Allen Townsend – Notary Public – Privacy Policy.

I am committed to respecting the privacy of all visitors to my website (the 'website') and of my clients and contacts.  Please read the following privacy policy to understand how I use and protect the personal information that you provide to me or that I obtain or hold about you and to understand what your rights are in relation to personal information that I hold. This policy applies to information about living identifiable individuals only. A “data controller” is a person or organisation who alone or jointly determines the purposes for which, and the manner in which, any personal data is, or is likely to be, processed. This policy is issued on behalf of  Allen Townsend Notary Public as data controller. Allen Townsend is the data controller for your personal data.

 

What information do I process?

From my website

You may choose to provide personal information to me when you ask me to contact you. You may be asked to provide certain information about yourself including your name, title, postal address, telephone number and/or email address.

Automatically

I may also collect information automatically about your usage of our websites using cookies and other technology. To that effect, I use your IP address to collect, among other things, internet traffic data and data regarding your browser type and computer. If you do not want to receive cookies, you may reject them by using your browser settings provided they are not necessary for delivery of my website.

For Notarial work

If you seek an estimate of costs for Notary work or become a client I will need information to confirm your identity e.g. your date of birth, about your matter and circumstances as well as contact information for you, your personnel and other parties to the matter. 

How do I use this information?

I will use your information for the specific purpose(s) for which it has been provided to or collected by me to verify your identity and check any relevant background circumstances for anti-money laundering purposes and 'know your client' purposes

Processing grounds

I must have a lawful basis for processing your information; this will vary on the circumstances of how and why we have your information. The processing is necessary for compliance with a legal obligation to which we are subject e.g. for us to certify your identity under our anti-money laundering requirements including carrying out electronic ID checks 

If I process any special categories of information i.e. information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, genetic data, processing of biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation, we must have a further lawful basis for the processing. This may include:

where you have given me your explicit consent to do so

where the processing is necessary to protect your vital interests or someone else's vital interests

you have made the information public

the processing being necessary for the establishment, exercise or defence of legal claims

the processing being necessary for reasons of substantial public interest e.g. to undertake activities in relation to the prevention or detection of fraud or other unlawful or dishonest activities

If I process any information relating to your criminal convictions or offences, I will typically rely on one of the following lawful bases:

preventing or detecting unlawful acts

complying with our regulatory requirements in relation to unlawful acts or dishonesty

dealing with suspicions of terrorist financing or money laundering

where it is necessary for me to obtain legal advice or establish, exercise or defend legal rights

CCTV Surveillance

CCTV systems are installed at my Southampton offices. I am  responsible for the CCTV system at my Southampton office.  All internal and external CCTV cameras are clearly labelled or otherwise notified to staff and visitors and are visible.  Typically, they are positioned on the exterior of the building, the car park and the reception area, but may be repositioned from time to time to ensure their effective use. Images are recorded and retained for the period of time set out in our destruction dates policy summary. This is primarily to assist with security and safety of staff and visitors, although in rare cases I may use CCTV footage in investigations.

Automated Processing / Profiling

 I use certain external checking systems in order to verify your identity and carry out anti-money laundering and 'know your client' checks. 

Disclosure of your information

Some of the information you provide to me will be held on my computer in the UK and will only be accessed by me. For all long term storage your information will be kept on a secure data bank known as Notary Safe.

I may also be obliged to disclose data under certain laws or by order of court or other competent regulatory body or may be permitted to disclose it under applicable data protection laws.

I will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy; please see section "Protection of your information" below. 

Protection of your information 

I have in place administrative, technical and physical measures on my website and internally designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that I hold.

Where I transfer information to third parties to enable them to process it on my behalf, I ensure that the providers meet or exceed the relevant legal or regulatory requirements for transferring data to them and keeping it secure.

I will also ensure that where information is transferred to a country or international organisation outside of the UK / EEA, I will comply with the relevant legal rules governing such transfers.

I keep your personal information no longer than is necessary for the purpose for which it was collected. 

Your rights

You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that I hold about you. For example, I may need to continue to hold and process information to establish, exercise or defend our legal rights. I will tell you if this is the case when you contact me.

You have the right to request that I:

Provide you with a copy of your personal information that I hold

Update your personal information where it is out-of-date or incorrect

Delete personal information that I hold

Restrict the way in which I process your information

Consider any valid objections to my processing of your personal information

Provide information you have given to me to a third party provider of services (where my lawful basis for processing is consent or contract and where processing is automated)

I will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period. If I am not sure of your identity, I may require you to provide further information in order for me to confirm who you are.

Changes to this policy

I may make changes to this policy from time to time as my business and internal practices and/or applicable laws change.  I will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if I intend to do so, I will notify you in advance wherever possible) or otherwise than is permitted by applicable law. 

How to contact me

If you would like to get in touch to discuss this policy, how I use your personal information, to exercise your rights or to provide feedback or make a complaint about use of your information, please contact me by email Allentownsend.notary@outlook.com or telephone 07790 351 523 or by post 35 Hyde Abbey Road, Winchester, Hampshire, SO23 7DA.

You can also contact the Information Commissioner's Office via https://ico.org.uk/  for information, advice or to make a complaint.

Cookies 

Cookies, also known as browsers or tracking cookies, are small text files that are added to your computer when you visit a website. They help websites to perform certain functions e.g. to know who you are if you log into a restricted part of a website, for shopping carts, and for tracking purposes.

Necessary cookies

I use necessary cookies to enable me to operate my website. These cookies will be placed on your device shortly after arriving at my website and as you navigate its pages. You cannot opt out of the use of these cookies.

Cookies are small text files that can be used by websites to make a user's experience more efficient.

The law states that I can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies I need your permission.

This site uses different types of cookies. Some cookies are placed by third party services that appear on my pages.