Privacy at LONDON SALES & SERVICES LIMITED

1. Who we are

This Privacy Notice explains how EUROPEAN SERVICES LONDON LIMITED (“we”, “us”, “our”) collects, uses, stores and shares personal data in the course of providing our services.

Legal entity:
EUROPEAN SERVICES LONDON LIMITED
Company number: 06860799
Registered office: 13 Radcliffe Square, Putney, London, SW15 6BL
Website: service-london.com
Contact email: office@service-london.com

For the purposes of UK GDPR, we act as a data controller in respect of the personal data we process in connection with our services, website and business operations.

2. Scope of this notice

This Privacy Notice applies to personal data relating to:

• Private clients and corporate clients who engage us for notarial, apostille or legalisation-related services;
• Directors, officers, employees and representatives of our corporate clients and business partners;
• Visitors to our website service-london.com;
• Other individuals who communicate or otherwise interact with us in the course of our business.

Additional terms and notices may apply to certain services or engagements and should be read together with this Privacy Notice.

3. Categories of personal data we may collect

“Personal data” means any information relating to an identified or identifiable natural person. Depending on the nature of the instruction and our relationship with you, we may collect and process:

In limited circumstances, and only where strictly necessary and lawful, we may also process special categories of personal data (e.g. data relating to health for accessibility reasons, or information required for anti-money-laundering checks).

4. How we obtain personal data

We may collect personal data in the following ways:

• Directly from you when you contact us, request a quote or instruct us to act on your behalf;
• Through documents you provide for notarisation, apostille or embassy legalisation;
• From your employer or organisation where you act as their representative;
• From professional advisers, introducers or other third parties involved in your matter;
• From publicly available sources (e.g. public registers, corporate filings) where appropriate;
• Automatically, through your interaction with our website (see also our Cookie Notice, where applicable).

5. Legal bases for processing

Under the UK GDPR we must have a valid legal basis for processing your personal data. Depending on the circumstances, we may rely on one or more of the following bases:

• Performance of a contract – where processing is necessary to provide our services or to take steps at your request before entering into a contract.
• Compliance with a legal obligation – where we are required to process data by law, for example under anti-money-laundering or financial sanctions regulations.
• Legitimate interests – where processing is necessary for our legitimate business interests, provided such interests are not overridden by your rights and freedoms (e.g. maintaining security, managing our relationship, improving services).
• Consent – in limited situations, where you have explicitly consented (for example, certain marketing communications). You may withdraw your consent at any time.
• Public interest – in specific cases where processing is necessary for reasons of substantial public interest under applicable data protection law.

6. Purposes for which we use personal data

We use personal data for the following purposes, amongst others:

• To assess and accept new instructions and client relationships;
• To provide notarial services, apostille coordination and embassy legalisation services;
• To verify identity and perform due diligence, sanctions and anti-money-laundering checks where required;
• To manage our accounts, invoicing, payments and internal administration;
• To communicate with you about your instructions, appointments and our services;
• To protect the integrity and security of our systems, premises and staff;
• To comply with our legal and regulatory obligations in the United Kingdom and other relevant jurisdictions;
• To improve our website, services and client experience, including limited use of analytics;
• To maintain appropriate records of our professional activities for legal, regulatory and insurance purposes.

7. Sharing your personal data

We treat your information as confidential. We will only share personal data where necessary and lawful, for example with:

• Notaries Public, solicitors, embassies, consulates and other authorities involved in your matter;
• Trusted service providers who support our operations (IT, hosting, secure storage, payment processing);
• Our professional advisers (lawyers, accountants, insurers) where reasonably required;
• Regulators, law enforcement bodies or courts where we are under a legal or regulatory obligation to do so;
• Successors or acquirers of our business, in the context of a corporate transaction, subject to appropriate safeguards.

We require all third parties who process personal data on our behalf to implement appropriate technical and organisational measures and to process personal data only in accordance with our instructions and applicable law.

8. International data transfers

As our work may involve documents and authorities in other countries, personal data may in some cases be transferred outside the United Kingdom or the European Economic Area (“EEA”).

Where such transfers occur, we will ensure that an appropriate level of protection is in place, for example by:

• Transferring data to countries which the UK government or the European Commission has deemed to provide an adequate level of protection; or
• Using standard contractual clauses or other safeguards recognised under UK GDPR.

9. How long we keep your data

We will retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, regulatory, accounting or reporting requirements.

In many cases, professional and regulatory rules require us to keep records for a minimum number of years. When data is no longer required, we will securely delete or anonymise it wherever reasonably possible.

10. Your rights

Subject to certain conditions and exemptions under UK GDPR, you may have the following rights in relation to your personal data:

• The right to access your personal data and receive a copy;
• The right to request correction of inaccurate or incomplete data;
• The right to request erasure of your data where there is no lawful reason for us to continue processing it;
• The right to restrict or object to certain types of processing;
• The right to data portability in some circumstances;
• The right to withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us at office@service-london.com. We may need to verify your identity before responding to your request.

11. Cookies and website analytics

Our website may use cookies and similar technologies to ensure proper functionality, enhance user experience and, in some cases, compile anonymised statistics on the use of the site.

For further information, including how you can manage your cookie preferences, please refer to our dedicated Cookie Notice (where available) on service-london.com.

12. Data security

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

While no system can be guaranteed as completely secure, we continuously review and enhance our security controls in line with legal requirements and industry best practice.

13. Contact and complaints

If you have any questions about this Privacy Notice or how we handle your personal data, please contact:

Data Protection Contact
EUROPEAN SERVICES LONDON LIMITED
13 Radcliffe Square, Putney, London, SW15 6BL
Email: office@service-london.com

You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner’s Office (ICO), if you believe that your data protection rights have been infringed.