This statement provides information about how our office handles personal data that is processed in the context of the work activities and service provision.
Our contact details
Ellens & Lentze, notary and mediation firm
Parkstraat 93
2514 JH The Hague
Contact person: Madam C. de Roode-Korving
e-mailadres: c.deroode@ellensLentze.nl
Our services
Our office will only ask for your personal data for the following purposes:
- to carry out orders for advice or other services
- to fulfil legal tasks and obligations
- for the purposes for which you gave your specific consent
Your data shall not be processed for other purposes than those for which you gave your consent.
Personal data can be requested in order to draft a notarial deed, an other kind of deed or for carrying out another order.
Personal data rules for notarial deeds
If our office drafts a notarial deed with your personal data, the notary is required to observe the statutory rules. These influence the processing of personal data:
- The notary is required to include certain personal data in the deed. Your personal data is therefore processed on legal grounds.
- The notary is required to store the signed deed with your personal data indefinitely.
- As soon as the deed is signed by the notary, it becomes an official document. It can then no longer be changed, even if the personal data is not correct. If changes are necessary, the notary will need to draft a new deed with the changes.
- The notary is required to verify certain personal data in the Municipal Personal Database (BRP), the Trade Registry, the Land Registry, the Marriage Property Registry, the Insolvency Registry, the Guardianship Registry and the Estate Registry.
- The notary is required to verify your identity. He will ask you for a valid identity document. The notary is one of very few people who is permitted to copy this document and all the information it contains.
- Your personal data falls under the professional confidentiality of the notary. Unauthorised persons do not have access to the data.
Advice and other services
For other processing of personal data by our office, the following applies:
- The processing of personal data registered with the BRP has the following purposes and corresponding legal grounds:
- verification of personal data
- verification of the power of disposal
- The processing of personal data registered with the Trade Registry has the following purposes and corresponding legal grounds:
- verification of the legal entity information and the person related to it
- verification of the power of disposal
- The processing of personal data registered with the Land Registry has the following purposes and corresponding legal grounds:
- verification of the registered property
- verification of the power of disposal
- verification of the transaction
- The processing of personal data in the Insolvency Registry takes place on the basis of justified interest, namely:
- verification of the power to act
- The processing of personal data in the Guardianship Registry takes place on the basis of justified interest, namely:
- verification of the power to act
- The processing of personal data in the Estate Registry takes place on the basis of justified interest, namely:
- execution of a legal task
Source of processed personal data
If our office processes personal data of yours that we have not obtained from you, this shall always occur in the context of the order you provide to us. The source of the data shall be one of the following:
- Public Registers, including the Land Registry
- A broker or other advisor in relation to a purchase agreement in which you are one of the parties
- Donor
- Tax consultant/accountant in relation with an agreement or legal construction to be realised of which you are one of the parties
- Lender of a mortgage loan
Sharing your personal data
Our office shall only share your personal data with others (third parties) if this is legally required or if it is necessary in order to carry out the work activities.
Personal data is not shared by our office with parties outside the EU or with international organisations.
Storage of your personal data
Your personal data is not stored by our office any longer than necessary for the purpose it was collected, for the execution of legal tasks and the compliance to legal requirements or the execution of agreements (such as limitation periods). The storage periods from legal provisions such as the Notaries Act and the Public Records Act apply. Notarial deeds are stored indefinitely.
Your rights in regard to the personal data processed by us
When your personal data is processed by our office you can exercise the rights below on the grounds of the General Data Protection Regulation (GDPR).
You can do this by submitting a (preferably written) request via the contact details in this privacy statement. Before we grant your request, we will first need to verify your identity on the basis of a valid identity document.
Right to access of the data subject
You can always request to know which personal data our office processes, for which purpose and for how long it will be stored. It is possible that we are unable to grant such a request on legal grounds; in this case, we shall evaluate and inform you further.
Right of rectification
When you believe that certain data is not correctly processed, you have the right to ask that this data be rectified. If this concerns data in a notarial deed, this will not be possible and a new deed will have to be drafted as a supplement to the incorrect deed.
Right of data erasure (right to “forget”)
If you want your personal data to be removed, you can submit a request. If the data is in a notarial deed, the notary may not remove the data.
Right to limit processing
If you want to limit the processing of your personal data by the office (in expectation of the rectification of your personal data that you requested, or an objection against the processing or because you do not want it to be removed despite the processing being unlawful), you can submit a request.
Right to transfer personal data
If your personal data is not processed for a notarial deed and you wish to transfer the personal data to another service provider, you can submit a request. Such a transfer is not always possible considering that legal notarial obligations may prevent this.
Possible limitations in exercising your rights on the basis of the General Data Protection Act
Our office makes every effort to fulfil your rights on the basis of the GDPR. It is possible that these rights are in conflict with other legal provisions, including the Notaries Act. If the notary cannot fulfil one of the requests stated above for this reason, you will be informed about this in writing.
Complaints in regard to the processing of your personal data by our office
If you have a complaint about the processing of your personal data by our office we ask that you please contact us via c.deroode@ellensLentze.nl. You also have the right to submit a complaint to the supervising body, the Personal Data Authority. You can contact them on the website www.autoriteitpersoonsgegevens.nl.