Privacy Policy

Contact information

Controller: Notary & Appostille

Contact email: admin@notarypublics.org.uk

If you have questions about this privacy policy or our data practices, please contact us at the email above.

Information we may collect

We collect personal information you provide directly to us and information collected automatically when you use our website. This may include:

• Identity information: name, date of birth (only if you provide it), job title.
• Contact information: email address, postal address, telephone number.
• Transactional information: records of services requested or purchased, invoices.
• Technical and usage information: IP address, browser type, operating system, pages visited and timestamps (collected via cookies and logs).
• Communications: correspondence, enquiries, and any information you include when you contact us.
• Other information: any additional information you choose to provide when using our forms or contacting us.

How we use your personal data

We use personal data for the following purposes (as relevant to the services we provide):

• To provide, operate and maintain our website and services;
• To process enquiries, bookings or orders and to communicate with you;
• To verify identity and carry out any checks required to fulfil notary and apostille services;
• To improve, personalise and develop our services and website;
• To detect, prevent and respond to fraud, abuse or other unlawful activity;
• To comply with legal obligations or requests from public authorities where required.

Lawful basis for processing (UK GDPR)

Where applicable, we rely on one or more of the lawful bases under the UK GDPR to process personal data:

• Contract: processing necessary for the performance of a contract with you (e.g., providing notary/apostille services).
• Legal obligation: processing to comply with legal obligations we are subject to (e.g., record-keeping requirements).
• Consent: where we have asked for and you have given clear consent to process your personal data for a specific purpose (you can withdraw consent at any time).
• Legitimate interests: where we process data for our legitimate interests (such as improving our website, security, or communications) and those interests are not overridden by your rights and freedoms.

For guidance on lawful bases and privacy notices, see the UK Information Commissioner’s Office (ICO). :contentReference[oaicite:0]{index=0}

Cookies and similar technologies

We use cookies and similar technologies to provide and analyse our services, improve user experience, and for security purposes. You can control cookie preferences through your browser settings. For more details on cookies we use, see our Cookie Policy (if applicable) or contact us.

Disclosure and sharing of personal data

We may share personal data with:

• Service providers and processors who perform services on our behalf (e.g., payment processors, hosting providers, identity verification providers).
• Professional advisers, auditors or insurers where necessary.
• Competent law enforcement, government bodies or regulators if required by law or to protect our legal rights.
• Other third parties with your consent.

If we share data with third parties, we take steps to ensure they process data in accordance with applicable data protection law and under appropriate contractual terms.

International transfers

Where personal data is transferred outside the UK or European Economic Area (EEA) we will ensure an adequate level of protection is in place (for example standard contractual clauses, adequacy decisions or appropriate safeguards) or otherwise comply with applicable law before making such transfers. If you need details of the safeguards we use, contact us. See ICO guidance on international transfers for more information. :contentReference[oaicite:1]{index=1}

Data retention

We retain personal data only for as long as necessary to fulfil the purposes described in this policy, to comply with legal or regulatory obligations, to resolve disputes and enforce our agreements. Specific retention periods depend on the type of data and purpose (for example, financial records may be retained for statutory periods). Please contact us if you require details about retention periods for particular categories of personal data.

Security

We implement reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure or destruction. However, no internet transmission or electronic storage is completely secure — if you have concerns about the security of your data, please contact us.

Your rights

Depending on the circumstances and subject to applicable exemptions, you may have the following rights with respect to your personal data:

• The right to request access to the personal data we hold about you (a “subject access request”);
• The right to request correction of inaccurate or incomplete data;
• The right to request erasure of your personal data where there is no good reason for us to continue processing it;
• The right to request restriction of processing in certain circumstances;
• The right to object to processing based on our legitimate interests or for direct marketing;
• The right to data portability where processing is based on consent or contract and is carried out by automated means;
• The right to withdraw consent where we rely on consent (withdrawal will not affect processing that occurred prior to withdrawal).

To exercise any of these rights, please contact us at admin@notarypublics.org.uk. If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). For information on the ICO and how to complain, see the ICO website. :contentReference[oaicite:2]{index=2}

Children

Our services are not intended for children under 13 (or a higher age if required by local law). We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete it. If you believe we may hold personal data of a child, please contact us.

Changes to this privacy policy

We may update this privacy policy from time to time. We will publish the updated policy on our website with a revised “Last updated” date. Significant changes will be communicated by other means where appropriate.

Further information & useful resources

For guidance on preparing privacy notices and complying with data protection law in the UK, the ICO provides helpful guidance and a privacy notice generator for small organisations. :contentReference[oaicite:3]{index=3}