As a Notary Public practice it will be necessary to collect personal information/data from clients and potential clients when dealing with general enquiries and or progressing a client’s case.
As I will collect, process and store information/data from you and or from third parties I am obliged under the General Data Protection Regulation (“GDPR”) to inform you of the information that I may collect, how I collect the information, the purpose, how I store the information and the length of time of storage.
Data can be:
- Personal information such as name, postal and email addresses, date of birth, telephone number etc
- Sensitive information (which is regarded as a special category of data) and includes such information relating to race, sex, politics, religion, health, travel, and criminal convictions etc.
How I collect personal data
I collect personal data in a number of ways and these include but are not limited to:
- When you contact me on the telephone in respect of an initial enquiry;
- When you email me with an enquiry;
- When you provide me with general background information prior to or during my retainer with you
- When you provide me with specific information during the course of our retainer
- When you leave a review on my website following the completion of your case;
- When you follow me on any social media channel such as Linkedin.
Source of Information/data
- From yourself
- From third parties with whom I may have an association with and who has referred me work to potentially act on your behalf.
Purpose /Reason for processing Data
Personal data may be collected for the purpose of:
- Fulfilling the terms under my retainer with you which may include liaising/corresponding with educational organisations, the Foreign and Commonwealth Office or other such necessary organisations
- Providing advice and assistance to you
- Complying with money laundering regulations
- Verifying your ID
- Communicating with you
Restricted Use of personal data
Only relevant personal data shall be taken from you for the necessary fulfilment of my services to you.
On receiving enquiries from potential clients by telephone or by email I will store personal information such as your telephone number/email and postal address only for a very limited period of time for the purpose of communicating with you now and in the future if necessary.
Limited access to Data
- Data shall be processed and used by me when necessary
- Relevant data may also be used and stored by the following persons/organisations:
- The Foreign and Commonwealth Office.
- By such other parties necessary to complete the notarial act for you
In all such cases I shall ensure that all external parties shall be GDPR compliant and observe the duty of confidentiality.
How I may use your data other than for the performance of the contract/retainer.
- Direct and or indirect marketing
- To determine the effectiveness of the type of advertising undertaken.
Storage of data
I shall retain your personal data for as long as necessary for the purpose for which the personal data is processed.
In most cases following the completion of your matter it will be necessary to retain your data indefinitely to comply with any contractual and or statutory obligations such as dealing with any complaints/claims that may arise, as well as my obligations under the Notary Society Rules and regulations.
Right to request a copy of your data
Under the GDPR you are entitled to request a copy of your personal data which I hold on you such as your name, address, date of birth etc. If you require a copy of your personal data you must contact Michael Legister or by email at firstname.lastname@example.org
Complaints about the use of personal data
If for whatever reason you are unhappy on how I have processed or used your data then you can raise a complaint to Michael Legister who will take steps to investigate the matter for you. The data protection officer is myself Michel Legister and the email address is as above.