Privacy Policy
Last Updated: January 2026
1. Who We Are
Welcome to Remote Notary, a trading name of Wharf Notaries Ltd. We are committed to protecting your privacy and handling your personal information with transparency, care, and the highest standards of security.
This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit remotenotarypublic.co.uk, engage with our remote notarisation or apostille services, or communicate with us.
We process all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Personal Data We Collect
We may collect and process the following categories of personal data:
Identity & Contact Information
- Full name
- Date of birth
- Email address
- Telephone number
- Postal address
- Nationality
Identification & Verification Data
- Passport copies
- National ID cards
- Proof of address documents
- Video call recordings (where legally required for notarisation)
Document Data
- Documents submitted for notarisation or apostille
- Supporting legal or corporate documents
Technical Data
- IP address
- Browser type and version
- Device information
- Cookies and usage data
3. How We Collect Your Data
We collect personal data when you:
Submit an enquiry or application via our website
Upload documents for notarisation or apostille
Communicate with us by email, phone, or video call
Use our website (via cookies and analytics tools)
4. How We Use Your Personal Data
We use your data for the following purposes:
To provide remote notarisation and apostille services
To verify identity and comply with legal obligations
To communicate with you regarding your application
To process payments and issue invoices
To maintain internal records and compliance logs
To improve our website and services
To comply with regulatory, legal, and professional requirements
5. Legal Basis for Processing
We process personal data under the following lawful bases:
Contractual necessity – to deliver requested services
Legal obligation – compliance with notarial, AML, and regulatory duties
Legitimate interests – service improvement and fraud prevention
Consent – where explicitly provided (e.g., marketing communications)
6. Data Sharing & Third Parties
We may share your data with trusted third parties only where necessary, including:
UK Notaries Public
The UK Foreign, Commonwealth & Development Office (FCDO)
Apostille authorities
Secure document storage and IT service providers
Payment processors
All third parties are required to process data securely and lawfully.
7. International Data Transfers
Where documents or services involve international authorities, your data may be transferred outside the UK.
We ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
8. Data Retention
We retain personal data only for as long as necessary to:
Fulfil legal and professional obligations
Meet regulatory record-keeping requirements
Resolve disputes or enforce agreements
Retention periods vary depending on document type and legal requirements.
9. Data Security
We implement appropriate technical and organisational security measures, including:
Secure encrypted document handling
Restricted access to sensitive data
Secure digital platforms for remote notarisation
10. Your Data Protection Rights
You have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure (where legally permitted)
Restrict or object to processing
Request data portability
Withdraw consent at any time
Requests can be made by contacting us using the details below.
11. Contact Us
For privacy-related enquiries:
Email: info@remotenotarypublic.co.uk
Address: London, United Kingdom