Notarial Public Data Protection and Privacy Notice 

Notary Privacy Policy - your rights, your information and how I use it

My Notary Privacy Policy contains important information about what personal details I collect; what I do with that information; who I may share it with and why; and your choices and rights when it comes to the personal information you have given me.

I may need to make changes to this Privacy Policy; so please check my website for updates from time to time. If there are important changes such as changes to where your personal data will be processed; I will contact, you to let you know.

Who I am

I am William Joseph Dryden a Notary Public based in South Shields, Tyne and Wear.

This Privacy Policy applies to William Joseph Dryden, Notary Public.

How to contact me

If you have any questions about this Privacy Policy or the information I collect or use about you, please contact;

William Joseph Dryden

Notary Public,

Law Court Chambers

22 Denmark Centre

South Shields

Tyne and Wear

NE33 2LR

Email: wjd@pgslaw.co.uk

Information I collect and use

When I carry out my work for you, I am required to make an entry in a formal register, which is kept by me as a permanent record. I will retain a copy of the notarised documentation with that record.

Information about you that I collect, and use includes:

• Information about who you are e.g. your name, date of birth and contact details
• Information connected to your business with me e.g. your bank account details, personal data
• Information about your contact with me e.g. meetings, phone calls, emails / letters
• Information that is automatically collected e.g. via cookies when you visit my website
• Information classified as ‘sensitive’ personal information e.g. relating to your health, marital or civil partnership status. This information will only be collected and used where it’s needed to provide the service you have requested or to comply with my legal obligations
• Information you may provide me about other people e.g. joint applicants or beneficiaries for services you have with me
• Information on children e.g. where a child is named as a beneficiary/party by a parent or guardian on their behalf. In these cases, I will collect and use only the information required to identify the child (such as their name, age, gender)

What are cookies?

A cookie is a small file – it’s saved onto your computer or other device when you visit my website.

Cookies store small pieces of information. For example - they will remember you've visited my website or performed a certain action.

I use cookies to help me improve your experience when you visit my website. For example, a cookie might store information, so you don't have to keep entering it.

Cookies also let me know which pages of my website you visited; they help me develop and market my services. They also help me track enquiries.

• Persistent cookies - these stay valid, and will work until their expiry date (unless you delete them before they expire)
• Session cookies - these expire when you close your web browser

You will be asked to provide your consent for me to use cookies upon every visit to my website. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Where I collect your information

I may collect your personal information directly from you, or from a variety of sources, including:

• An application form for a service
• Phone conversations with me
• Emails or letters you send to me
• Registering for one of my events
• Participating in research surveys to help me understand you better and improve my services
• My online services such as websites, social media and mobile device application ('Apps')

I may also collect personal information on you from places such as business directories and other commercially or publicly available sources e.g. to check or improve the information I hold (like your address) or to give better contact information if I are unable to contact you directly.

What I collect and use your information for

I take your privacy seriously and I will only ever collect and use information which is personal to you where it is necessary, fair and lawful to do so. I will collect and use your information only where:

• You have given me your permission [consent] to send you information about services offered by myself or by PGS Law LLP and / or selected third parties I have chosen to work with which I believe may be of interest and benefit to you
• It’s necessary to provide the service you have requested
• It’s necessary for me to meet my legal or regulatory obligations e.g. to send you details of my service, tell you about changes to Terms and Conditions or for the detection and prevention of fraud
• It’s in my legitimate interest e.g. to deliver appropriate information and guidance so you are aware of the options that will help you gain the best outcome from my service; where I need to process your information to better understand you and your needs, so I can send you relevant communications about your case
• It’s in the legitimate interests of a third party

If you do not wish me to collect and use your personal information in these ways, it may mean that I will be unable to provide you with my services.

If you require further information regarding my lawful basis for processing personal data, then please do not hesitate to contact me using the contact details set out above.

Who I may share your information with

I may share your information with third parties for the reasons outlined in 'What I collect and use your information for.'

These third parties include:

• My subsidiaries or associated offices or my affiliates
• Public authorities to carry out acts which are necessary in connection with my services, such as the Foreign Office
• Foreign organisations to carry out acts which are necessary in connection with my services, such as Embassies, Consulates and High Commissions
• Professional organisations exercising certain public functions in relation to the notaries profession, such as Chambers of Commerce
• Organisations I have chosen to support me in the delivery of the services I offer to you and other customers e.g. research, consultancy or technology companies; or companies who can help me in my contact with you, for example an internet service provider
• My regulators are the Faculty Office of the Archbishop of Canterbury, and the Information Commissioner’s Office for the UK (the ICO)
• Law enforcement, credit and identity check agencies for the prevention and detection of crime
• HM Revenue & Customs (HMRC)

I will never sell your details to someone else. Whenever I share your personal information, I will do so in line with my obligations to keep your information safe and secure and I will carry out appropriate Due Diligence on those whom I share your data with to ensure they too have sufficient safeguards in place.

Where your information is processed

Most of your information is processed in the UK.

I may transfer your personal data to a third party in countries outside the country in which it was originally collected for further processing in accordance with the purposes set out above. Your personal data may be transferred to foreign organisations such as foreign Embassies located in the UK or abroad. Such organisations will process personal data in accordance with the laws to which they are subject and international treaties over which I have no control.

I transfer personal data to private organisations abroad, such as subcontractors, it will, as required by applicable law, ensure that your privacy rights are adequately protected by appropriate technical, organisation, contractual or other lawful means. You may contact me for a copy of such safeguards in these circumstances.

How I protect your information

I always take information and system security very seriously and I strive to comply with my obligations. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with my data protection obligations.

Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. My employees also protect sensitive or confidential information when storing or transmitting information electronically and must undertake annual training on this.

My security controls are aligned to industry standards and good practice; providing a control environment that effectively manages risks to the confidentiality, integrity and availability of your information.

How long I keep your information

I will keep your personal information only where it is necessary to provide you with my services while you are a client.

I may also keep your information after this period but only where required to meet my legal or regulatory obligations. The length of time I keep your information for these purposes will vary depending on the obligations I need to meet. This is generally for a minimum are period of twelve years but for certain of my services may be indefinitely.

Your individual rights

You have several rights in relation to how I use your information. They are:

Right to be informed

You have a right to receive clear and easy to understand information on what personal information I have, why and who I share it with – I do this in my Privacy Policy and privacy notices.

Right of access

You have the right of access to your personal information. If you wish to receive a copy of the personal information, I hold on you, you may make a data subject access request (DSAR).

Right to request that your personal information be rectified

If your personal information is inaccurate or incomplete, you can request that it is corrected.

Right to request erasure

You can ask for your information to be deleted or removed if there is not a compelling reason for me to continue to have it.

Right to restrict processing

You can ask that I block or suppress the processing of your personal information for certain reasons. This means that I are still permitted to keep your information – but only to ensure I don’t use it in the future for those reasons you have restricted.

Right to data portability

You can ask for a copy of your personal information for your own purposes to use. In certain circumstances, you may move, copy or transfer the personal information I hold to another company in a safe and secure way. For example, if you were moving your business to another legal provider.

Right to object

You can object to me processing your personal information.

Rights related to automatic decision-making including profiling

You have the right to ask me to:

• Give you information about its processing of your personal information
• Carry out regular checks to make sure that my automated decision making, and profiling processes are working as they should.
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How to make a complaint

I will always strive to collect, use and safeguard your personal information in line with data protection laws. If you do not believe I have handled your information as set out in my Privacy Policy, please visit my Complaints page and I will do my utmost to make things right.

If you are still unhappy, you can complain to the Information Commissioners Office by telephoning their helpline on 0303 123 1113. My ICO Registration Number is ZA797517