Privacy Policy

We collect personal data necessary for providing notarial and authentication services. The information we gather includes:

• Personal identification information: name, identity document numbers, date of birth, and contact details (address, phone number, email)
• Documentation submitted for notarization or authentication purposes
• Signature specimens and identification verification records
• Corporate information when handling business documents, including company registration details and authorized signatory information
• Payment information necessary for processing service fees
• Communication records related to service provision

Collection Methods: Personal data is collected directly from you when you engage our services, through forms, correspondence, or in-person meetings. We may also collect information from identity documents presented for verification purposes.

Legal Basis: We process personal data based on contractual necessity (to provide requested services), legal obligations (notarial record-keeping requirements), and legitimate interests (maintaining service quality and preventing fraud).

Data Retention: Notarial records are retained for a minimum of seven years as required by professional regulations. Other personal data is kept for the duration necessary to fulfill service purposes and meet legal obligations, after which it is securely destroyed.

Personal data collected is used for the following purposes:

• Service Delivery: Processing notarizations, coordinating authentication with relevant authorities, and completing requested certification
• Identity Verification: Confirming the identity of individuals appearing before the notary as required by professional standards
• Record Keeping: Maintaining notarial registers and records as required by law and professional regulations
• Communication: Providing updates on service progress, responding to inquiries, and coordinating document collection or delivery
• Quality Assurance: Reviewing service procedures and maintaining professional standards
• Legal Compliance: Meeting regulatory requirements and responding to lawful requests from authorities

Data Sharing: We share personal data only when necessary for service provision. This includes:

• Government authorities responsible for document authentication (High Court, relevant certification bodies)
• Recipients designated in authenticated documents (when required for the document's purpose)
• Service providers assisting with administrative functions, under confidentiality agreements

We do not sell personal data to third parties or use it for marketing purposes beyond informing clients about our services.

We implement appropriate security measures to protect personal data:

• Physical Security: Documents are stored in secure facilities with controlled access. Original documents pending processing or collection are kept in locked storage.
• Electronic Security: Digital records are protected by password controls, encryption where appropriate, and regular security updates to systems.
• Access Controls: Personal data is accessible only to authorized staff who require it for performing their duties.
• Staff Training: All staff members are trained in data protection principles and confidentiality obligations.
• Secure Disposal: When personal data reaches the end of its retention period, it is securely destroyed through shredding or permanent deletion.

Breach Response: In the event of a data breach that poses risks to data subjects, we will notify affected individuals and the Privacy Commissioner for Personal Data as required by law, and take immediate steps to mitigate harm.

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Under the Personal Data (Privacy) Ordinance, you have the following rights regarding your personal data:

• Right to Access: You may request access to personal data we hold about you. We will provide this information within 40 days of receiving your request, subject to verification of your identity.
• Right to Correction: You may request correction of inaccurate or incomplete personal data. We will make corrections unless there are legal or professional reasons not to do so.
• Right to Data Portability: Where technically feasible, you may request that we provide your personal data in a commonly used format.
• Right to Object: You may object to processing of your personal data for certain purposes. However, we may need to continue processing data required for legal or professional obligations.
• Right to Lodge Complaints: If you believe we have not handled your personal data appropriately, you may lodge a complaint with the Office of the Privacy Commissioner for Personal Data.

Exercising Your Rights: To exercise any of these rights, please contact us using the details provided at the end of this policy. We may require verification of your identity before processing requests.

Our website may contain links to third-party websites, including government authorities and professional organizations. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

Our services are intended for individuals aged 18 and above who have legal capacity to engage notarial services. We do not knowingly collect personal data from minors without appropriate parental or guardian consent when they are parties to notarized documents.

When documents are being authenticated for use in other jurisdictions, personal data contained in those documents may be transferred to the destination country as part of the authentication process. Such transfers are made only when necessary for the service you have requested.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last Updated" date at the top of this policy indicates when changes were last made. Continued use of our services after policy updates constitutes acceptance of the revised terms.

For significant changes that affect how we use your personal data, we will provide notice through our website or direct communication where appropriate.

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or need to raise a privacy concern, please contact us:

For complaints or concerns about data protection that we have not addressed to your satisfaction, you may contact: