As part of the EU General Data Protection Regulations (GDPR), we are required to provide certain details regarding Gullands and our Notaries, Alexander Astley and Dudley Cramp and how we collect and use your personal data; both from this website and in our day to day transactions. This is set out in more detail below.
Gullands offices are at 16 Mill Street, Maidstone, Kent ME15 6XT and 18 Stone Street Gravesend Kent. We are registered with the Information Commissioner’s Office ( ICO) under number Z8992209
Our Data Protection Officer can be contacted at email@example.com.
At any stage if you have reason to believe that the information we are processing on you is incorrect you have the right to ask to see this information and to have it deleted. Complaints about how we have handled your personal data should be sent to the Data Protection Officer who will investigate the matter on your behalf.
If you are not completely satisfied with our response or you do not believe that we are processing your personal data in accordance with the law you can complain directly to the Information Commissioner’s Office (ICO).
Obviously we need to collect some information about you in order to carry out the professional service that you have requested. However we will only collect personal data about you which is relevant to the legal matter which we are dealing with for you. This will include the likes of your name, work address, email address and job title. However we may need to include what the ICO call ‘sensitive personal data’ if it is relevant to your particular matter.
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;
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.
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 firstname.lastname@example.org.
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;
register for our client portal
submit CV’s or vacancy applications
contact us for further information
for the purpose of providing a quote for conveyancing services
register for events.
Only limited information relevant to these purposes will be collected via our website. Sensitive information would never be requested online.
Data collection via cookies
Gullands Solicitors may collect personally identifying information using cookies. Sometimes cookies are required as part of this site’s operation. We will not collect personal data about you using cookies outside of this purpose.
Transfer of User Data outside the User Jurisdiction
User data will not be transferred outside of the EEA unless it concerns a notarial act as detailed above.
For general viewing you are not required to log in or register for our site. However there are options available to sign up for newsletters or submit information, for which we will require some basic information. If you choose to do this please be equally aware that you may choose to unsubscribe at any time. Information pertaining to the method for unsubscribing will be available on all mailings that you receive. Alternatively you could email email@example.com.
Subject Access Requests
You have the right of access to personal data you have submitted through this Site or indeed held generally by the firm. You also have the right to have this information deleted (the right to be forgotten).
Enquiries of this nature should be directed to firstname.lastname@example.org.
Changes to this policy
Gullands may need to modify or amend this statement from time to time. The effective date will be displayed at the beginning of this statement.
1. Welcome to www.gullands.com (“the Site”) By using the Site you agree to be legally bound by these terms, which shall take effect immediately on your first use of the Site If you do not agree to be legally bound by all the following terms please do not access and/or use the Site
Exclusion of Liability
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Privacy and Confidentiality
Governing Law and Jurisdiction
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Changes to Terms and Conditions
12. The contents of the Site, including these terms and conditions of use, are subject to change by us without prior notification to you.