The confidentiality of information about a client and his or her affairs was instilled into me at the very beginning of my training as a lawyer and still remains to the forefront of my mind. This statement will inform you how and why I collect and process information about you (referred to as “ personal data”) and what your rights are in that respect.
2 TYPES OF PERSONAL DATA
Personal data is any information which relates to an individual and which can be used to identify that particular individual. The information I may hold about you may include:-
- Your full name and your address and contact details, i.e. telephone numbers and email address.
- Passport and Driving licence, utilities bills, bank statements etc.
- Details of your occupation or employment.
- Birth or Marriage (and Divorce) Certificates.
- Academic or occupational qualification Certificates.
- Records of appointments and interviews.
This list is not exhaustive but illustrates the kind of information I typically come by. I may also need similar information about other family members so far as it is relevant to the performance of my duties.
3 WHY I NEED PERSONAL DATA
In general terms I need the information gathered :-
- For identification, money laundering and other regulatory compliance reasons
- To use or process for purposes necessary for the performance of the duties for which you have engaged me including, if necessary, procuring acts from other organisations or individuals.
- To comply with applicable law including Notary Practice Rules, Code of Conduct, guideline and regulations or in response to a request from a Court of Law or regulatory body.
4 SHARING OF DATA.
Unless so required by a superior authority ( such as a Regulator or a Court of Law I share your Data with third parties only to the extent necessary to perform my contract with you. Those third parties my include, for example, those involved in the “Legalisation “ process, i.e postal and courier services, Consular Agents, the Foreign and Commonwealth Office and foreign Embassies and Consulates.
A limited amount of personal data may become available to the reception staff of Finn Gledhill, Solicitors, a firm with whom I no longer have any professional relationship but who allow me the use of their rooms for interview purposes.
Data may be sent overseas, including outside Europe but only in accordance with your specific instructions or when essential to the performance of our contract.
5 STOREAGE AND SECURITY OF DATA
Electronic information is stored on my computer which is password protected and is located in my private office which is kept locked except when in use.
The computer is monitored, usually daily, for security breaches and unusual parameters and malware and virus protection is maintained. However, please be aware that the transmission of information by electronic means is a process which is never completely secure and over which I do not have full control. I cannot, therefore, guarantee the security of information transmitted by that means.
Physical (hard) copies of information are stored in a locked cupboard in the private office mentioned.
6 STOREAGE TIME
Your personal data will be retained for as long as is reasonably necessary for the purposes indicated above or as required by the law or by my professional rules and regulations. For example, the Notaries Practice Rules require that copies of notarial acts in what is termed Public (or Authentic) form must be preserved indefinitely and that records of acts not in public form be retained for at least 12 years.
After the expiration of the appropriate period the data will be securely destroyed.
7 YOUR RIGHTS
You have a number of rights in respect of the your data and those rights include:-
- Subject to certain conditions, limitations and exemptions and the rights of other data subjects to request copies of their data held by me.
- To request that I rectify any inaccurate or incomplete information.
- To request that I erase the personal data I am holding, a request to which I will comply unless there is lawful reason for not doing so.
- To request that I restrict my processing of your data in various circumstances. Again a request with which I will comply unless there is lawful reason not o do so.
- To request that I transfer a copy of your data to another provider of the same or similar services.
- The right to withdraw your consent to my processing your data on the basis of previous consent, express or implied.
- Your right to complain is preserved (see “Complaints”) page.
Should you have any queries about this notice kindly contact me by email:–email@example.com.