NOTARY NORTHAMPTON LTD

trading as Notary Northampton
Data Protection Privacy Notice

For clients, prospective clients, website users, suppliers, professional contacts and other data subjects
Version 2.2 • Last reviewed: 28 April 2026

1. Who we are

Notary Northampton Ltd is a private limited company registered in England and Wales under company number 14525360, with its registered office at Artisans House, 7 Queensbridge, Northampton NN4 7BF. The practice trades as Notary Northampton and operates from 52 Abington Grove, Northampton, NN1 4QU. In this notice, the words “we”, “us” and “our” mean Notary Northampton Ltd. The notary public providing notarial services through the practice is G. Andrei, Notary Public, who is also the contact for data protection matters.

We are the data controller for personal data processed in connection with our notarial services, client due diligence, legalisation and apostille support, website operation and online communications, supplier and contact management, and the wider administration of the practice.

We are not required by law to appoint a Data Protection Officer and have not appointed one. The notary public is the responsible person for data protection matters within the practice. We are registered with the Information Commissioner’s Office under registration number ZB571299.

2. Regulator and professional context

The notary public providing services through the practice is admitted as a notary public by the Court of Faculties of the Archbishop of Canterbury. Notaries in England and Wales are regulated by the Master of the Faculties through the Faculty Office, an approved regulator under the Legal Services Act 2007.

Our notarial work is governed by the Notaries Practice Rules, the Notaries (Conduct and Discipline) Rules and the wider rules and guidance issued from time to time by the Master of the Faculties. We carry professional indemnity insurance and fidelity insurance at the levels required by the Master of the Faculties.

Where the notary public is a member of the Notaries Society, that membership is reflected in the service-complaints route set out in section 18 of this notice.

3. Legal framework for processing

We process personal data in accordance with the laws and regulatory requirements that apply to a UK notarial practice. The principal framework relevant to this notice is:

• the United Kingdom General Data Protection Regulation (UK GDPR);
• the Data Protection Act 2018, including the conditions in Schedule 1 for special category and criminal offence data;
• the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), including rules on cookies and electronic marketing;
• the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (as amended);
• the Proceeds of Crime Act 2002 and the Terrorism Act 2000;
• the Sanctions and Anti-Money Laundering Act 2018 and financial sanctions regimes administered by the Office of Financial Sanctions Implementation (OFSI);
• the Notaries Practice Rules and other rules and guidance of the Master of the Faculties;
• other professional, regulatory, accounting and tax obligations that apply to the practice.

4. Scope of this notice

This notice explains how we process personal data when you contact us, instruct us, visit our website, use online features, communicate with us by email, telephone, WhatsApp or live chat, supply services to us, or are named in documents supplied for notarial or legalisation work.

We may update this notice from time to time. The current version is available on our website and on request. Where changes are significant, we will take reasonable steps to bring those changes to your attention.

5. Personal data we may collect

We may collect and process personal data needed for notarial and associated services, including: name, address, email address, telephone and mobile numbers, date of birth, place of birth, nationality, occupation, signature, identity documents (such as passports, driving licences and biometric residence permits), proof of address, photographs, video or meeting recordings, payment details, instructions, correspondence, appointment records and details contained in documents you ask us to notarise, certify or legalise.

Depending on the matter, documents supplied to us may include information about family relationships, travel, property, companies, education, employment, finances, immigration, health, children, marriage, divorce, probate, powers of attorney, declarations and overseas legal requirements.

We may process special category data or criminal offence data where it is contained in documents supplied to us or where it is necessary for identity checks, anti-money laundering compliance, sanctions checks, legal claims, notarial duties, regulatory compliance or the service you request.

When you use our website or online features, we may collect technical information including IP address, browser type, device information, usage data, cookie identifiers, enquiry form content, live chat content and WhatsApp message content.

6. Sources of personal data

We usually collect personal data directly from you. We may also receive personal data from your representatives, family members, employers, counterparties, solicitors, translators, couriers, legalisation agents, identity verification providers, public registers, government bodies, embassies, consulates, high commissions, chambers of commerce, banks (in connection with source of funds checks), and other organisations involved in your matter.

If you provide personal data about another person, you must ensure that you are authorised to do so and, where appropriate, that the other person has been informed that their personal data will be provided to Notary Northampton Ltd for the relevant notarial or associated service.

7. How and why we use personal data

We process personal data only where we have a lawful basis to do so. The main purposes and the corresponding lawful bases under the UK GDPR are set out in the table below.

8. Special category and criminal offence data

Some notarial matters involve sensitive information. We process special category personal data (data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and processing of genetic, biometric, health, sex life or sexual orientation data) only where a condition under Article 9(2) of the UK GDPR applies, including:

• explicit consent (Article 9(2)(a));
• necessary for the establishment, exercise or defence of legal claims (Article 9(2)(f));
• necessary for reasons of substantial public interest, with a basis in DPA 2018 Schedule 1 (in particular paragraphs 6, 10, 11 and 12 covering statutory etc. purposes, preventing or detecting unlawful acts, protecting the public against dishonesty, and regulatory requirements relating to unlawful acts and dishonesty etc.).

We process criminal offence data only where the requirements of Article 10 of the UK GDPR are satisfied and where we have a condition for processing under DPA 2018 Schedule 1, including the conditions referred to above for substantial public interest and the prevention or detection of unlawful acts.

9. Sharing personal data

We may share personal data, where necessary, with service providers and organisations involved in the matter, including: couriers, translators, legalisation agents, IT and email providers, secure storage providers, identity verification providers, payment providers, our accountants and professional advisers, our insurers, the Foreign, Commonwealth and Development Office, embassies, consulates, high commissions, chambers of commerce, the Master of the Faculties / Faculty Office, the Notaries Society, the Legal Ombudsman, the Information Commissioner’s Office, courts, regulators, law enforcement bodies and other public authorities.

We require service providers who process personal data on our behalf to act under written terms, to protect that information using appropriate technical and organisational measures, and to use it only for the purposes for which it was provided.

10. International transfers of personal data

Notarial work often involves documents intended for use outside the United Kingdom. We may need to transfer personal data to overseas recipients, embassies, consulates, high commissions, foreign lawyers, translators, legalisation agents, public authorities or private organisations so that the requested service can be provided.

Where we transfer personal data internationally, we will use an appropriate legal gateway or safeguard where required. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, contractual safeguards, your explicit consent, or the necessity of the transfer for the performance of a contract or for a contract concluded in your interest.

11. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including notarial record-keeping, legalisation, regulatory compliance, AML obligations, accounting, insurance, complaints handling and the defence or exercise of legal rights.

Records of notarial acts in public form are preserved permanently as part of the notarial protocol. Records of notarial acts not in public form are preserved for at least 12 years. Where the Money Laundering Regulations 2017 apply, client due diligence and transaction records are normally retained for at least five years after the end of the relevant business relationship or occasional transaction, unless a longer period is required or justified by law, notarial rules, regulatory obligations or legal risk.

Website enquiry records, correspondence, billing records and complaint records are retained for an appropriate period, having regard to limitation periods, regulatory requirements and the nature of the matter. Anonymised statistical information may be retained without time limit where it no longer identifies any individual.

On the death, retirement or removal from the Roll of the notary public, the notarial protocol and other notarial records are required to be transferred to a successor notary, or to such other person as the Master of the Faculties may direct. Personal data within those records will continue to be processed by the successor or by the Faculty Office in accordance with notarial duties and applicable law.

12. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration or disclosure. Measures may include access controls, secure devices, password protection, encryption where appropriate, secure storage of physical files, staff and contractor confidentiality obligations, and careful selection and oversight of service providers.

Email, WhatsApp and online communications are not always fully secure. Please avoid sending highly sensitive documents unless we have agreed the method of transfer. We can provide alternative transfer arrangements where appropriate.

13. Identity verification

To meet our obligations under the Money Laundering Regulations 2017 and the Notaries Practice Rules, we may use a third-party electronic identity verification provider. Where this applies, you may be asked to take a photograph of an identity document and a short video selfie or to complete an in-app verification.

The provider acts as our processor and uses the data only to carry out the identity check on our behalf. We will tell you which provider is being used at the point we ask you to complete a check. We retain the result and the supporting evidence in line with the retention periods set out in section 11.

14. Recording of meetings

Where you attend an appointment by video conference (for example, in connection with a remote notarial act where this is permitted by the law of the place where the document is to be used), we may record all or part of the meeting or capture screenshots as part of the notarial record. We will inform you before any recording is made.

Recordings and screen captures form part of the notarial record and are retained as set out in section 11.

15. CCTV

We do not currently operate CCTV at our premises. If this changes, we will update this notice and provide appropriate signage at the premises.

16. Children’s personal data

Our services are not directed at children. Where notarial work involves a child (for example, a parental consent form for a child to travel abroad, an adoption-related document or an academic certificate for a child), we process the child’s personal data only as necessary for the relevant notarial act, in accordance with applicable law, and on the basis of authority from a parent, guardian or other person with parental responsibility.

17. Automated decision-making and profiling

We do not make decisions about you that produce legal or similarly significant effects on the basis of solely automated processing. Where electronic identity verification tools use automated checks, those checks support the notary’s decision-making but the final decision on identity, capacity and fitness to act is taken by the notary public.

18. Your rights under UK data protection law

Subject to legal limitations (including notarial record-keeping obligations, AML obligations, professional duties and the rights of others), you have the following rights:

• right of access to your personal data (Article 15);
• right to rectification of inaccurate data (Article 16);
• right to erasure in certain circumstances (Article 17);
• right to restriction of processing in certain circumstances (Article 18);
• right to data portability for data you have provided where processing is automated and based on consent or contract (Article 20);
• right to object to processing based on legitimate interests or to direct marketing (Article 21);
• right not to be subject to solely automated decision-making with legal or similarly significant effects (Article 22);
• right to withdraw consent at any time where processing is based on consent (Article 7), without affecting the lawfulness of processing before withdrawal.

To exercise a right, please email g.andrei@notarynorthampton.co.uk or write to G. Andrei, Notary Public, Notary Northampton Ltd, 52 Abington Grove, Northampton, NN1 4QU. We may need proof of identity before responding. We will normally respond within one calendar month, unless an extension is permitted by law.

19. Right to object

You have the right to object to processing based on legitimate interests. If you object, we will stop the relevant processing unless we have compelling legitimate grounds to continue, or the processing is required for legal claims, professional obligations, regulatory compliance or another lawful reason.

You can object to direct marketing at any time, free of charge, by emailing g.andrei@notarynorthampton.co.uk.

20. Complaints

20.1 Data protection complaints

We take data protection complaints seriously. A complaint may relate to how we have collected, used, shared, retained or secured personal data, or to how we have responded to a data protection rights request.

You can complain by emailing g.andrei@notarynorthampton.co.uk or by writing to G. Andrei, Notary Public, Notary Northampton Ltd, 52 Abington Grove, Northampton, NN1 4QU. Please include your name, contact details, the matter reference if known, and a clear description of the complaint.

We will acknowledge your complaint within 5 working days where reasonably possible and investigate it. We will provide a substantive response without undue delay. We will keep a record of the complaint, the investigation and any action taken.

If you are dissatisfied with our response, you may complain to the Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Website: https://ico.org.uk.

20.2 Service complaints (about our notarial work)

If you are dissatisfied with the notarial service we have provided, please contact G. Andrei, Notary Public in the first instance using the details above. We will use our internal complaints procedure to try to resolve the matter.

If we cannot resolve your complaint, you may, where the notary is a member of the Notaries Society, refer the complaint under the Notaries Society Approved Complaints Procedure to: The Secretary of The Notaries Society, PO Box 876, Chichester PO19 9ZH. Email: secretary@thenotariessociety.org.uk.

Whether or not the Notaries Society procedure is used, you may also complain to the Legal Ombudsman: Legal Ombudsman, PO Box 6167, Slough SL1 0EH. Telephone: 0300 555 0333. Email: enquiries@legalombudsman.org.uk. Web: www.legalombudsman.org.uk. A complaint to the Legal Ombudsman must normally be made within one year of the act or omission complained of, or within one year of the date you should reasonably have known there was cause for complaint, and within six months of receiving our final response. Certain commercial entities are not eligible to complain to the Legal Ombudsman.

Complaints about the conduct of the notary public may also be made to the Master of the Faculties via the Faculty Office at the address shown at the start of this notice.

21. Website cookies and online tools

Our website uses cookies and similar technologies to operate the site, improve performance, support security, display reviews, support live chat and understand how visitors use the site. Non-essential cookies are used only in line with the cookie banner and your choices, in accordance with PECR and the UK GDPR.

You can usually set your browser to refuse cookies or to alert you when cookies are being used. Disabling cookies may affect the functionality of the website. We do not sell personal data.

22. Updates to this notice

We may update this notice from time to time to reflect changes in law, regulatory expectations or our practice. The version number and last-reviewed date at the top of this document indicate the current version. Significant changes will be brought to your attention by reasonable means, which may include website notice or email to existing clients.

23. Short website privacy notice (summary)

The text below is a self-contained summary suitable for use on the website footer or contact page. The full notice in sections 1–22 above is the controlling document and prevails over this summary in the event of any inconsistency.

23.1 Who we are

Notary Northampton Ltd is the data controller for personal data processed in relation to notarial services, client due diligence and website operations. Registered office: Artisans House, 7 Queensbridge, Northampton NN4 7BF. Practice address: 52 Abington Grove, Northampton NN1 4QU. Company number: 14525360. Data protection contact: G. Andrei, Notary Public (email: g.andrei@notarynorthampton.co.uk; telephone / WhatsApp: +44 7922 022722). ICO registration: ZB571299. The practice is not required by law to appoint a Data Protection Officer; the notary public serves as the responsible person for data protection matters.

23.2 Regulatory context

The practice is regulated by the Master of the Faculties through the Faculty Office. Our notarial work is governed by the Notaries Practice Rules and associated guidance. We maintain professional indemnity and fidelity insurance at the levels required by the Master of the Faculties.

23.3 Legal framework and lawful bases

Personal data is processed in accordance with the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. Processing also complies with anti-money laundering and sanctions legislation.

23.4 Personal data we collect

We collect information necessary for notarial work, including:

• Identity and contact: name, address, date of birth, nationality, and identity documents (passports, driving licences, biometric residence permits).
• Case details: documents relating to family, property, finances, education, employment or other matters that you ask us to notarise or legalise.
• Sensitive data: special category or criminal offence data where necessary for legal claims, notarial duties or AML compliance (see section 8 of the full notice for the relevant Article 9(2) and Article 10 conditions).
• Technical data: IP address, browser type, device information, and content of communications received via WhatsApp or live chat.

23.5 Data sharing and international transfers

Data may be shared with couriers, legalisation agents, translators, IT providers, identity verification providers, professional advisers and government bodies including the Foreign, Commonwealth and Development Office. Because notarial work often involves overseas use, data may be transferred internationally. We use appropriate safeguards — such as UK adequacy regulations, the UK International Data Transfer Agreement, contractual safeguards, or your explicit consent — to protect those transfers.

23.6 Retention periods

We keep personal data only as long as required for legal and regulatory purposes:

• Notarial acts in public form: preserved permanently as part of the notarial protocol.
• Other notarial-act records: minimum of 12 years.
• AML records: normally at least 5 years after the end of the relevant business relationship.

On the death, retirement or removal from the Roll of the notary public, the notarial protocol is transferred to a successor notary or as the Master of the Faculties directs.

23.7 Online tools and cookies

We use specific tools to operate our website and to communicate with you:

• Burst Statistics — privacy-friendly analytics running on our own server.
• Tawk.to — provides live chat functionality on the website.
• WhatsApp — used for click-to-chat communication.
• Google Reviews — displays client feedback on our site.

23.8 Your rights

Under UK data protection law you have the right to access, rectify, erase or restrict the processing of your personal data, the right to data portability where applicable, the right to object to processing based on legitimate interests or to direct marketing, and the right to withdraw consent where processing is based on consent. To exercise a right, email g.andrei@notarynorthampton.co.uk.

23.9 Complaints

Three separate routes are available depending on the nature of the complaint:

• Data protection: contact the notary public first. If unresolved, you may complain to the Information Commissioner’s Office (ICO) on 0303 123 1113 or at https://ico.org.uk.
• Notarial service: contact G. Andrei to use our internal complaints procedure. Unresolved service complaints may be referred to the Notaries Society or to the Legal Ombudsman (see section 20.2 of the full notice for postal addresses and time limits).
• Notary’s conduct: complaints about the conduct of the notary public should be directed to the Master of the Faculties via the Faculty Office.

24. Publication checklist