Privacy Statement

Privacy Statement JULI Notaris B.V. (1 July 2021)

The privacy statement below provides information about how our office handles personal data that are processed in the context of its activities and services. The rules below derive from the General Data Protection Regulation (GDPR) in conjunction with the professional and conduct rules that apply to civil-law notaries.

Services

The civil-law notary only requests your personal data for the following purposes:

carrying out assignments for advice or other services; and/or
to comply with legal duties and obligations; and/or
for the purposes for which you have given specific permission.

Personal data is requested for drawing up a notarial deed or for carrying out another assignment. Your data will not be processed for other purposes without your permission.

Rules for personal data for notarial deeds

If a civil-law notary draws up a notarial deed, the civil-law notary must comply with legal rules. These affect the processing of your personal data:

The civil-law notary is legally obliged to record certain (personal) data in the deed. Your data is therefore processed on a legal basis.
The civil-law notary is obliged to keep the signed deed with your personal data forever.
As soon as the deed is signed by the civil-law notary, it becomes an official document. The deed may not be changed afterwards, even if your personal data is incorrect. If changes are necessary, the civil-law notary must draw up a new deed stating the change.
The civil-law notary must check certain (personal) data in: BRP (Key Register of Persons, formerly GBA-V), VIS (Verification Identification System), CTR (Central Register of Wills), CLTR (Central Register of Living Wills), CIR (Central Insolvency Register), (CCBR) Central Guardianship and Administration Register, Matrimonial Property Register, Chamber of Commerce (Chamber of Commerce registers) and the Land Registry.
The civil-law notary is obliged to check your identity on the basis of an original and valid proof of identity. The civil-law notary is one of the few who is also allowed to copy this with all the data on it.
Your personal data are subject to the professional secrecy of the civil-law notary.

Unauthorized persons cannot access the data.

Advice and other services

The basis for the other processing of your personal data is shown below.

Retrieving, collecting, consulting, using, storing for the purpose of preparing and processing notarial deeds (file) of personal data has the following purposes and associated legal grounds takes place on the basis of: a legal obligation.
Providing by means of forwarding of drafts and file documents containing personal data to third parties takes place on the basis of: client’s permission.
The retrieval, collection, consultation, use, storage for services to which no authentic deed is linked, such as advice, private deeds and settlement of estates of personal data has the following purposes and associated legal grounds: for the execution of an agreement.
The provision by means of forwarding for the registration of data or deeds in the register KNB, tax authorities, registrars, Central Register of Wills of personal data takes place on the basis of: a legitimate interest and on the basis of a legal obligation.
The provision by means of forwarding for the purpose of registering data or deeds in the Central Register of Living Wills of personal data takes place on the basis of: client’s permission.
The collection, recording and use of data for registration for acquisition and/or newsletters and the like takes place on the basis of: client’s permission.
The collection, recording and use of data for relationship management of business contacts in the chain takes place on the basis of: client’s permission.
The collection, recording, use, etc. of data for the financial administration takes place on the basis of: a legal obligation.
The collection, recording, use, etc. for the purpose of setting up and managing personnel file, legitimizing an employee, storing the payroll tax statement, takes place on the basis of: a legal obligation.
The collection, recording and storage of application data takes place on the basis of: permission.

Source of processed personal data

If our office processes your personal data that we have not obtained from you, this will always be done in the context of the assignment given to us. The source of that data will then be one of the following:

Public registers, including the Land Registry
Estate agent or other advisor in connection with a purchase agreement in which you are one of the parties
Accountant or other advisor in connection with the performance of an assignment of which you are one of the parties
Mortgage advisor and/or mortgagee
Grantor
Key Register of Persons (BRP)

Transferring your personal data

Our office will only transfer your personal data to others (third parties) if this is required by law or if this is really necessary to carry out the work.

Our office provides personal data to, among others, the following recipients:

Royal Dutch Association of Civil-law Notaries (KNB) in connection with processing in the Central (Living) Will Register, Tax Authorities, register holders.
Chain partners engaged by the client (brokers, mortgage advisers, etc., if
client consent).

Personal data is not transferred by our office outside the EU or to an international organization.

Storing your personal data

When your personal data is processed by our office, you can exercise the rights below under the General Data Protection Regulation. You do this by submitting a (preferably written) request via the contact details from this privacy statement. Before we grant your application, we will first identify you on the basis of a valid proof of identity.

Your rights with regard to personal data processed by us

Right of access of the data subject

You can always request which personal data our office processes, for what purpose and for how long it is stored. There may be a legal basis that prevents us from complying with your request, we will assess this and inform you about this.

Right to rectification

If you believe that certain data has not been transferred correctly, you have the right to request rectification of this data. If this concerns incorrect information in a signed notarial deed, a new deed will have to be drawn up to supplement the incorrect deed.

Right to delete (right to be forgotten)

If you want your personal data to be deleted, you can submit a request for this. If the data is in a notarial deed, the civil-law notary may not remove it.

Right to restriction of processing

If you want to limit the processing of personal data by our office (pending the rectification of your personal data requested by you, objected to processing or because you do not want data to be deleted even though the processing is unlawful), you can submit a request for this.

Right to data portability

If your personal data are not processed for a notarial deed and you want to transfer the personal data to another service provider, you can submit a request for this. Such a transfer is not always possible, however, as legal notarial obligations may preclude this.

Right to object

If we use your data for direct marketing, you can object to this processing.

Our office makes every effort to comply with your rights based on the General Data Protection Regulation. However, it is possible that these rights conflict with other legal provisions such as the Civil-law Notaries Act. If for that reason the civil-law notary is unable to comply with one of the aforementioned requests, you will be notified in writing.

Complaints about the processing of your personal data by our office

If you have complaints about the processing of your personal data, we would like to hear this via info@julinotaris.nl or contact us by phone. You also have the right to file a complaint with the supervisory authority, the Dutch Data Protection Authority. For more information, please refer to www.autoriteitpersoonsgegevens.nl.