Privacy
Privacy
Contents
Personal data
1. Use and purpose
The Notary Public Office will only process personal data, in accordance with applicable law, for the following purposes:
a. responding to your queries, requests and other communications;
b. providing services, including, where applicable, procuring acts from foreign organisations;
c. enabling suppliers and service providers to carry out certain functions on behalf of the Notary Public Office in order to provide services, including identity verification, logistical, courier or other functions, as applicable;
d. ensuring the security of the Notary Public Office;
e. business administration, including complaints resolution, data analysis, research and statistical purposes; and
f. complying with applicable law, guidelines and regulations or in response to a lawful request from a court or regulatory body.
2. Disclosure
There are circumstances where the Notary Public Office may wish to disclose or is compelled to disclose your personal data to third parties. These scenarios include disclosure to:
a. our suppliers and service providers to facilitate the provision of services, including couriers, translators, legalisation and other handling agents, identity verification partners (in order to verify your identity against public databases) and auditors;
b. public authorities to carry out acts which are necessary in connection with the services, such as the Foreign Office;
c. foreign organisations to carry out acts which are necessary in connection with the services, such as Embassies, Consulates and High Commissions;
d. successor or partner legal entities, on a temporary or permanent basis, for the purposes of a joint venture, collaboration, financing, sale, merger, reorganisation, change of legal form, dissolution or similar event relating to the business. In the case of a merger or sale, your personal data will be permanently transferred to the successor;
e. public authorities where we are required by law to do so; and
f. any other third party where you have provided your consent.
3. International
The Notary Public Office may transfer your personal data to a third party located outside the country in which it was collected for further processing in accordance with the purposes set out above. In particular, your personal data may be transferred to foreign organisations such as foreign embassies located in the UK or abroad.
Third party organisations will process personal data in accordance with the laws to which they are subject and international treaties, over which the Notary Public Office has no control.
If the Notary Public Office transfers personal data to private organisations abroad, such as subcontractors, it will, as required by applicable law, ensure that your privacy rights are adequately protected by appropriate technical, organisation or contractual means.
4. Retention
Your personal data will be retained for as long as is reasonably necessary for the purposes listed above or as required by the law. For example, the Notaries Practice Rules require that that notarial acts in the public form shall be preserved permanently. Records of acts not in public form shall be preserved for a minimum period of 12 years.
Personal data may for reasons of security and convenience be stored on remote data facilities but in an encrypted form.
5. Security
The Notary Public Office will implement technical and organisational security measures in order to prevent unauthorised access to your personal data.
Please be aware that the transmission of information via the internet is never completely secure. Whilst we can do our best to keep our own systems secure, we do not have full control over all processes involved in, for example, your use of our website or sending confidential materials to us via email, and we cannot therefore guarantee the security of your information transmitted to us on the web.
6. Rights
Data subjects have numerous rights in relation to their personal data:
a. Right to make a subject access request (SAR). Data subjects may request in writing copies of their personal data. However, compliance with such requests is subject to certain limitations and exemptions and the rights of other data subjects. Each request should make clear that a SAR is being made. You may also be required to submit a proof of your identity and payment, where applicable;
b. Right to rectification. Data subjects may request that we rectify any inaccurate or incomplete personal data;
c. Right to withdraw consent. Data subjects may at any time withdraw their consent to the processing of their personal data carried out by the Notary Public Office on the basis of previous consent. Such withdrawal will not affect the lawfulness of processing based on previous consent;
d. Right to object to processing, including automated processing and profiling. The Notary Public Office does not make automated decisions. Profiling may be carried out for administration purposes, such as monitoring trends in user visits of our website. The Notary Public Office may use third party due diligence platforms which provide recommendations about data subjects by automated means. We will comply with any data subject’s objection to processing unless we have a compelling overriding legitimate ground for the processing, the processing is for the establishment, exercise or defence of legal claims or we have another lawful reason to refuse such request. We will comply with each valid opt-out request in relation to marketing communications;
e. Right to erasure. Data subjects may request that we erase their personal data. We will comply, unless there is a lawful reason for not doing so. For example, there may be an overriding legitimate ground for keeping the personal data, such as, our archiving obligations that we have to comply with;
f. Data subjects may request that we restrict our processing of their personal data in various circumstances. We will comply, unless there is a lawful reason for not doing so, such as, a legal obligation to continue processing your personal data in a certain way;
g. Right to data portability. In certain circumstances, data subjects may request the controller to provide a copy of their personal data in a structured, commonly used and machine readable format and have it transferred to another provider of the same or similar services. To the extent such right applies to the services, we will comply with such transfer request. Please note that a transfer to another provider does not imply erasure of the data subject’s personal data which may still be required for legitimate and lawful purposes; and
h. Right to lodge a complaint with the supervisory authority. We suggest that data subjects contact us about any questions or complaints in relation to how we process personal data. However, each data subject has the right to contact the relevant supervisory authority directly.
For further information about your data protection rights please visit ico.org.uk
Data protection
The Notary Public Office complies with the Data Protection Act 1998.
Clients’ personal data may be used and disclosed by the Notary Public Office to third parties in the course of providing services to the client, and for regulatory purposes.
The Notary Public Office is required to maintain personal data for regulatory and insurance purposes for a period of time after conclusion of provision of services to the client. Some clients’ files (and personal data therein) may occasionally be made available on a confidential basis to an external assessor or auditor.
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