Since 2008, we have been registered with ICO registration number Z2308783.
Any information we process has always strictly confidential, privileged or otherwise protected from disclosure.
It has always been our policy to comply with the rules of professional conduct, which impose a strict duty to preserve and protect confidential client information.
As a professional and regulated notarial practice engaged in the provision of notarial and legal services to clients worldwide, we are committed to protecting the privacy of confidential and “Personal Information” (information that directly or indirectly identifies individuals who may be clients, agents or others connected to us).
Please see sections 8, 9 and 10 of our Terms and Conditions which sets out the basis on which we hold personal data: Terms and Conditions here.
We will never use your data for marketing purposes or for marking activities.
Why we request data from you
The primary reason for asking you to provide us with your personal data, is simply to allow us to carry out your notarial work.
The following are some examples, of what we may use your information for:
- Verifying your identity
- Communicating with you
- Processing your notarial transaction including preparing documents or to complete transactions
- Keeping records of your matter and the work we undertake
- Seeking advice from third parties; such as translators
- Responding to any checks made on the authenticity of documents we have previously notarised
The regulation and practice rules of notaries public, place a professional obligation on notaries to maintain a register of information, for each and every person who appears before the notary.
Specifically the Code of Practice for Notaries Public states as follows:
“Record Keeping and File Storage (Chapter 17)
The minimum requirements to be observed when creating a file record of a notarial act are
- the date and nature of the act
- the name and details of the client
- the name and details of any signatories
- the name and details of any business entities or other persons being represented
- the details of the signatory’s authority to act for the business entity or other person, if any
- the fee charged
When preparing a file record of a notarial act a notary should consider the client’s interests and the likely interests of persons placing legitimate reliance on the notarial act when deciding what information to record and in what form.”
From that May 25, 2018, the new General Data Protection Regulation (GDPR) came into force. These are a new regulation of the European Union, which fundamentally redefines the handling of personal data. Notaries Public have to adapt to GDPR along with all other businesses.
Any information processed or received or sent from Charles Guthrie Co Legal Ltd., along with the data processing procedures of this firm, will be GDPR compliant.
If you provide services to our Notary Business you agree to comply with the data processing terms (“Terms”) which can be accessed from this page. Your attention is particularly drawn to clause 8 of the Terms. To the extent of any conflict, the Terms shall prevail over any services agreement or other agreement between you and our Notary Business in relation to the services.
DATA PROCESSING TERMS OF BUSINESS
CHARLES GUTHRIE & CO LEGAL LTD