

A specialist software escrow provider exists solely to protect and manage software assets over the lifetime of a commercial relationship.

 

2. Formal Software Escrow Agreements With Conditional Release 

Software escrow operate under formal  agreements that include: 

  • Clearly defined release triggers such as insolvency, cessation of support, or material breach 
  • Multi-party rights and obligations 
  • Pre-agreed release mechanics 

A notary does not: 

  • Assess release conditions 
  • Control access to deposited materials 
  • Manage release workflows 

Software escrow is about continuity, not document certification. 

 

3. Secure Storage Designed for Sensitive Software IP

Software escrow utilises secure storage environments specifically designed for: 

  • Proprietary source code 
  • Trade secrets 
  • Configuration files and credentials 
  • SaaS operational artefacts 
  • Data or databases with scalable resources 

This includes: 

  • Role-based access controls 
  • Segregated storage environments 
  • Detailed access logging 
  • multiple geographically dispersed regions 
  • logical separation between clients data 
  • Environment monitoring 
  • Periodic vulnerability assessments (authenticated and non-authenticated) 
  • Penetration tests 
  • Cloud accounts security controls reviews 
  • Wide use of cryptography encryption controls in transit and at rest 
  • Business continuity and Disaster recovery planning and testing 

For IP owners, this level of protection is critical. Notaries are not structured or accredited to provide this type of secure technology storage. 

 

4. ISO-Certified Security Standards in Software Escrow

Specialist software escrow providers operate under recognised information-security standards, including: 

  • ISO/IEC 27001 (information security management) 
  • ISO/IEC 27017 (cloud security controls) 

These certifications are essential when storing high-value software IP and customer-critical systems. Notaries are not required, nor equipped, to meet these standards. 

 

5. Deposit Processes Built for Developers, Not Paperwork

Even where notaries have access to a storage location, Software escrow deposit processes are designed to align with real and continuous software development workflows, including: 

  • Automated deposits via Git repositories 
  • Secure SFTP uploads 
  • Version control and audit trails 
  • Limited and controlled access during deposit 

This ensures deposits remain current, traceable, and usable. A notary’s involvement typically ends once documents are signed or could store static files 

 

6. Insurance and Liability Cover Specific to Software Escrow

Professional software escrow providers carry significant insurance and liability cover aligned to: 

  • Custody of sensitive software IP 
  • Operational failures 
  • Software escrow-specific risk scenarios 
  • Cyber attacks 

This level of cover is rarely available, or relevant, within a traditional notarial framework.

 

7. Optional Verification Services Within Software/SaaS Escrow

Software escrow does not stop at secure storage. 

Clients can opt into verification services to: 

  • Validate completeness of deposited materials 
  • Confirm the materials can be built and deployed expected if needed for a supplier failure event 
  • Help with knowledge transfer   

A notary or legal person does not have the skills to validate usability, completeness, or technical viability.

 

8. Software Escrow as a Long-Term Technology Partner 

Software escrow is a relationship, not a one-off transaction. 

Beyond deposit and release, specialist providers can offer higher level or other services to reduce risks and support business continuity processes, including but not limited to; 

  • Ongoing deposit management 
  • SaaS recovery support to assist beneficiaries manage their recovery as quickly and efficiently as possible 
  • Regulatory-aligned software escrow structures 
  • Dedicated client portals 
  • Assigned customer success managers 

A notary’s duties typically conclude once documents are executed.

 

9. Transparency Through Software Escrow Client Portals 

Modern software escrow platforms provide: 

  • Opt-in client portals 
  • Visibility of deposit status and history 
  • Clear audit trails for governance and compliance teams 
  • Version control where details can be provided by the depositor 

This transparency is particularly important for regulated industries and enterprise buyers.

 

10. Proven Track Record in Software and Software/SaaS Escrow

Finally, experience matters. 

Specialist software escrow providers bring: 

  • Deep domain expertise and experience managing release and recovery situations 
  • Established processes refined over many years 
  • Real-world client case studies and testimonials 
  • Global storage options across the UK, EU, USA, Canada, and Australia 
  • Cloud-region selection where required 

This is not a general legal service. It is a specialist technology-continuity solution. 

 

The Bottom Line 

A notary and software escrow are not interchangeable. 

  • Notaries authenticate documents. 
  • Software escrow protects technology and business continuity. 

For organisations investing in critical software or SaaS platforms, software escrow is not about formality. It is about resilience, trust, and long-term operational security.