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Privacy Notice



We, The Notaries Society, whose address is Old Church Chambers, 23 Sandhill Road, St. James, Northampton, NN5 5LH (also referred to as “we”, “us”, “our” and “ours”), are committed to maintaining the privacy and confidentiality of information held about you. This privacy notice describes our views and practices with regard to our processing of personal data of our members, individuals who contact us or who use our website, content or services (each a “user”, “you”, “your” and “yours”). By visiting our website, you acknowledge the processing described in this privacy notice, our website Terms of Use and related documents. Please read these documents carefully.


We welcome comments about this privacy notice. If you have any questions about this policy you may contact us by emailing or by writing to: The Secretary, The Notaries Society PO Box 1023 Ipswich IP1 9XB


We are continually improving our methods of communication and adding new functionality and features to this website and to our existing services. Because of these ongoing changes, changes in the law and the changing nature of technology, our data protection practices will change from time to time. If and when our data practices change, we will notify you by posting an updated privacy notice on our website or otherwise. Your continued use of the website, content or services or your continued dealing with us after notifying such changes will amount to your acknowledgement of the amended privacy notice. We encourage you to check this page frequently. Last updated in January 2018.


Personal data” means any information relating to an identified or identifiable natural person, known as ‘data subject’, who can be identified directly or indirectly; it may include name, address, email address, phone number, IP address, location data, cookies, a recording of your call with us and similar information. It may also include “special categories of personal data” such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a data subject, data concerning health or data concerning a natural person's sex life or sexual orientation. For the purposes of this privacy notice references to ‘personal data’ include ‘special categories of personal data’ as appropriate.



(a)     responding to your queries, requests and other communications, for example, if you apply for a job or you send us a query about our website, content or services;

(b)     providing the website, content and related features and services, such as sending you requested information on our members and making available our members’ contact details as part of our ‘Find a Notary’ feature;

(c)     administering memberships and providing membership services including continuing education and conferences;

(d)     enabling suppliers and service providers to carry out certain functions on our behalf in order to provide the website, content and services, including webhosting, data storage, identity verification, technical and other functions, as applicable;

(e)     allowing you to use features on our website, content and related services, when you choose to do so;

(f)     carrying out profiling for administration, recruitment, advertising and other business purposes, such as for example analysing user trends to deliver relevant ads to users’ devices, using recruitment tools that allow us to score those applicants who complete a test, and to consider their suitability for specific roles;

(g)     sending you personalised marketing communications as permitted by law or as requested by you. If you would like to unsubscribe please email to or write to The Secretary, The Notaries Society PO Box 1023 Ipswich IP1 9XB;

(h)     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 below;

(i)     ensuring the security of our organisation and preventing and detecting fraud;

(j)     administering our professional activities including complaints resolution, troubleshooting of our website, administering professional indemnity insurance, data analysis, quality control, staff training, testing of new services, research, statistical and survey purposes;

(k)     developing and improving our website, content and related services;

(l)     complying with applicable law in pursuance of our duties, as well as in response to a lawful request from a court or regulatory body.


We hope you will be pleased with our information and services. However, if you do not wish to receive emails from us and want to be removed from our electronic mailing list, please email us at the address given below with “email unsubscribe” in the subject heading.

If you also wish to be removed from our postal marketing database, please let us know by emailing us at the address given below with “mail unsubscribe” in the subject heading or writing to us at the address given below. 

You may unsubscribe by emailing or writing to The Secretary, The Notaries Society PO Box 1023 Ipswich IP1 9XB.


In order to collect the information including personal data described in this privacy notice, we may use cookie and similar technology on our website.

A cookie is a small piece of information which is sent to your browser and stored on your computer’s hard drive, mobile phone or other device.  Cookies can be first party, i.e. cookies that the website you are visiting places on your device, or third party cookies, i.e. cookies placed on your device through the website but by third parties, such as, Google. For more information please visit

You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not. However, some of the services and features offered through our website may not function properly if your cookies are disabled. You may also opt-out from third party cookies by selecting appropriate options on

We use the following types of cookies on our website:

  1. Strictly necessary cookies

These cookies are essential in order to enable you to move around the website and use its features.  Without these cookies, services you have asked for cannot be provided.  They are deleted when you close the browser. 

  1. Performance cookies

These cookies collect information about users on our website. They allow us to recognise and count the number of users and to see how users move around the site when they are using it. 

  1. Functionality cookies

These cookies allow our website to remember choices you make (such as your user name, language or the region you are in, if applicable) and provide enhanced, more personal features. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites. These are first party cookies.

We may also use your IP address to help diagnose problems with our server, to administer our website and to improve the service we offer to you.  An IP address is a numeric code that identifies your computer on a network, or in this case, the internet.  Your IP address might also be used to gather broad demographic information.

We may perform IP lookups to determine which domain you are coming from (i.e., to more accurately gauge our users' demographics.

We may combine information from these types of cookies and technologies with information about you from other sources.


We do not share, sell, distribute or transfer your personal data with or to third parties, except as otherwise provided for in this privacy notice.

There are circumstances where we may wish to disclose or are compelled to disclose your personal data to third parties, such as:

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. In these circumstances we will ensure that your rights are adequately protected by technical and contractual means, in particular that appropriate transfer mechanisms, such as the EU Commission approved Standard Contractual Clauses, are in place to ensure an adequate level of data protection, where applicable. 


We retain personal data for as long as is necessary for the purposes listed above or longer as may be required by the law. Please contact us for further details of applicable retention periods. We may keep an anonymised form of your personal data, which will no longer refer to you, for statistical purposes without time limits, to the extent that we have a legitimate and lawful interest in doing so. We will oblige our third party suppliers who act for us to delete all personal data when no longer needed or latest upon termination of our relationship. We will retain personal data in accordance with the instructions of third parties where we act on their behalf as a data processor.


We will use appropriate technical and organisational information security measures to try to prevent unauthorised access to your personal data. However, please be aware that the transmission of information via the internet is never completely secure. Whilst we can do our best to keep our own systems secure, we cannot control the whole of the Internet and we cannot therefore guarantee the security of your information as it is transmitted to and from our website.

Where you have created or received a password or authentication code which enables you to access certain parts of our website, you are responsible for keeping this password or authentication code confidential. We ask you not to share your password or authentication code with anyone.


You may have numerous rights in relation to your personal data except where we processed such data on behalf of another party. For further information about your data privacy rights please visit the website of the Information Commissioner’s Office. We will aim to acknowledge each request emailed to within 7 days of receipt.

Where we act on behalf of another party as a data processor, we will pass on any rights requests to such party who will then be in touch with the requestor.


This website may contain hyperlinks to websites that are not operated by us. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of such third-party websites or any association with their operators. We do not control these websites and are not responsible for their personal data practices. We urge you to review any privacy notice posted on any site you visit before using the site or providing any personal data about yourself.


Our website, content and services are not intended for minors and all users should be over 18 years old.