GDPR Policy

Your rights under GDPR are as follows:

The right to access the personal data we hold on you

The right to correct and update the personal data we hold on you

The right to have your personal data erased

The right to object to processing of your personal data

The right to data portability: to provide a copy of the data held on you in a structured, commonly used and machine readable format to another provider of the same or similar services.

The right to withdraw your consent to the processing at any time for any processing of personal data to which consent was sought.

The right to object to the processing of personal data where applicable.

The right to lodge a complaint with the Information Commissioners Office. You can contact the Information Commissioners Office via email, on 0303 123 1113, or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Please note we may have an overriding legitimate ground for continuing to keep or process your data and refusing some of the above requests.

Use of Data

We will only process personal data, in accordance with applicable law, for the following purposes:

responding to your queries, requests and other communications;

providing legal and Notarial services, including, where applicable, procuring acts from foreign organisations;

enabling suppliers and service providers to carry out certain functions on our behalf, including webhosting, data storage, identity verification, technical, logistical, courier or other functions, as applicable;

allowing you to use features on our website, when you choose to do so;

sending you personalised marketing communications requested by you, as well as serving personalised advertising to your devices, based on your interests in accordance with our Cookie Statement below. You have the right to disable cookies as set out above;

ensuring the security of our business and preventing or detecting fraud;

administering our business, including complaints resolution, troubleshooting of our website, data analysis, testing of new features, research, statistical and survey purposes;

developing and improving our services;

complying with applicable law, including Notary Practice Rules, guidelines and regulations or in response to a lawful request from a court or regulatory body.

The legal basis for our processing of personal data for the purposes described above will typically include:

processing necessary to fulfil a contract that we have in place with you or other data subjects;

your consent;

processing necessary for our or a third party’s legitimate interests;

processing necessary for compliance with a legal obligation to which we are subject, and

any other applicable legal grounds for processing from time to time.

This firm is a regulated entity and therefore has a duty to act as a data controller and is obliged to report certain matters to its regulators or law enforcement agencies. You warrant that any data you provide is accurate, complete and up to date. Failure to comply may result in notarised documents being rejected by the relevant certification authorities or held invalid in the destination country. It may also create difficulties in completing the legal services we provide.

Secondly we would like to be able to send information to you occasionally to keep you up to date with possible changes in the law and or what additional services we may be able to offer you as a firm. On this basis your data would always be collected as a result of a specific consent.

All the personal data we hold about you will be processed in the United Kingdom.

Your data will never be sold to third parties for marketing purposes.

Data Sharing

Your personal data will only be shared with third parties including other data controllers where it is necessary for the performance of our business, or where you first give us your prior consent. It is possible that we will need to share your data with;

Counsels, Expert Witnesses, Opposing Solicitors, Estate Agents (in connection with a property sale or purchase), Land Registry, Local councils, Courts or Tribunals

Our agents, suppliers and contractors. For example, we may ask a supplier to send out newsletters on our behalf, or to maintain our database software, or to provide us with administration, IT and other related services.

Those providing support services to us such as typing, PR and identity verification services

In relation to Notarial services public authorities, foreign organisations such as embassies, consulates etc.

We take all reasonable steps to ensure that your personal data is processed securely.

In relation to Notarial services we may transfer your data to a third party outside of the UK. In particular your personal data may be transferred to organisations such as foreign embassies. Those organisations will process data in accordance with the laws to which they are subject and international treaties over which we have no control.

How long we keep data

Generally we would keep your personal data for a minimum of 6 years from the date the matter was concluded. It would then be destroyed if it is no longer legally required. If you have consented to receive marketing material from us then the information we use will be kept until you notify us that you no longer wish to receive this information.

In some circumstances data may be held for longer periods and you will be notified accordingly. In relation to Notaries Practice Rules, notarial acts in the public form shall be preserved permanently. Records of acts not in public form shall be preserved for a period of 12 years.

Privacy on Our Website

Gullands is dedicated to the protection of your privacy whilst and after using our website. However if you have any questions or concerns regarding your data and it’s security please contact the data protection officer at dataprotection@gullands.com.

Data Collection

We do not collect any data from users who visit our site unless it is voluntarily given. As a general rule data is collected in order to;

submit CV’s or vacancy applications

for the purpose of providing a quote for conveyancing services

Only limited information relevant to these purposes will be collected via our website. Sensitive information would never be requested online.