Home > Services > Data protection policy
Nathan Woodcock is registered with the Information Commissioner’s Office.
Reference number ZA652623.
Please note that our regulator makes occasional inspections of a notary’s records and may inspect information that I hold without notice to you.
Collection of personal data
You may choose to receive advice, additional information or services from us. When you contact or instruct Woodcock Notary Public, we will request personal information about you such as your name, postal address, email address and telephone number as well as information required to verify your identity for money laundering purposes. We may also ask for demographic information to enable us to provide a personalised service to you.
We may also process medical data, for example in the application for medical certificates of good health. This may include medical records, x-rays, hospital notes, and any other information in their possession relating to your medical condition, history, or treatment. This data may be shared with third parties but only with your express consent in the matters appointed to us.
The information you provide is either manually or electronically stored. We sometimes supplement that information with information that is received from third parties. For instance, if inaccurate postal or zip codes are received, we may use third party software to fix them.
Retention of your data
We will keep records of your data for six years as per legal and regulatory requirements.
Use of your personal data
Woodcock Notary Public will use your personal data to fulfil your instructions and requirements and will ask only for data that is adequate, relevant, and not excessive for those purposes. Where we send you information for any purpose, it may be sent by email or post. When we ask you for personal data it may be for any of the following purposes:
- provide our services and other information to you;
- contact you to inform you of our services or events;
- send you regular updates on issues we think will be of interest to you;
- use your personal data in connection with and arising from your case;
- send you requested information on our people and services;
- use your personal data in connection with your access to information and materials on our website;
- use your personal data for marketing purposes and market research;
- administer this website and help us improve our services;
- use your personal data in relation to or arising from our events, publications and webinars;
- issue invoices, manage accounts and records, and collection of payments and debts.
Disclosure and transfer of your personal data
Woodcock Notary Public does not share, sell, distribute, or transfer your personal data with or to third parties, except as otherwise provided for in our privacy policy and under these limited circumstances:
In order to provide you with the information or services which you have requested, personal data may occasionally be transferred or shared with our nominee or trust companies, and other professionals or third parties who act for or with us, for further processing in accordance with the purposes for which the data was originally collected or for purposes to which you have consented. For example, sometimes a third party may have access to your personal data in order to support our information technology or to handle document production, communications or events on our behalf. Where you have consented, we may also disclose your personal data to other businesses who may contact you about their services that may interest you.
We may share, transfer or disclose the information in our databases and server logs to comply with a legal requirement, for the administration of justice, interacting with anti-fraud databases, to protect your vital interests, to protect the security or integrity of our databases or this website, to take precautions against legal liability, or in the event of a joint venture, collaboration, financing, sale, merger, reorganisation, change of legal form, dissolution or similar event.
We may share, transfer or disclose your personal data to a potential or actual successor to us. Where appropriate, before disclosing personal data to a third party, we contractually require the third party to take adequate precautions to protect that personal data and to comply with applicable law. We may disclose or transfer your personal data to a third party in countries outside the European Economic Area for further processing in accordance with the purposes for which your personal data were originally collected or for purposes to which you have consented.
Data access and corrections
Upon receipt of your written request and enough information to permit us to identify your personal data, we will disclose to you the personal data we hold about you, for which we may make a charge up to the maximum as allowed by applicable law. We will also correct, amend or delete any personal data that is inaccurate and notify any third-party recipients of the necessary changes. You may update any information you have given to us by contacting us at the addresses given at the end of this policy.
Requests to delete personal data are subject to any applicable legal and ethical reporting or document retention obligations imposed on us.
