Privacy Statement

Privacy Statement (GDPR)

This statement provides information on how our office handles personal data that is processed in the context of our work and services.

Our contact details

Office name: PVM Notarissen
Address: Busplein 40
Postal code / City: 1315 KV Almere
Contact person: A.A. (Alex) Zwep LLB (office director)
Email address: [email protected]

Our services
Our office only requests your personal data for the following purposes:

to carry out assignments for advice or other services
to comply with statutory duties and obligations
for purposes for which you have given specific consent

Your data will not be processed for other purposes without your consent.

Personal data is requested for the preparation of a notarial deed or for the performance of another assignment.

Rules regarding personal data in notarial deeds
When our office prepares a notarial deed containing your personal data, the notary must comply with statutory rules. These rules affect the processing of personal data:

The notary is legally required to include certain personal data in the deed. Your data is therefore processed on a legal basis.
The notary is legally required to store the signed deed containing your personal data permanently.
Once the deed has been signed by the notary, it becomes an official document. No changes may be made thereafter, even if the personal data is incorrect. If changes are required, the notary must draw up a new deed in which the amendment is recorded.
The notary is legally required to verify certain personal data in the Personal Records Database (BRP), the Trade Register and the Land Registry.
The notary is legally required to verify your identity and must therefore request a valid identity document. The notary is one of the few professionals legally permitted to make a copy of this document including all details shown on it.
Your personal data is subject to the notary’s professional confidentiality. Unauthorized persons will not be granted access to this data.

Advice and other services (including, but not limited to, work relating to purchase agreements)
For the other processing of personal data by our office, the following applies:

The processing of name, address, place of residence details, date of birth and place of birth has the following purposes and legal grounds:
- performance of the client’s assignment
- performance of the agreement
The processing of name, address, place of residence details, date of birth, place of birth, marital status, identity document details, telephone number and email address has the following purposes and legal grounds:
- performance of the client’s assignment through the involvement of a real estate agent and or intermediary, such as a mortgage intermediary
- performance of the agreement and or consent
The processing of name and contact details has the following purposes and legal grounds:
- marketing and acquisition
- consent
The processing of name, date of birth, place of birth and identity document details has the following purposes and legal grounds:
- confirmation of the authenticity of a signature upon request
- performance of the agreement
The processing of name, contact details and capacity of contact persons of business chain partners, advisers and similar parties has the following purposes and legal grounds:
- informing and facilitating cooperation within the chain
- consent

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

Public registers, including the Land Registry
A real estate agent or other adviser in connection with a purchase agreement in which you are one of the parties
Donor
Testator

Sharing of your personal data
Our office only shares your personal data with others, third parties, if this is required by law or if it is genuinely necessary to perform our services, for example for drawing up a purchase agreement.

Our office provides personal data to the following recipients:

Royal Dutch Notarial Professional Organization
Dutch Tax and Customs Administration
Register holders
Chain partners engaged by you yourself, such as a real estate agent or intermediary
Bailiffs and or lawyers, solely for the performance of statutory duties, for example announcing a public foreclosure sale

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

Retention of your personal data
Your personal data is not kept by our office longer than necessary for the purpose for which it was collected, for the performance of statutory duties and obligations, or for the execution of agreements, taking into account limitation periods. Retention periods arising from statutory provisions such as the Notaries Act and the Archives Act apply. Notarial deeds are retained permanently.

Your rights regarding personal data processed by us
When your personal data is processed by our office, you may exercise the rights set out below under the General Data Protection Regulation.

You may do so by submitting a request, preferably in writing, using the contact details stated in this privacy statement. Before complying with your request, we will first verify your identity using a valid identity document.

Right of access
You may request information at any time about which personal data our office processes, for what purpose and how long it is retained. There may be a statutory basis that prevents us from complying with your request. We will assess this and inform you accordingly.

Right to rectification
If you believe that certain data has been processed incorrectly, you have the right to request rectification of that data. If this concerns data included in a notarial deed, rectification is not possible and a new deed must be drawn up as a supplement to the incorrect deed.

Right to erasure, right to be forgotten
If you wish your personal data to be deleted, you may submit a request to that effect. If the data is included in a notarial deed, the notary is not permitted to delete it.

Right to restriction of processing
If you wish to restrict the processing of personal data by our office, for example pending a rectification request, following an objection to processing, or because you do not want data to be deleted despite unlawful processing, you may submit a request for restriction.

Right to data portability
If your personal data is not processed for a notarial deed and you wish to transfer the data to another service provider, you may submit a request to that effect. Such transfer is not always possible, as statutory notarial duties may prevent this.

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

Possible limitations on the exercise of your rights under the General Data Protection Regulation
Our office makes every effort to comply with your rights under the General Data Protection Regulation. However, these rights may conflict with other statutory provisions, such as the Notaries Act. If the notary is unable to comply with one of the above requests for this reason, you will be informed in writing.

Complaints about the processing of your personal data
If you have complaints about the processing of personal data by our office, we would appreciate hearing from you via our contact person: A.A. (Alex) Zwep, [email protected]. You also have the right to lodge a complaint with the supervisory authority, the Dutch Data Protection Authority. For this, please visit www.autoriteitpersoonsgegevens.nl.