INFORMATION ON THE PROCESSING OF PERSONAL DATA
(EU Regulation No. 679/2016)
Purpose, duration, legal basis and necessity of the processing – Data collection and storage
In order to carry out the assignments received, each Notary uses data that has been provided by you, by professionals appointed by you or autonomously retrieved from public registers or third parties. This is personal and/or patrimonial information, processed both electronically and analogically, collected to the extent strictly necessary for the notary’s duties, for the assignment received or for the related and consequent accounting, tax and insurance obligations required by law. Such information shall be kept by the Firm for the period established by the respective sector regulations. The information that concerns your persona is recorded from time to time, insofar as it is necessary for the purposes of the individual acts or transactions requested, and remains associated with such activities in our archives, both hard copy and/or computerised. The legal basis for processing is the applicable legislation, the performance of the assignment or consent, in the cases expressly envisaged herein.
Each Notary, in order to ensure the effective management of the assignment received, to allow for the contextual update of the status of the dossier and to make available a historical archive of each transaction, may share, through the Firm’s document sharing platform, the deeds, extracts, certificates and personal data contained therein with the contracting parties, their representatives and the professionals appointed by them. Such information will be retained for a period of ten years from the conclusion of the transaction, unless otherwise provided for by applicable law.
For some of our services we use trusted third parties, appointed for this purpose as “data processors”, who perform tasks of a technical and/or organisational nature on our behalf. It should be pointed out that without this information, the firm will not be able to carry out the task entrusted to it.
The data controllers are the associated Notaries, each for the dossiers entrusted to him/her, all domiciled at the Notary’s office in Milan, Via Metastasio, no. 5.
Communication of data
The data collected will not be divulged and will not be communicated, without your explicit consent, except for communications necessary for the performance of the assignment or as required by the law. The data provided will mostly be used to update those public registers from which most of the data in question has been taken. The transmissions will occur mainly in telematic form by means of structured data. Each Notary, in his/her capacity as data controller, reserves the right to transfer part of the collected data to icloud storage services, even if the relevant servers are located in a “third country”, subject to verification of the service provider’s compliance with the standards required by European legislation. Personal data will also be collected and processed, also in structured form, for the purposes of complying with anti-money laundering and anti-terrorism regulations (Legislative Decrees 109/2007 and 231/2007, their implementing rules, additions and amendments) and subsequent processing by the competent public entities. The data made available through the Firm’s document sharing platform, could also be accessible to subjects located in a ‘third country’, in execution of the assignment given to Notaries, pursuant to Art. 49, para. 1, lett. (b) of EU Reg. no. 2016/679.
Existence of an automated decision-making process, including profiling
The Firm does not adopt any automated decision-making process, including profiling as referred to in Article 22(2) and (4) of EU Reg. no. 2016/679.
Right to erasure (so-called right to be forgotten)
A Notarial deed, like any other similar public document intended for public archives, must be preserved unchanged over time in its original content, therefore the personal data conferred for the professional assignment may not be erased if they have been recorded in registers or deeds kept in accordance with the Notarial Law (L. 89/1913 as amended and supplemented), insofar as they were acquired (i) for the fulfilment of a legal obligation requiring the processing; (ii) in the exercise of public powers vested in the data controller; (iii) for archiving purposes in the public interest; (iv) for the establishment, exercise or defence of a right in court. For the same reason, any subsequent modification of the data contained therein shall not and cannot entail any amendment of the act.
Rights of the data subject
At any time you may exercise, pursuant to Articles 15-22 of EU Reg. no. 2016/679, the right to: obtain from the data controller confirmation as to whether or not personal data relating to you are being processed; ask the data controller for access to your personal data; obtain information relating to the purposes of the processing, the categories of personal data, the recipients or categories of recipients to whom the personal data have been or will be communicated, the period of storage of the data obtain the rectification or erasure of your personal data or the restriction of the processing of your data; revoke your consent to the processing of your data; lodge a complaint with a supervisory authority; obtain the portability of your data, i.e. receive them in a structured, commonly used and machine-readable format and transmit them to another data controller without hindrance.
We inform you that you may exercise your rights by sending a written request to the Notary’s Office at the e-mail address firstname.lastname@example.org.