Privacy Statement

Richard Jones is the Data Controller and/or the Data Processor of any personal information you may provide to RICHARD JONES NOTARY LTD (“the Company”, “we” “our” or “us”). The personal information the Company collects and holds about you is your privacy information.

Any queries or complaint about the application of this Notice or any query as to the management of your privacy information should be addressed to Richard Jones who is the Director of RICHARD JONES NOTARY LTD.

His contact details are Richard Jones, 26 St Asaph Business Park, St Asaph, Denbighshire LL17 0LJ

t: 0808 169 4390
m: 07825 163119
e: rdj@richardjonesnotary.co.uk

We are committed to respecting the privacy of all clients and third-party contacts who may provide personal information to the Company.

Please read the following privacy notice so that:

you know how the Company may use and protect the personal information that you provide to us or that it obtains or holds about you and
you understand what your rights are in relation to information that the Company holds.

If you need any assistance to understand the Notice or have any questions then the member of our team responsible for your matter will be very pleased to help you.

This Policy forms part of the Terms of Business for all clients of the Company.

It applies to information about living identifiable individuals only. It applies to all information we hold whether manually or electronically.

What information does the Company collect about you?

We may collect and process personal information from or about you in the course of our dealings including when you contact or request information from us or when you require notarial services. The exact information the Company holds will depend on what you have requested or what the Company is contracted to do for you.

This may include:

For Money Laundering Checks

We may receive personal data from you for the purposes of undertaking money laundering checks, such as receiving a copy of your passport. This data will be processed only for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.

For Notarial Work

If you make a general enquiry of the Company, seek an estimate of costs for notarial work, are provided with free initial advice or become a client of the Company, certain information will be required from you to confirm your identity e.g. your date of birth, personal detail relevant to your transaction and circumstances and relevant contact information.

The Company’s website and the notarial services offered are not specifically aimed at children because children are generally represented by their parent or guardian. Sometimes the nature of your transaction may require that the Company collects and holds information about your children.

You should be aware that privacy information about children enjoys special protection and will be held and processed accordingly. If you are a child and require further advice or explanation about how the Company would use your information please e-mail Richard Jones

For Financial Management

Financial Information such as payment related information.

From Third Parties

We may also receive information about you from third parties Third parties providing services to the Company may also provide basic personal information such as name, status and contact information.

How does the Company obtain your information?

Information is gathered from you as necessary in the course of providing notarial services or when you provide it to us, or interact with us directly e.g. talking or writing or e-mailing.

How does the Company use this information?

We will use your information for the specific purpose(s) for which it has been provided or collected. For example;

to manage and administer the relationship with you
to provide information that you may request regarding the services that the Company can offer
to provide our legal services to you including referring you to other specialist and third-party advisers where appropriate.
to comply with all necessary legal, regulatory and risk management obligations
to contact you for your views on the service provided by the Company
to update and enhance client records
for analysis to help us to manage the running of the Company.
for statutory returns

Information gathered through cookies and similar technologies are used to measure and analyse information on visits to the Company’s websites, to tailor the websites to make them better for visitors and to improve technical performance. However, the Company will not use any data to identify you personally or to make any decisions about you.

What are the grounds which enable the Company to process your information?

The Company must have a lawful basis for collecting and processing your information; this will vary on the circumstances of how and why your information has been sourced.

For any information you may provide to obtain legal advice and/or for the conduct of a legal matter on your behalf: the lawful basis will be “legitimate interests”. This means that the processing by us is necessary for the purposes of our legitimate interests as a regulated business providing legal services to the public or for the legitimate interests of a third party relating to the provision of those services unless there is good reason to protect your personal data which overrides those legitimate interests.

For marketing activities: you will sometimes be asked to give explicit consent for us to process your information. It will also however be in the legitimate interests of the Company to use your personal information to invite you to hospitality events or other client events and/or to send you information that we think may be of interest to you or your business.

For information you provide for money laundering checks: the lawful basis is that 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, in advising and/or acting for you, we need to process any special i.e. sensitive categories of personal information then we must have a further lawful basis for processing. In that situation, the lawful basis for our processing will be:

the processing being necessary for the establishment, exercise or defence of legal claims.
(by way of explanation sensitive data includes information such as racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, processing of genetic or biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation.)

There is also special protection for any information which may be provided about children which may be relevant in any matter. Where information is held about any children we will discuss with you the circumstances in which we or you may need to explain to them what information we are holding about them, the reasons for which we are holding this information and their own rights in this regard.

Sharing your information

Some of the information you provide to us will be held on our computers in the UK and will only be accessed by or given to staff working in the UK. Some of the information you provide to the Company may be transferred to, stored and processed by third party organisations which process data for us and on our behalf. These third parties may be based or store or process information in the UK or elsewhere including outside of the EEA. As with many law firms, these third parties may include third party IT platforms (including cloud-based platforms), suppliers of administrative and support services and suppliers of other specialist products.

We may also share your personal information with trusted third parties in accordance with arrangements the firm has in place with them, including:

Legalisation Agents
Couriers
Regulatory authorities,

This may also include government agencies and law enforcement agencies where this is required to comply with legal or regulatory requirements including the prevention of crime or terrorism.

Finally, if The Company merges with another business entity or divests a part of its business or carries out internal corporate restructuring, your information may be disclosed to a new business partners or owners or the new corporate entities.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy; please see the next section “Protection of your Information” below.

Protection of your information

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

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

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

We keep your personal information no longer than is necessary for the purpose for which it was collected. Information on our document retention policy can be made available on request to Richard Jones whose contact details are provided at the commencement of this Notice.

Your rights

We want you to know that at all times you have the benefit of a number of legal rights in relation to your personal information which we hold, although those rights may not apply in all cases or to all the information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise or defend our legal rights.

You have the right to request that we:

Provide you with a copy of your personal information that we hold
Update your personal information where it is out-of-date or incorrect
Delete personal information that we hold
Restrict the way in which we process your information
Consider any valid objections to our processing of your personal information
Provide information you have given to us to a third party provider of services (where our lawful basis for processing is consent and where processing is automated)

We will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period. If we are not sure who you are then we may ask you to provide evidence of identification.

Complaint to the Information Commissioner

You are entitled to make a complaint to the Information Commissioner at any time. You can contact the Information Commissioner’s Office via https://ico.org.uk/ for information, advice or to make a complaint. Their telephone number is 0303 123 1113. Our registration number at the ICO is ZA454492.

We do not intend to process your personal information for any reason other than stated within this Privacy Notice. We constantly review our internal privacy practices and may change this policy from time to time.

Cookies

There are a number of different cookies in use on our website. If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.

The list below describe the cookies in use on this site and what they are used for. Currently this site operates an ‘implied consent’ policy which means that it is assumed you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (“Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.).

Google Analytics

Google Analytics is in use to collect information about visitor behaviour on the website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This data is collected via a JavaScript tag in the pages of the site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. You can find out more about Google’s position on privacy as regards its analytics service at http://www.google.com/intl/en_uk/analytics/privacyoverview.html