Crawley and Gatwick Notaries is the trading name of Bennett & Newell Notaries Ltd. We are committed to protecting the privacy of the personal information which we gain from you when you use our services.
Who we are and our approach to your privacy
Bennett & Newell Notaries provide notarial services of all descriptions to both corporate and private clients. We will not be changing the way in which we use your personal information, but this Privacy Notice ensures that we continue to comply with the privacy law and General Data Protection Regulations (GDPR) effective from 25 May 2018.
The privacy and security of your personal information is very important to us so we want to assure you that your information will be properly managed and protected whilst in our hands. Please read these terms carefully as they explain how we and/or carefully selected third parties we work with, collect and use your personal information.
Information we collect
We collect information about you when you ask us to review documents that need notarisation.
We collect information about corporations and their employees.
The information that we collect both personal and corporate will depend on the nature of the services we are to provide.
If you as a corporation provide personal information to us about employees or other individuals you agree:
We collect from all clients general information such as name and address, contact details and, if appropriate, relationship to the party seeking our services. This general information may include the professional work address and details of your permissions and whether you are authorised to act on behalf of your employer.
We collect information relevant to our services. This may include information relating to anyone who may be involved in the matter giving rise to the need for those services, and any parties acting in connection with them.
This list is not exhaustive and, in specific instances, we may need to collect additional data for the purposes set out in this policy.
Where we get the information
Directly from you or from someone else acting on your behalf, or on whose behalf you are acting e.g. your employer.
From other third parties interested in the services you are seeking from us.
From publicly available sources such as Companies House via internet search engines and social media sites.
We do not collect and store any personal information about people who visit our website, other than when you have voluntarily given us your details as part of a request for information about our products and services such as our online or pack self-issue policy services.
We only keep your contact details where you have voluntarily given them to us, and solely for the purpose that you gave them to us. We do not collect information passively with cookies from our website.
How we use your personal information
We may process your information for a number of different purposes. When we process your information, we will always have valid legal grounds for doing so. When the information that we process is classed as sensitive personal information, we must have additional legal grounds for such processing such as the processing being necessary for the establishment, exercise or defence of legal claims.
We will only process your information for the following purpose; -
To verify your identity
To keep our business records up to date
To offer, provide and administer notarial services.
To use your information to verify and validate any documentation presented to us.
Where we have a legal or regulatory obligation to retain, disclose or process personal information that we have collected (for example in relation to an investigation by a public authority or in a legal dispute)
For crime and fraud prevention, detection and related purposes
For the legitimate interest of contacting you electronically about any change in our services
With whom we share your information
Fraud detection agencies and other third parties who operate and maintain fraud detection registers
Investigative firms we ask to look into in relation to suspected fraud
Statutory and industry bodies and regulation authorities
The police or law enforcement agencies for the prevention or detection of crime
Your information is not transferred, stored or processed outside the European Economic Area. If we do transfer your data in such a way it will be to a country which is considered to have equivalent data protection laws or we have taken all reasonable steps to ensure the firm has suitable standards in place to protect your information.
How long we keep your information
Many of the documents we notarise are required to remain valid in perpetuity. Therefore, in order to offer our services, we will always need to retain your personal information for the same period, save where you specifically instruct us to dispose of it.
In other cases, we will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal and regulatory obligations.
You have a number of rights concerning the personal information we use, these include the right to:
- ask for access to and a copy of your personal information;
- ask us to correct or delete the personal information;
- ask us to restrict or object to the use of your personal information at any time;
- where you have previously given us your permission to use your personal information, withdraw that permission. Where your permission is withdrawn, your previous consent will remain valid in respect of our use of your information, prior to the date you withdrew it.;
- complain to the Information Commissioner's Office at any time if you object to the way we use your personal information. For more information please go to ico.org.uk
If you wish to exercise any of the above rights please contact our Compliance Officer using the details provided in the 'contact us' section found below.
Please note that in some cases we may not be able to honour a request concerning your personal information, as this may result in us not being able to fulfil our legal and regulatory obligations. This may include holding the information for a minimum statutory period. If this is the case then we will let you know our reasons.
We take the protection of your information very seriously and have robust privacy and security controls.
If you have any questions about how we collect, store or use your personal information, you may contact us at:
Bennett & Newell Notaries, Nightingale House, 1 Brighton Road Crawley RH10 6AE Email: [email protected]
Access to our website
Messages sent over the internet cannot be guaranteed to be completely secure as they can be intercepted, lost or corrupted. We are therefore not responsible for the accuracy of the messages sent by email over the internet - whether from us to you or from you to us.
Due to the nature of the internet and the fact that your access to our website involves features outside our control, we are not responsible for any technical problems you may experience with our website. If you do experience technical problems, please use the 'contact us' facility on this website.
Using Public Areas
Non-personal information – When you access any website, information is sent by your computer which identifies the network address you are connecting from. This information contains no personal information except to record that someone from that network address has accessed a certain page of a website. This information is used for system and network trouble-shooting.
Personal information - When you use the Public Areas of our website, we do not collect any personally identifiable information about your use.
When accessing or using any service provided on our website, you may not post or transmit any unlawful, threatening, abusive, libellous, defamatory, obscene, pornographic, profane or otherwise objectionable information of any kind. This includes, without limitation, any transmissions constituting or encouraging conduct that would constitute a criminal offence, give rise to civil liability or otherwise violate any national or international law.
Personal information given to Bennett & Newell will be used to provide the requested service, and we will use your contact details contained in your profile to communicate with you, e.g. to keep you informed of products and services which may be of interest. If you do not want the information provided to be used in this way, please let us know by emailing [email protected] with your full name and postal address. Bennett & Newell will not sell or rent your personal information to third parties for marketing purposes without your prior consent.
Unless we have clearly stated otherwise, all intellectual property rights are our property. These include (but are not limited to) copyright in the graphic images, buttons, layout, and text contained in our website. You may not copy or distribute our website, except for your own personal use, in whole or in part, without our prior written consent.
Bennett & Newell Limited is authorised and regulated by the Faculty Office of the Archbishop of Canterbury
© Bennett & Newell 2018
If you would like more information, please do get in touch 01293 544044