Data Privacy Policy

Charles Guthrie & Co Legal Ltd

Company number: 07638399

Registered office: Golden Cross House, 8 Duncannon Street, London WC2N 4JF

Charles D Guthrie LLB, TEP – Notary Public, Solicitor

Introduction

This Data Privacy Policy (“Policy”) sets out the nine Data Protection Principles which we follow when processing personal data.

The Business is registered with the Information Commissioner’s Office (ICO) under number Z2308783.

Compliance

All personnel, suppliers, and the Notary must comply with this Policy.

For questions, please contact the Data Controller:

Telephone: 0203 174 2458
Email: info@notarypublic.london
Post: Golden Cross House, 8 Duncannon Street, London WC2N 4JF

The Data Protection Principles

We comply with these nine principles when handling personal data.

1. Fairness and transparency

We process personal data fairly and explain why. Clients, personnel, and suppliers receive a privacy notice that sets out:

Who we are as data controller
Why we process their data and the legal basis
Who may receive the data
Whether data will be transferred abroad
How long we keep data
Rights of access, rectification, erasure, restriction, objection, portability, and withdrawal of consent
The right to lodge complaints
Any automated decisions or profiling involved

2. Lawful processing

We only process data where there is a lawful basis, such as:

A contract with the client
Legitimate interests of the client or Business
A legal obligation
Consent of the data subject

3. Purpose limitation

Data is collected for specific, lawful purposes only. Examples:

Providing notarial services
Administering staff and supplier records
Meeting legal duties

We do not carry out unsolicited electronic marketing without compliance with the law.

4. Data minimisation

We only collect data that is necessary. If clients provide excessive information, we return it and request a suitable record instead.

5. Data accuracy

We require clients to give accurate, complete, and up-to-date data. We also take reasonable steps to keep our records accurate.

6. Individual rights

Individuals have rights over their data, including access, rectification, erasure, objection, portability, and restriction. We identify and respond to all valid requests.

7. Storage limitation

We keep data only as long as needed or as required by law.

Notarial acts in public form: kept permanently
Other acts: minimum of 12 years

8. Data security

We apply physical, organisational, and technical security measures. Examples include:

Locked offices and cabinets
Limited access for authorised personnel only
NDAs with suppliers
Staff training and secure IT use
Firewalls, anti-virus, encryption, and backups

9. Accountability

We must demonstrate compliance. This includes documented policies, assurance training, seeking advice, record-keeping, data protection impact assessments, and complaint handling.