Privacy Statement

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

Requesting personal data

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

1. Carrying out assignments for advice or other services.
2. To comply with legal duties and obligations; or
3. For the purposes for which you have specifically given consent.

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

Personal data is requested for the purpose of drawing up a notarial deed or for carrying out another assignment.

Rules for personal data in notarial deeds

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

1. The notary is required to include certain (personal) information in the deed. Your information is therefore processed on a legal basis.
2. The notary is obliged to keep the signed deed containing your personal data forever.
3. Once the deed is signed by the notary, it becomes official documentation. After that, no further changes may be made, even if the personal information is incorrect. If changes are necessary, the notary must draw up a new deed that includes the changes.
4. The notary must check certain (personal) data in: BRP (Personal Records Database, formerly GBA-V), VIS (Verification Identification System), Comply now (Money Laundering and Terrorist Financing (Prevention) Act), CTR (Central Wills Register), CLTR (Central Living Wills Register), CIR (Central Insolvency Register), (CCBR) Central Curatorship and Administration Register, (HGR) Matrimonial Property Register, Chamber of Commerce (Chamber of Commerce registers) and the Land Registry.
5. The notary is required to verify your identity. To do so, they must request a valid form of identification. The notary is one of the few authorized to copy or scan this document, including all the information it contains.
6. Your personal data is covered by the notary's professional confidentiality. Unauthorized persons will not have access to the data.

Advice and other services

Regarding other processing of personal data by our office, we process personal data necessary for the services agreed with you, including sending documents and invoices for work. For this service, we request the necessary data with your consent. The data involved depends on the agreed-upon service. This personal data may include: your name and address, gender, citizen service number (BSN) and other information on your ID, your date and place of birth, your marital status, and the personal data of your family members. Sometimes, too, there is a legal obligation to identify you and verify your data, such as when legalizing your signature.

Source of processed personal data

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

• Public registers, including the Land Registry
• Broker 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 execution of an assignment in which you are one of the parties
• Mortgage advisor and/or mortgagee
• Donor
• Personal Records Database (BRP)

Passing on your personal data

Our office will only share your personal data with others (third parties) if this is legally required or if this is necessary to carry out the work.

Our office provides personal data to the following recipients based on legal grounds, depending on the deed we have prepared for you: the Land Registry, the Central Register of Wills (CTR), the Tax and Customs Administration, the Chamber of Commerce, and other registrars. To provide our services, our office collaborates with software suppliers and other third parties. These software suppliers and third parties are bound by privacy legislation and have concluded a data processing agreement with our office in this regard.

Only with your permission will documents containing your details be provided to third parties such as the Central Living Will Register (CLTR), your real estate agent, your financial and/or mortgage advisor, or your accountant.

Personal data will not be transferred by our office outside the EU or to an international organisation.

Storing your personal data

Our office will not retain your personal data longer than necessary for the purpose for which it was collected: for the execution of agreements (consider statutes of limitations), for the performance of statutory duties, and to comply with legal obligations. Retention periods under statutory provisions such as the Civil-Law Notaries Act and the Archives Act apply. In addition, there may be a legitimate interest in retaining your data for a longer period. Notarial deeds are retained indefinitely.

Security of your personal data

We attach great importance to the protection of your data and therefore take appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification. If you believe your data is not properly secured or there are indications of misuse, please contact us.

Your rights with regard to personal data processed by us

If your personal data is processed by our office, you can exercise the rights listed below under the General Data Protection Regulation. You can exercise these rights by sending a registered letter to the Data Protection Officer described in this regulation. Before granting your request, we will first identify you using a valid ID.

Right of access by the data subject

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

Right to rectification

If you believe certain data has been processed incorrectly, you have the right to request its correction. If this concerns data in a notarial deed that has already been executed, this is not possible, and a new deed must be drawn up to supplement the incorrect one.

Right to erasure (right to be forgotten)

If you want your personal data deleted, you can 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 (pending your requested rectification of your personal data, an objection to processing or because you do not want data to be deleted even though the processing is unlawful), you can submit a request to this effect.

Right to data portability

If your personal data is not being processed for a notarial deed and you wish to transfer it to another service provider, you can submit a request. However, such a transfer is not always possible, as legal notarial obligations may prevent it.

Right to object

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

Data Protection Officer

If you have any questions about your personal data or your rights regarding the processing of your personal data, you can contact: Mr. GHHJ (Geert) Janssen MRE MBA.

Possible restrictions in exercising 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 legal provisions, such as the Civil-Law Notaries Act. If the civil-law notary is unable to comply with any of the aforementioned requests for this reason, you will be notified in writing.

Complaints about the processing of your personal data by our office

If you have any complaints about how our office processes your personal data, please contact us at klachten@maesnotarissen.nl . You also have the right to file a complaint with the supervisory authority, the Dutch Data Protection Authority. You can do so via www.autoriteitpersoonsgegevens.nl.