Privacy Policy

1. Introduction

Harrington Notaries & Associates ("we", "us", "our") is a notarial practice operated by James Harrington, Notary Public, of 109 Buckingham Palace Rd, London SW1W 0SR. We are committed to protecting the privacy of our clients and website visitors. This policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

The data controller for the purposes of UK GDPR is:

James Harrington, Notary Public
109 Buckingham Palace Rd
London SW1W 0SR
Email: info@harrington-associates.co.uk
Tel: +44 (0)20 7630 1555

3. Data We Collect

We collect personal data in the following circumstances:

3.1 Enquiries and appointments

When you contact us by telephone, email, or via the website contact form, we collect: your name; contact details (email address, telephone number, postal address); details of the matter you are enquiring about; and any other information you choose to provide.

3.2 Notarial matters

In the course of providing notarial services, we are required to collect and hold: copies of identity documents (passport, national identity card); details of documents presented for notarisation; and records of notarial acts performed, as required by the Notaries Practice Rules 2014.

3.3 Website

Our website does not use tracking cookies or analytics software. Standard web server logs may record your IP address and browser type for security purposes. These logs are not used to identify individual visitors and are retained for a maximum of 30 days.

4. How We Use Your Data

We use the personal data we collect for the following purposes:

• To respond to your enquiry and provide the notarial services you have requested
• To comply with our legal obligations as a notary, including maintaining the notarial register as required by the Notaries Practice Rules 2014
• To manage our relationship with you as a client
• To comply with anti-money laundering regulations and identity verification requirements
• To issue invoices and manage payments

5. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: processing is necessary for the performance of a contract for notarial services, or to take steps at your request prior to entering into such a contract
• Legal obligation: processing is necessary to comply with our legal and regulatory obligations as a notary public
• Legitimate interests: processing is necessary for our legitimate interests in managing our practice, provided these are not overridden by your interests or rights

6. Retention of Data

We are required to retain records of notarial acts for a minimum period as prescribed by the Notaries Practice Rules. Client files and correspondence are retained for a period of seven years following the conclusion of the matter, unless a longer period is required by law or regulation.

Enquiry correspondence from non-clients is retained for a maximum of two years.

7. Sharing of Data

We do not sell, rent, or share your personal data with third parties for marketing or commercial purposes. Personal data may be shared in the following limited circumstances:

• With the Foreign, Commonwealth & Development Office (FCDO) for the purpose of obtaining an Apostille
• With embassies or consulates for the purpose of legalisation
• With courier services for the return of documents
• Where required by law, regulation, or a court order
• Where you have given your explicit consent

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: you may request a copy of the personal data we hold about you
• Right to rectification: you may request that inaccurate data be corrected
• Right to erasure: you may request that your data be deleted, subject to our legal obligations to retain certain records
• Right to restrict processing: in certain circumstances, you may request that we restrict the processing of your data
• Right to object: you may object to processing based on legitimate interests

To exercise any of these rights, please contact us in writing at the address above.

9. Complaints

If you have a concern about the way in which we have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.

10. Changes to This Policy

We may update this privacy policy from time to time. The current version will always be available on this website. This policy was last updated in March 2026.