Notary Terms and Conditions

General Terms and Conditions:
a) Charles Guthrie & Co Legal Limited (the Notary Practice) is your provider of notarial services and
which is authorised by statute to provide non-contentious legal services including notary public
services.
b) Charles Guthrie & Co Legal Ltd. is a private limited company registered at the Companies House of
England and Wales with Company number: 07638399. Our registered office address is Golden Cross
House, 8 Duncannon Street, London WC2N 4JF. Our sole director and sole shareholder is Charles
Guthrie LLB, TEP, Notary Public, Solicitor.
c) Our VAT Registration number is 248469759.
d) If you have complaints about our work please do not hesitate to contact us, in the first instance
and please see our complaints procedure.
e) Charles Guthrie Notary Public and Solicitor is registered as a data controller under the Data
Protection Act 1998 (DPA98) with the Information Commissioner with registration number:
Z2308783.
f) We owe you a strict Duty of Confidentiality in respect of any information you supply. The
information you supply to the notary is generally not disclosed to any third parties, without a court
order or other proper legal cause, or outside of the following exceptions listed at section 8 of our full
terms and conditions and which are listed below.
g) Your contact information will never be used for marketing purposes by the Notary Practice and
will never be disclosed to a third party for marketing purposes under any circumstances.
h) Please see our GDPR Statement https://www.notarypublic.london/privacy-policy/ and our Data
Proceeding Terms and Conditions are available at the following link:
https://www.notarypublic.london/Data-Processing-Terms-Conditions.pdf
i) The notary must make and keep copies of the relevant pages of your passport and other
identification papers and may usually make copies of the documents that are notarised, and you give
the notary permission for these copies to be made.
j) The notary will witness your signature and affix his seal of office at his sole discretion. If the notary
prepares any documents, he will rely on the information you give him. You responsible for any errors
and omissions in the information you supply.
k) You acknowledge that the notary is acting as a witness only and a recorder of your instructions.
The notary is not a party to any transaction and the notary is not giving you legal advice about the
documents you are signing.

l) You confirm that you have read and understood all the documents that you will sign and that by
signing them you intend to give them legal effect.
m) You verify that all documents and the facts contained in them are true and authentic and are not
made as part of or as a plan for any illegal act against the laws of any country anywhere in the world.
n) This section summarises some of our most important terms and conditions. Our full terms and
conditions are more extensively listed below.
Regulatory Information
This notarial practice is regulated by the Faculty Office of the Archbishop of Canterbury whose
contact details are as follows:
The Faculty Office of 1 The Sanctuary, Westminster, London SW1P 3JT
faculty.office@1thesanctuary.com
www.facultyoffice.org.uk

1. Application
1. 1.1 These terms of business, together with the terms of any written quotation we issue to
you (or any framework agreement we may have in place with you), together form the contract
between you and Charles Guthrie & Co Legal Limited.
• They apply to all services (“Services”) provided to you, the client, who may be named in
our written quotation (or any framework agreement we may have in place with you)
(“you”), by Charles Guthrie & Co Legal Limited (the Notary Practice) (“we”, “us”).
• Charles Guthrie & Co Legal Ltd. is a private limited company registered at the Companies
House of England and Wales with Company number: 07638399. Our registered office
address is Golden Cross House, 8 Duncannon Street, London WC2N 4JF. The sole director
and sole shareholder is Charles Guthrie LLB, TEP, Notary Public, Solicitor.
• Our VAT Registration number is 248469759.
• Charles Guthrie Notary Public and Solicitor is registered as a data controller under the
Data Protection Act 1998 (DPA98) with the Information Commissioner with registration
number: Z2308783.
• To the extent of any conflict between these terms and any written quotation (or any
framework agreement we may have in place with you), the provisions of the written
quotation (or any framework agreement we may have in place with you) shall prevail.
1.2 Please read these terms carefully before you instruct us. These terms tell you who we are, how
we will provide Services to you, how you and we may change or end the contract, what to do if there
is a problem and other important information. You can contact us using the details provided in any

written quotation (or any framework agreement we may have in place with you) or at the address
above.
1.3 If you fail to return a signed copy of any written quotation (or any framework agreement we may
have in place with you) or complete any other requested formalities but you continue to instruct us
in relation to any Services, you will be deemed to have accepted these terms (and the conditions set
out in any written quotation or any framework agreement we may have in place with you).
1.4 Our acceptance of your instruction will take place when we confirm acceptance to you in writing
or commence work on the Services, whichever is sooner, at which point a contract will come into
existence between you and us. If we are unable to accept your instruction, we will inform you of this
and will not charge you for any service.

2. Responsibility for work and duties
2.1 Charles Guthrie, Notary Public will personally undertake all of the notarisation work relating to
your instruction and will:
(a) keep you informed of progress made on your file;
(b) advise you of delays and, where possible, explain why such a delay is occurring; and
(c) advise you where it becomes necessary to change the basis on which our fees are payable or
calculated.
2.2 You shall:
(a) provide us with written instructions wherever reasonably requested and inform us if there is any
significant change in your situation.
(b) provide us, so far as relevant, with full and accurate information regarding your affairs, including
information regarding any matters that may affect our ability to perform the Services. This includes
any developments in any matter on which we are acting for you and any change of name, address or
country of residence and, in the case of a corporate client, any change in any of the details of its
owners or managers.
2.3 If you do not provide information we have reasonably requested, or if you give us incomplete or
incorrect information, we may either end the contract or make an additional charge of a reasonable
sum to compensate us for any extra work that is required as a result. We will not be responsible for
supplying the Services late or not supplying any part of them if this is caused by you not giving us the
information we need within a reasonable time of us asking for it.
2.4 If you wish to make a change to the Services please contact us. If the change is reasonably
possible we will let you know about any effect on price, timing of supply or anything else which
would be necessary as a result of your requested change and ask you to confirm whether you wish

to go ahead with the change. We may change the Services to reflect changes in relevant laws and
regulatory requirements. If we make significant changes to the Services or to these terms, we will
notify you and you may then contact us to end the contract before the changes take effect and
receive a refund for any Services paid for but not received.
2.5 We will begin the Services on the date agreed with you. Any completion date for the Services is
an estimate only unless we agree otherwise in writing.
2.6 We may have to suspend supply of the Services to:
(a) deal with technical problems or make minor technical changes;
(b) update the Services to reflect changes in relevant laws and regulatory requirements;
(c) make changes to the Services as requested by you or notified by us to you (see clause 2.5).
We will contact you in advance to tell you we will be suspending supply, unless the problem is
urgent or an emergency. Any such suspension will be subject to the provisions of clause 12.1.

3. Notarisation & identification
3.1 A primary function of a notary is to identify the client. We are subject to strict regulatory
obligations regarding identification of clients and we may not be able to act for you, or may have to
cease acting, if we cannot meet any of those obligations. In the case of individuals, we require proof
of identity and residential address and will, therefore, request personal documentation that can
include:
(a) a passport
(b) national identity card
(c) photocard driving licence
(d) marriage certificate or divorce judgment and/or
(e) a recent gas, electricity or other bill or bank statement (for proof of address)
3.2 In the case of a business, we will also need to establish that your company or organisation exists
and that the signatory has authority to represent it. In the case of companies or organisations based
in the United Kingdom, we will generally conduct our own checks. In some cases (particularly for
companies or organisations established overseas) we may ask you to produce certain documents.
These might include a certificate of incorporation, good standing certificate and other similar
evidence. If we have to verify the signatory’s authority to represent a company or organisation,
additional documentation may be requested, for example:
(a) constitutional documents (e.g. memorandum and articles of association)
(b) a power of attorney
(c) board resolutions

(d) authorised signatory book (in the case of banks) and/or
3.3 In the case of a business, we will also need to establish that your company or organisation exists
and that the signatory has authority to represent it. In the case of companies or organisations based
in the United Kingdom, we will generally conduct our own checks. In some cases (particularly for
companies or organisations established overseas) we may ask you to produce certain documents.
These might include a certificate of incorporation, good standing certificate and other similar
evidence. If we have to verify the signatory’s authority to represent a company or organisation,
additional documentation may be requested, for example:
(a) constitutional documents (e.g. memorandum and articles of association)
(b) a power of attorney
(c) board resolutions
(d) authorised signatory book (in the case of banks) and/or
(e) extract from a commercial register (generally for foreign companies)
We will be happy to advise exactly what will be required in any particular case.

3.4 Notaries, including Charles Guthrie Notary Public, are subject to legislation enacted to prevent
terrorism and combat organised crime and money-laundering. This requires notaries and other
lawyers to report suspicious transactions to law enforcement agencies.
A notary who knows or suspects, or has “reasonable grounds” for suspecting, that a person has
committed any of these offences must make a disclosure as soon as is practicable to the appropriate
law enforcement agency.
For this reason, there are compulsory checks which notaries have to make of their clients which in
many cases go beyond the identification standards which notaries have traditionally applied. Being
asked for additional identification does not mean you are under suspicion.
The identification requirements apply to all clients when they are asking notaries to authenticate
documents or undertake other types of work. Any individual notary, or Charles Guthrie & Co Legal
Limited as a whole, is entitled to refuse to act (or issue a restricted certification) if he or she has any
doubt as to the facts or law.

4. Legalisation
4.1 If a document is notarised in the United Kingdom and is intended for use in another country,
there may be a further formality of recognition. The procedure is generally described as a
legalisation although it is sometimes referred to as “consularisation”.
4.2 Countries which have accepted the international convention on legalisation (signed at The Hague

in 1961) have abolished the requirement for consular legalisation and it is replaced by a single
certification – known as an “apostille”. An apostille is currently issued in the United Kingdom by the
Foreign and Commonwealth Office. We arrange legalisation for our clients using both a standard
service and a premium service. In either case, the documents are nearly always delivered and
collected in person by our staff from the relevant government office.
4.3 Some countries require notarial documents to be legalised by their own authorities, and the
document must in these circumstances be presented to the consulate or other diplomatic
representation of the country where the document is to be used. We can arrange for legalisation at
all such consulates and diplomatic missions in London. The documents are nearly always delivered
and collected in person by our staff from the relevant consulate or diplomatic mission.
4.4 Consulates, diplomatic missions and government departments are often indifferent to
commercial pressures and clients may have cause to complain about the treatment of their
documentation, which can include loss, delay or refusal. Although we will make reasonable efforts to
carry out our instructions, we cannot accept liability for the actions (or the lack of action) of any
third parties, including such official bodies.

5. Fees and payments
5.1 Fees are principally calculated on a “per notarisation” basis using our own scale, which is
reviewed from time to time and which is, on request, available to you. Our costs accrue as elements
of work are undertaken and recorded and will be invoiced accordingly. In certain circumstances fees
will be calculated on an hourly basis. Fees will not be reduced unless previously agreed in writing
with one of our partners. In any event, we will make known to you in advance the basis upon which
our fees will be calculated. We reserve the right to make additional charges if we are required to
carry out additional work or if the matter proves to be unusually difficult or time consuming.
5.2 Disbursements incurred on your behalf (including but not limited to apostille charges, consular
fees, courier and postal costs and charges incurred at registries) will be passed on to you.
Miscellaneous costs such as bank charges or major photocopying, as well as travel and, if applicable,
accommodation and subsistence costs, may also be passed on to you in accordance with our
expenses policy.
5.3 If you do not collect documents from us as arranged or if, after a failed delivery to you, you do
not re-arrange delivery or collect them we will contact you for further instructions and may charge
you for any further delivery costs. If, despite our reasonable efforts, we are unable to contact you or
re-arrange delivery or collection we will consider you to be in breach of contract and we may end
the contract on immediate written notice.

5.4 If you pay all or part of an invoice in a currency other than the currency in which it was issued,
we reserve the right to charge you for the full cost of converting that payment into the currency in
which the invoice was issued. If an invoice is issued in a currency other than sterling, we reserve the
right to charge you for any loss caused by a change in the exchange rate between that currency an
sterling between the date of the invoice and the date of payment.
5.5 Fees and (most) disbursements are subject to VAT at the current rate. If the rate of VAT changes
between your instruction date and the date we supply the Services, we will adjust the rate of VAT
that you pay, unless you have already paid for the Services in full before the change in the rate of
VAT takes effect. If you are acting as a consumer, we will include any VAT element when quoting
prices to you.
5.6 All invoices are payable without discount, deduction, withholding, set-off or counterclaim. If you
are acting in a business capacity and you are required by law to make any deduction or withholding
from any payment, you shall do so and the sum due in respect of such payment will be increased to
ensure that we receive and retain a sum equal to the amount which we would have received and
retained had no such deduction or withholding been required.
5.7 We may ask you to settle the full amount pertaining to any given instruction, including our fee
and associated disbursements (such as Foreign and Commonwealth Office apostille costs and
consular charges etc.) before we release your documentation from our possession.
5.8 Our terms for payment of all invoices rendered are that they be settled within 7 days or, if you
are acting as a consumer, within 7 days of the date of our invoice. We reserve the right to request
payment in advance in respect of any instruction.
5.9 If you think an invoice is wrong please contact us promptly to let us know. You will not have to
pay any interest on any amount subject to a bona fide dispute until the dispute is resolved (but you
must pay any undisputed amounts when due). Once the dispute is resolved we may charge you
interest on correctly invoiced sums from the original due date. We reserve the right to charge
interest at 8% per annum above the base lending rate of the Bank of England, accruing on a daily
basis on all sums outstanding from the date of the issue of the invoice until payment in full.
5.10 Without prejudice to our other rights, we reserve the right to suspend or terminate our Services
if any undisputed sum is not paid within 30 days of its due date.
5.11 Even if someone else has agreed to pay or is responsible for paying all or part of your legal
costs, we may address our invoices to you and you will, in any event, be solely responsible for paying
them. Whether or not we accept that any third party will pay any part of our invoices, we will not
assume any responsibility to them, unless we expressly agree in writing to do so.

5.12 There are circumstances in which we are entitled to retain property that belongs to you. This
right of lien may be exercised by us at any time while fees or expenses are unpaid.

6. Termination of instructions
6.1 You may at any time terminate this contract in writing by giving us not less than 7 days’ notice.
6.2 You may terminate this contract on notice in writing with immediate effect if we are in breach of
contract or you have some other legal right to do so.
6.3 We may decide to stop acting for you with good reason, as determined at our sole discretion: for
example, if you are overdue in making payment despite receipt of a written notice to do so, if you
fail to give clear or proper instructions on how we are to proceed or you give us instructions which
conflict with our rules of professional conduct or if you fail to comply with any obligation in this
contract. We will notify you in writing of any such decision.
6.4 If you end the contract pursuant to clauses 6.1 or 6.2, we will refund any money you have paid in
advance for Services we have not provided as soon as reasonably possible. If we end the contract in
any of the situations set out in clause 6.3 we will refund any money you have paid in advance for
Services we have not provided but we may deduct or charge you reasonable compensation for the
net costs we will incur as a result of your breaking the contract.
6.5 Pursuant to the Consumer Contracts (Information, Cancellation and Additional Charges)
Regulations 2013, if you are a consumer and we have accepted instructions from you given by
telephone or by electronic means or at a meeting away from our offices, such as your home or place
of work, you have the right to cancel your instructions in writing within 14 days from the day on
which those instructions were accepted. We will not consider that a contract has been established
during the 14-day cancellation period unless you specifically request us to commence work within
this period by means of a signed form of authorisation. If you requested that we begin the
performance of Services during the cancellation period and then subsequently exercise your right to
cancel, you shall pay us a proportionate amount of our fees in respect of the period until you
communicate to us your decision to cancel. Subject to that, if you exercise the right to cancel and we
have received any payment from you in excess of amounts due to us, we will reimburse that
payment to you no later than 14 days after the day on which we are informed about your decision to
cancel this contract, by the same means used for the initial payment. You may use the annexed
model cancellation form to notify us of your decision to cancel but this is not obligatory.
6.6 Any provision of this contract that expressly or by implication is intended to come into or
continue in force on or after termination, including clauses 5.12 (Lien), 7 (Exclusions and limitations
of liability), 8 (Confidentiality), 9 (Documents, Copyright and Communications), 10 (Data Protection),
11 (Complaints) and 12 (General) shall remain in full force and effect.

6.7 Termination of this contract shall not affect any rights, remedies, obligations or liabilities of the
parties that have accrued up to the date of termination.

7. Exclusions and limitations of liability
Clauses 7.1-7.4 apply where you are acting in the course of business:
7.1 The contract you make is with us. You will not bring any claim against any of our individual
employees, consultants or partners personally in respect of losses you suffer or incur, however
arising, in connection with our Services. This will not limit or exclude our liability for the acts or
omissions of our employees, consultants or partners.
7.2 Nothing in these terms shall limit or exclude our liability for:
(a) death or personal injury caused by our negligence, or the negligence of our employees, agents or
subcontractors (as applicable);
(b) fraud or fraudulent misrepresentation; or
(c) any matter in respect of which it would be unlawful for us to exclude or restrict liability.
7.3 Subject to clause 7.2:
(a) we shall under no circumstances whatsoever be liable to you, whether in contract, tort (including
negligence), breach of statutory duty or otherwise, for any: (i) loss of profit; or (ii) any indirect or
consequential loss arising under or in connection with this contract; and
(b) where the contract we have with you is:
i) exclusively for Services which are translation services (so that we acting exclusively for you as a
translation agent) or legalisation services (so that we acting exclusively for you as a legalisation
agent) our total liability to you in respect of all losses arising under or in connection with that
contract, whether in contract, tort (including negligence), breach of statutory duty or otherwise,
shall in no circumstances exceed 125% of the price of those Services in respect of which a claim has
been made;
ii) for anything else (and for all other liability we may have whether under that contract or
otherwise) our total liability to you in respect of all losses arising under or in connection with that
contract (or otherwise), whether in any indirect or consequential loss arising under or in connection
with this contract; and
(b) where the contract we have with you is:
i) exclusively for Services which are translation services (so that we acting exclusively for you as a
translation agent) or legalisation services (so that we acting exclusively for you as a legalisation
agent) our total liability to you in respect of all losses arising under or in connection with that
contract, whether in contract, tort (including negligence), breach of statutory duty or otherwise,

shall in no circumstances exceed 125% of the price of those Services in respect of which a claim has
been made;
ii) for anything else (and for all other liability we may have whether under that contract or
otherwise) our total liability to you in respect of all losses arising under or in connection with that
contract (or otherwise), whether in contract, tort (including negligence), breach of statutory duty or
otherwise, shall in no circumstances exceed the greater of: (i) £1,000,000; or (ii) 125% of the price of
the Services in respect of which a claim has been made.
7.4 If we engage third parties to advise you or act for you, we will not be liable in respect of any
advice given or work undertaken by them (regardless of whether such persons were introduced by
us).
Clauses 7.5-7.8 apply where you are acting as a consumer.
7.5 See the box below for a summary of your key legal rights as a consumer. Nothing in these terms
will affect your legal rights.
Summary of your key legal rights
This is a summary of your key legal rights. These are subject to certain exceptions. For detailed
information please visit the Citizens Advice website www.adviceguide.org.uk or call 03454 04 05 06.
a) You can ask us to repeat or fix a service if it is not carried out with reasonable care and skill, or
receive some money back if we can fix it.
b) If you have not agreed a price before hand, what you can be asked to pay must be reasonable.
c) If you have not agreed a time scale beforehand, services must be carried out within a reasonable
time.
7.6 If we fail to comply with this contract, we are responsible for loss or damage you suffer that is a
foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we
are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if
either it is obvious that it will happen or if, at the time the contract was made, both we and you
knew it might happen, for example, if you discussed it with us prior to instructing us.
7.7 We do not exclude or limit in any way our liability to you where it would be unlawful to do so.
This includes liability for death or personal injury caused by our negligence or the negligence of our
employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your
legal rights in relation to the Services including the right to receive services which are of satisfactory
quality and supplied with reasonable skill and care.
7.8 We only supply the Services to you for private use. If you use the Services for any commercial,
business or re-sale purpose we will have no liability to you for any loss of profit, loss of business,
business interruption or loss of business opportunity.

8. Confidentiality
8.1 We owe a duty of confidentiality to our clients. Any information we obtain from you while
providing Services which is not in the public domain will be treated as confidential, save that:
(a) we may disclose such information to our employees, officers, partners, representatives or
advisers who need to know such information for the purposes of exercising our rights or carrying out
our obligations under or in connection with this contract (and such persons shall be subject to
confidentiality obligations); and
(b) on some rare occasions we may be required to disclose information to relevant legal, regulatory
or fiscal authorities, or under rules of professional conduct. In such cases, we will inform you (where
this is permissible) of the request or requirement to disclose and we may have to delay or stop
providing Services for a period of time.
8.2 Sometimes we ask sub-contractors or other third parties to undertake translating, typing,
photocopying or other support services. We will have a confidentiality agreement with them to
protect any information we may share but, if you do not want us to use such suppliers, just tell us in
advance.
8.3 In accordance with our professional rules, a copy of a notarial act or of the record of a notarial
act retained by us may, upon payment of a reasonable fee, be issued upon the application in writing
of any person or authority having a proper interest in the act.
8.4 We may monitor communications between you and us in accordance with the applicable laws
and regulations in order to establish facts, or to determine that communications using our systems
are relevant to our business, or to comply with laws or regulatory practices and procedures.
8.5 Any confidential or commercially sensitive information relating to us or our Services is provided
to you and you may not disclose it or refer to us or to our advice in any public documents or
communication, without our prior written consent. You agree that we are authorised to disclose that
you are our client.
8.6 No party shall use any other party’s confidential information for any purpose other than to exercise its rights and perform its obligations under or in connection with this contract.

9. Documents, copyright and communications
9.1 Subject always to the provisions of clause 10, we will store your file (electronically or otherwise)
for such time as we judge reasonable in view of the law and any applicable regulations, after which
we may destroy it.

9.2 Unless we agree otherwise, the copyright in the original materials which we generate for you
belongs to us. Subject to payment of our fees for that material, you are permitted to make use of
those materials only for the purposes for which they are created.
9.3 We may communicate with you by email, except to the extent that you instruct us not to do so.
We accept no responsibility for any claims, costs, damages, losses, awards or other liability incurred
by or made against you and arising directly or indirectly as a result of the use of electronic
communications.
9.4 You may wish to store data or documents relating to you, your matter or third parties on a
remote storage system on the Internet (“cloud computing system”). We have no control over data or
documents stored in this manner and therefore do not accept liability for any loss suffered by you or
any third party resulting from the use of the cloud computing system, including but not limited to
viewing documents on the system and transferring documents between the cloud computing system
and our computer systems and the security of such documents.
9.5 Any reference in these terms to “writing” shall include email.

10. Data Protection and Compliance with the Notaries Practice Rules
10.1 In this clause 10:
(a) Controller or Data Controller shall have the meaning set out in the Data Protection Legislation.
(b) Data Protection Law means the GDPR and any UK statute which implements any provisions of the
same.
(c) Data Protection Legislation means all applicable data protection and privacy legislation,
regulations, guidance and codes of practice, including:
i) the Data Protection Law and the Privacy and Electronic Communications (EC Directive)
Regulations;
ii) any secondary legislation pursuant to the Data Protection Law;
iii) any national implementing laws, regulations and secondary legislation, as amended or updated
from time to time, in the UK in respect of any of the foregoing; and
iv) any guidance or codes of practice issued by Working Party 29, the European Data Protection
Board or the Information Commissioner from time to time (all as amended, updated or re-enacted
from time to time).
(d) Data Subject shall have the meaning set out in the Data Protection Law.
(e) GDPR means Regulation (EU) 2016/679 (or the General Data Protection Regulation).
(f) Personal Data shall have the meaning set out in the Data Protection Law.
(g) Processing shall have the meaning set out in the Data Protection Law (and Process and Processed

shall be construed accordingly).
(h) Processor or Data Processor shall have the meaning set out in the Data Protection Law.
10.2 Each party shall comply with all applicable requirements of the Data Protection Legislation. This
clause 10 is in addition to, and does not relieve, remove or replace, a party’s obligations under the
Data Protection Legislation.
10.3 Neither party shall through its acts or omissions place the other party in breach of any Data
Protection Legislation.
10.4 The parties acknowledge that for the purposes of the Data Protection Legislation, you are the
Data Controller and Charles Guthrie & Co Legal Limited is the Data Processor. For the purposes of
providing Services to you, Charles Guthrie & Co Legal Limited will undertake the following
processing:
(a) Scope: processing client data, and documents containing the same, for the delivery of the agreed
services;
(b) Nature: copying and producing documents containing personal data for the purposes of
notarisation, legalisation and translation; storing documents for evidential and/or regulatory
purposes and/or as otherwise reasonably required by the client relationship;
(c) Purpose of processing: providing the Services pursuant to this contract and any other agreement
which you may have entered into with us;
(d) Duration of the processing: the duration of the matter in question and, depending on the type of
instruction you have requested, documents containing personal data will be archived as follows:
i) Public form notarial documents will be archived for an indefinite period of time;
ii) Private form documents, correspondence and associated emails and ID documents will be
archived for a period of 13 years from the date of completion of the instruction;
(e) Types of personal data to be processed by Charles Guthrie & Co Legal Limited:
i) Public form notarial documents will be archived for an indefinite period of time;
ii) Private form documents, correspondence and associated emails and ID documents will be
archived for a period of 13 years from the date of completion of the instruction;
(e) Types of personal data to be processed by Charles Guthrie & Co Legal Limited:
i) name, passport information, marital status and dependents, gender, employment details,
correspondence relating to your instruction(s), date and place of birth, bank account details,
National Insurance number and other tax details, and demographic information such as postcodes,
addresses and/or contact details of employees, officers or other individuals acting on your behalf;
and

ii) names, passport information, marital status, gender, date and place of birth, employment details,
addresses and/or contact details of any individuals with whom you might be doing business and
therefore whose details are stated in documents we notarise, translate or legalise;
(f) Types of special categories of personal data (or sensitive personal data) to be processed by
Charles Guthrie & Co Legal Limited:
i) sexual orientation;
ii) biometric data;
iii) religious belief; and
iv) health information;
(g) Categories of data subject:
i) you as our individual client;
ii) employees, officers or other individuals acting on your behalf;
iii) individuals with whom you might be doing business and therefore whose details are stated in
documents we notarise, translate or legalise.
10.5 We shall treat any personal data we collect from you, or anyone acting on your behalf, in
accordance with our privacy policy.
10.6 Without prejudice to the generality of clause 10.2, you will ensure that you have all necessary
appropriate consents and notices in place to enable lawful transfer of the Personal Data to Charles
Guthrie & Co Legal Limited for the duration and purposes of the matter envisaged by this contract
and, accordingly, you confirm that you are authorised to share Personal Data with us. You shall be
solely responsible for bringing our current privacy policy to the attention of anyone whose Personal
Data we may process on your behalf.
10.7 Without prejudice to the generality of clause 10.2, Charles Guthrie & Co Legal Limited shall, in
relation to any Personal Data Processed in connection with its performance of its obligations under
this contract:
(a) Process that Personal Data only on your written instructions unless Charles Guthrie & Co Legal
Limited is required to Process such Personal Data otherwise by the law of the United Kingdom
applicable to Charles Guthrie & Co Legal Limited (Applicable Laws). Where Charles Guthrie & Co
Legal Limited is relying on Applicable Laws as the basis for Processing Personal Data, Charles Guthrie
& Co Legal Limited shall promptly notify you of this before performing the Processing required by
the Applicable Laws unless those Applicable Laws prohibit Charles Guthrie & Co Legal Limited from
so notifying you;
(b) ensure that it has in place appropriate technical and organisational measures to protect against
unauthorised or unlawful Processing of Personal Data and against accidental loss or destruction of,

or damage to, Personal Data, appropriate to the harm that might result from the unauthorised or
unlawful Processing or accidental loss, destruction or damage and the nature of the data to be
protected, having regard to the state of technological development and the cost of implementing
any measures (those measures may include, where appropriate, pseudonymising and encrypting
Personal Data, ensuring confidentiality, integrity, availability and resilience of its systems and
services, ensuring that availability of and access to Personal Data can be restored in a timely manner
after an incident, and regularly assessing and evaluating the effectiveness of the technical and
organisational measures adopted by it);
(c) ensure that all personnel (including, without limitation, employees) who have access to and/or
Process Personal Data are legally obliged to keep the Personal Data confidential;
(d) not transfer any Personal Data outside of the European Economic Area unless your prior written
consent has been obtained and the following conditions are fulfilled:
i) you or we have provided appropriate safeguards in relation to the transfer;
ii) the Data Subject has enforceable rights and effective legal remedies;
iii) Charles Guthrie & Co Legal Limited complies with its obligations under the Data Protection
Legislation by providing an adequate level of protection to any Personal Data that is transferred; and
iv) Charles Guthrie & Co Legal Limited complies with reasonable instructions notified to it in advance
by you with respect to the Processing of the Personal Data;
(e) assist you, at your cost, in responding to any request from a Data Subject and in ensuring
compliance with its obligations under the Data Protection Legislation with respect to security,
breach notifications, impact assessments and consultations with supervisory authorities or
regulators; and otherwise to comply with your obligations under the Data Protection Legislation to
respond to requests from Data Subjects or exercise of the rights of Data Subjects or information
mandated to be provided to Data Subjects;
(f) notify you without undue delay, and in any event within 48 hours of the point at which Charles
Guthrie & Co Legal Limited becomes aware of the same, of any Personal Data breach or other
security incident affecting or relating to Personal Data;
(g) at your written direction, delete or return Personal Data and all copies thereof to you on
termination of the contract or at any other time unless required by Applicable Law to store the
Personal Data; and
(h) maintain complete and accurate records and information to demonstrate its compliance with this
clause 10.7 and relevant provisions of the Data Protection Legislation and allow for and cooperate
with reasonable audits including, without limitation, inspections by you or your designated auditor.

10.8 Unless you notify an objection to us within fourteen (14) days of receipt of notice pursuant to
this clause 10.8, you consent to our appointing sub-processors as may be notified to you from time
to time as third-party processors of Personal Data under this contract. We confirm that we have
entered into or (as the case may be) will enter into a written agreement with the third-party
processor, which agreement shall contain provisions which comply with the Data Protection
Legislation and which, in any event, are no less onerous than those imposed under clause 10.7. As
between you and us, we shall remain fully liable for all acts or omissions of any third-party processor
we appointed pursuant to this clause 10.8.
10.9 Charles Guthrie & Co Legal Limited may, at any time on not less than 30 days’ notice in writing,
revise this clause 10 by replacing it with any applicable controller to processor standard clauses or
similar terms forming part of an applicable certification scheme.
10.10 We shall store copies of your passport and other Personal Data cited in the Notaries Practice
Rules 2014 in accordance with all requirements listed therein.

11. General Circumstances beyond our control.

11.1 We shall not be in breach of this contract, nor liable for delay in performing, or failure to perform, any of our obligations under this contract, if such delay or failure result from events, circumstances or causes beyond our reasonable control. In such circumstances the time for performance shall be extended by a period equivalent to the period during which performance of the obligation has been delayed or failed to be performed. If the period of delay or non-performance continues for 4 weeks, you may terminate this contract by giving 7 days written notice to us.

11.2 We are not financially liable to you and you agree that we are not financially liable to you, for any delays or misplacement or loss during the return delivery of your items, that is caused wholly by third-party delivery agents and courier companies, otherwise reasonably engaged by us in good faith on your behalf, for the safe return of your items, e.g. loss causes by Royal Mail including the Royal Mail next day Special Delivery Service, Post Office, DHL, FEDEX, UPS, Addison Lee, UBER drivers, motor bike couriers, etc.

12. Anti-Money Laundering and Risk Assessment
We must, as a matter of law and good practice, verify your identity, the identity of any beneficiaries
or beneficial owners, and sometimes of other people associated with your matter.
Proof of Identity
It will help us to progress your matter quickly if you would please produce as soon as possible:
– Your passport or photographic drivers licence AND
– A recent utility bill or mortgage statement relating to your home and showing both your name and
address.
Please arrange to visit us with your original documents; we will take copies and return the originals
to you. If this is not possible, please send us copies and we will let you know if it is necessary for you
to take further steps to provide us with acceptable proof of identity.

If you do not have any of these documents, please ask us what other documentation may be
acceptable.
We cannot act for you or proceed with your matter without receiving acceptable proof of your
identity.
Verifying your identity (ID)
We use an online electronic identity verification system to check the information that you give us
against various different data sources. The service provider has access to information from various
agencies and organisations.
A record of this process will be kept that may be used to help other companies to verify your
identity.
A footprint will be logged on your credit file. This is harmless information and will not affect your
ability to obtain credit.
We may also pass information to organisations involved in fraud and/or money laundering
protection. If you supply false or inaccurate information and we suspect criminal activity and/or
money laundering, we will record this and share it with other organisations. By providing your
continued instructions you are consenting to us carrying out this online ID check.
Please note that we charge a disbursement fee of £5 per person and/or per company for arranging
this search but we will not charge you for the cost of the search itself. It provides an extra layer of
security for our clients.

13. Release of your documents only after payment of your invoice
You agree that both (1) your original documents and (2) electronic copies of your documents, will
not be released to you, in either paper or electronic form by email, until such time as our invoice has
been paid in full by you.

14. Unpaid invoices
14.1 We require our invoices to be paid no later than 7 days after the date they are issued. In
some circumstance payment may be requested earlier in which case we will advise you in advance.
14.2 If any invoice owed to us remains outstanding for more than 7 days, we reserve the right to
charge interest on the outstanding amount (including VAT and any out of pocket expenses) from the
date of our invoice at 8% per annum above the Bank of England base rate from time to time
together with compensation per invoice. Compensation for non-payment of bills will include
compensation commensurate to the costs of instructing third parties to complete debt recovery or
our own costs in completing debt recovery.

14.3 We will also be entitled to cease acting on your behalf and to retain all documentation and
papers belonging to you, together with our own records, until all amounts that you owe to us are
paid.

14.4 If a debt collection company is instructed to assist with the recovery of fees owing, for an unpaid invoice, you agree to pay the reasonable fees of the debt collection company, in addition to the original sum owing for the unpaid invoice together with interest. A typical charge levied by a debt collection company fee is between 25% to 35% of the original invoice and you agree that this is a reasonable addition charge for debt collection work relating to an unpaid invoice.

15. Liability for Payment of our invoices
15.1 It is important that you understand, that if you contact us requesting notarial services, that
you will be primarily responsible, in a personal capacity as a private individual, for paying our bills.
15.2 If you instruct us on behalf of a company, partnership or other entity (whether already
formed or to be formed in due course), and our bill is addressed to that entity, you will be personally
responsible for payment of our charges, disbursements and VAT at 20% as principal, if that entity
does not pay us promptly.
15.3 If arrangements are made for a third party to pay any of our fees or disbursements and VAT,
you remain responsible for the payment to the extent that the third party does not pay our bill in
full. This includes, but is not limited to, any case in which we have been instructed by your insurers
to represent you under a policy of insurance.
15.4 In some cases and transactions, you may have privately agreed with a third party, that
payment of our costs is paid by that third party. It is important that you understand that in
circumstances, where the other person or party does not pay all of the charges and expenses which
you incur with us, liability for our invoices or any portion of an unpaid invoice, remains with you. You
will have to pay our charges and expenses in the first instance.

16. E-Apostille Services and Electronic Notarisation and E-Notarisation Services

16.1.    If you request an electronically signed notarised paper you agree that our Retainer with you excludes any obligation liability to advise if an electronic form of notarisation and/or Apostille is acceptable for the purpose you are contemplating, instead of a physical paper form of document.

16.2     You agree that the obligation to check that the E-Notarisation and/or E-Apostille service you have requested, will get accepted by the party you are submitting the paper to, rests entirely with you as the individual or party requesting the electronic notarisation and/or E-Apostille service and not with the notary public.

16.3     You agree that you will make the following enquiries, with the party you are ultimately submitting your completed papers to, before requesting the E-Notarisation and/or E-Apostille service from us:

• • that documents electronically signed by a United Kingdom notary will be accepted
  • that digital documents with E-Apostille certificates be accepted and approved
  • there is no requirement for a physical paper document instead of an electronically produced document with an electronic notary signature and/or E-Apostille
  • if you are legalising more than one document whether or not a separate E-Apostille for each document is required
  • is the actual requirement for a physical paper document instead of an electronically produced document

You agree that there is no obligation for the Notary Public to advise in relation to, or

investigate any of these enquiries.

16.4     If having you requested an E-Notarisation and/or E-Apostille service from us and your document is subsequently rejected because it subsequently transpires that a paper form of your document was instead and in fact required, then you agree that there will be no refund from us of any of the money you paid and/or deduction from any the costs you were quoted.