Privacy statement

This statement provides information on how our firm handles personal data processed as part of its work and services.

Our contact details

• Firm name: Kooijman Autar Notaries
• Address: Straatweg 7
• Postal code/Town: 3051 BA Rotterdam
• Contact Person: Helma Koelman van Doornik
• E-mail address: hkoelmanvandoornik@kooijmanautar.nl

Our services

Our firm requests your personal data only for the following purposes:

• to carry out assignments for advice or other services;
• to comply with legal duties and obligations;
• to keep you informed of legal or tax notarial updates that might be of interest to you;
• for the purposes for which you have specifically consented.

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

Personal data are requested for drawing up a notarial deed or for carrying out another assignment.

Personal data rules for notarial deeds

If our office draws up a notarial deed using your personal data, the notary will comply with legal rules. These affect the processing of personal data:

1. The notary is obliged to put certain (personal) data in a deed. Your data are therefore processed on a legal basis.
2. The notary is obliged to keep the signed deed containing your personal data in perpetuity. He does so for a period of time at the office and then in central archives.
3. Once the deed is signed by the notary, it becomes an official piece of evidence. Then nothing can be changed about it, even if the personal details are incorrect. If changes are needed, the notary must make a new deed stating the change.
4. The notary is obliged to check certain (personal) data in the Basic Registers of Persons (BRP), the Trade Register and the Land Register. 1
5. The notary is obliged to check your identity. The notary is one of the few people allowed to copy this document and all the details it contains, without making annotations.
6. Your personal details are also subject to the notary's professional secrecy.

Advice and other services

As for other processing of personal data by our office, we process personal data that are necessary for the provision of services agreed with you, including the preparation and sending of documents and invoices for work. Also for the purpose of these services, we need to identify you and be able to prove on which basis we have done this. To this end, we require a copy of your proof of identity made by us or another notary. In many cases, we also need information regarding your family, their name and address, nationality and place of birth.

Source of personal data processed

If our office processes personal data about you, which we have not obtained from you, this will always be 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
• A party, estate agent, lawyer, accountant or other adviser in connection with the performance of an assignment of which you are one of the parties, are married to one of those parties, are a director, attorney-in-fact or beneficial owner of one of those parties
• Basisregistraties Personen (BRP)
• Foreign registers
• Databases with company data

Disclosure of your personal data

Our firm only discloses your personal data to others (third parties) if this is required by law or if it is really necessary to perform the work.

Depending on which deed we have drawn up for you, our office will provide personal data to the following recipients: the Land Registry, the Central Register of Wills (CTR), the Central Register of Living Wills (CLTR), the Tax Authorities, the Chamber of Commerce and other registrars. The counterparties and others involved in an assignment insofar as they would be entitled to a copy of the deed of which we have drawn up a draft.

Within the framework of the assignment, documents containing your data will be provided to third parties such as your broker, your financial advisor, your accountant, your tax advisor or your lawyer during its execution and upon completion.

Retention of your personal data

Your personal data will not be retained by our firm for longer than necessary for the purpose for which it was collected, due to the performance of statutory duties and the fulfilment of legal agreements (think of limitation periods) this is generally in perpetuity. Retention periods from legal provisions such as the Notary Profession Act and the Archives Act apply and the legitimate interest due to possible complaints and liability claims. Notarial deeds are kept in perpetuity.

Security of your personal data

Our office takes the protection of your data seriously and takes appropriate measures to counter abuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. If you believe that your data is not properly secured or there are indications of misuse, please contact us.

Under-processing

For the purposes of automation, telephone service, archive destruction, accountancy, translations, newsletters, (company) doctors and tax matters, personal data may be processed by third parties with whom we will enter into processing agreements.

Your rights in respect of personal data processed by us

Where your personal data is processed by our firm, you can exercise the rights set out below under the General Data Protection Regulation. You do so by making a request (preferably in writing) via the contact details provided in this privacy statement. Before we grant your request, we will first identify you by means of a valid identity document.

Data subject's right of inspection

You can always ask which personal data our firm processes, for what purpose and for how long they are kept. There may be a legal basis preventing us from fulfilling your request; we will assess this and inform you accordingly.

Right of correction

If you believe that certain data has not been processed correctly, you have the right to request rectification of this data. If this concerns data in a notarial deed, this is not possible and a new deed will have to be drawn up to supplement the incorrect deed. If the deed in question was signed by you or on your behalf with that incorrect data, we will charge a fee for the rectification of the deed.

Right to data erasure (right to 'oblivion')

If you want your personal data to be deleted, you can submit a request to this effect. If the data is contained in a notarial deed, the notary may not delete it. In addition, there may be other legitimate interests that prevent us from acting on your request. Right to restrict processing When you wish to restrict the processing of personal data by our office (pending rectification of your personal data requested by you, objection to processing made or because you do not want data to be deleted despite the fact that the processing is unlawful), you can submit a request for this. There may also be other legitimate interests that prevent us from acting on your request.

Right to data portability

If your personal data is 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. However, such a transfer is not always possible as legal notarial duties may oppose it. In addition, there may also be other legitimate interests that prevent us from acting on your request.

Right of objection

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

Possible restrictions in exercising your rights under the General Data Protection Regulation

Our firm makes every effort to comply with your rights based on the General Data Protection Regulation. However, these rights may conflict with other legal provisions such as the Notary Act. Should the notary be unable to comply with any of the aforementioned requests for this reason, you will be informed accordingly.

Complaints about our office's processing of your personal data

If you have complaints about the processing of personal data by our office, we would like to hear from you at klachten@kooijmanautar.nl. You also have the right to lodge a complaint with the regulator, the Personal Data Authority. To do so, please visit the website www.autoriteitpersoonsgegevens.nl.