This policy describes how John Newton & Sons (“the Firm”) collects and processes the personal data it receives in the course of, and associated with, its activities as scrivener notaries based in the City of London. The Firm’s proprietor, Barrington William Hooke, acts as a data controller in respect of this personal data and is registered with the Information Commissioner’s Office.
If you have any specific concerns around the privacy of your personal data or require further information about how we manage your personal information, please get in touch with us:
Ву post: John Newton & Sons, 60 Cannon Street, London EC4N 6NP, United Kingdom
Ву phone: (+44) 7802 475649
What is personal data
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
The Firm may collect, use, store and transfer different kinds of personal data about you as follows:
- Identity Data: includes, in relation to you or a family member, first name, maiden name, last name, username or similar identifier; title; date and place of birth; gender;
- Contact Data: includes home or business address and billing address (if different), email address and telephone numbers;
- Employer and professional status.
How we collect data
John Newton & Sons’ clients are primarily companies which require from time to time to obtain notarial services reliant on the identification of their principals. The firm collects personal data about those employees of a client company in connection with the provision of these services.
You or your company’s data controller will be asked to provide personal documentation that can include: a passport, a national identity card, a photocard driving licence or proof of address. This information may be provided in person, by post or courier, over the phone or by email.
In the course of providing clients with our services, we may acquire data on your behalf from public authorities such as the Companies House or the General Register Office (GRO).
How we use personal data
The Firm will only use personal data where the law allows it to. The main ways in which we may use personal information are as follows:
By engaging us to act for you, you give consent for your personal information to be used for the purposes described above.
Sharing personal information
The Firm does not sell, distribute or otherwise make personal data commercially available to any party, except as described in this policy or with your prior permission.
The provision of notarial services is likely to include sharing personal information with public authorities necessary to carry out acts on your behalf, such as the Legalisation Office of the Foreign, Commonwealth and Development Office (FCDO) or consulates of relevant overseas jurisdictions.
We may share with our couriers and administrators the name and address of your organisation, and the name of the contact person in your organisation. The nature of our business may require us to send documents on your behalf containing personal information to your company offices overseas using a reputable courier company.
Generalised information about our corporate clients may be shared with our accounting firm.
Records
Scrivener notaries in the UK are required to keep records of private notarial acts (which is the type of act the Firm provides), together with relevant information, for a period of 12 years.
We take the security of personal information very seriously and take all reasonable precautions to keep it safe. Where records are stored in paper form, we dispose of them when necessary by using accredited confidential destruction specialists.
Your legal rights
You have certain rights relating to the personal information we hold about you which are outlined below. None of these rights are absolute and are subject to various exceptions and limitations.
You are entitled to:
- Request access to your personal data that the Firm holds;
- Request the correction or erasure of your personal data that the Firm holds;
- Object to the processing of your personal data that the Firm holds;
- Request a restriction of processing of your personal data that the Firm holds;
- Request the transfer of your personal data that the Firm holds to you or to a third party; and
- Withdraw consent at any time, where the Firm is relying on consent to process your personal data.
To exercise any of the above rights, please contact us.
The Firm may need to request specific information from you to help it to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. The Firm may also contact you to ask you for further information in relation to your request to assist the Firm’s response. We may deny a request if it is unreasonable or unfounded or if we are unable to confirm your identity.
Use of Cookies
Cookies are small files downloaded from websites to your computing device. They help the website to recognise you and help you navigate through its pages. Cookies are used on this website to collect information about visits to the website. By using the website, you consent to cookies being used in accordance with these terms.
Making а data protection complaint
If you have any concerns about an alleged breach of privacy law or any other regulation by the Firm, please contact the Firm’s data controller who will ensure your complaint is investigated.
You are also entitled to make a complaint to the United Kingdom Information Commissioner’s Office at www.ico.org.uk
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