Privacy Policy

1. Introduction

The protection of your personal and legal document information is of paramount importance to NeoSwiftNotary. This Privacy Policy explains how we collect, use, and protect your personal information when you engage our notarial services and interact with our legal document processing platform.

Our data processing practices comply with Swiss privacy legislation, European Union regulations including the General Data Protection Regulation (GDPR), and international standards for the protection of personal data of notarial clients and legal professionals.

2. Data Collection and Use

We collect personal data in the following situations:

  • When you request notarial services or document certification
  • When you request information about our notarial and legal document services
  • When you participate in notarial sessions, consultations, or legal communications
  • When you contact our support team for notarial assistance or inquiries

The data we collect may include:

  • Full name and contact information for notarial services
  • Legal document details and certification requirements
  • Email address, phone number, and mailing address
  • Document processing data and certification information
  • Payment and billing information (processed through secure channels)
  • Communication preferences and notarial service requirements

3. Purpose of Data Processing

Your personal data is used exclusively for the following purposes:

  • Providing comprehensive notarial services and document certification
  • Managing client relationships and document processing administration
  • Enhancing our notarial service delivery and client experience
  • Communicating service updates, processing notifications, and legal announcements
  • Processing service fees and managing billing arrangements
  • Complying with legal and professional regulatory requirements

Your data is processed only to the extent necessary for achieving these specific notarial and legal purposes.

4. Data Security

We implement comprehensive technical and organizational security measures to protect your confidential legal information from unauthorized access, misuse, loss, or alteration.

These measures include advanced encryption protocols, secure client communication systems, regular security assessments, and strictly controlled access limited to authorized notarial professionals and support staff.

Your data is retained in accordance with notarial professional standards and regulatory requirements, ensuring appropriate retention periods for legal documentation and client files.

5. Data Sharing

We share your personal data with third parties only in the following circumstances:

  • With legal authorities or government bodies when required by law
  • With certification bodies and professional authorities as mandated by legal processes
  • When required by law, regulatory order, or professional obligation
  • With your explicit written consent for specific legal purposes

All third parties who may access your information are bound by strict confidentiality obligations and professional standards equivalent to our own privacy protections.

6. Website and Cookies

Our notarial services website uses cookies and similar technologies to enhance your service experience and provide essential functionality for accessing notarial content.

We use the following categories of cookies:

  • Essential Cookies: Required for basic website functionality and secure client portal access
  • Functional Cookies: Store your preferences and enable personalized service experience features
  • Analytical Cookies: Help us understand website usage to improve notarial service accessibility
  • Performance Cookies: Optimize technical performance and platform security

You can manage your cookie preferences at any time through your browser settings or our cookie preference center.

7. Your Rights

As a client of our notarial services, you have the following rights regarding your personal data:

  • Right to Access: You can request copies of all personal data we hold about you
  • Right to Rectification: You can request correction of inaccurate or incomplete information
  • Right to Erasure: You can request deletion of your data under certain conditions (subject to legal retention requirements)
  • Right to Restriction of Processing: You can request limitation of data processing
  • Right to Data Portability: You can receive your data in a structured, machine-readable format
  • Right to Object: You can object to certain types of data processing

To exercise these rights, please contact us using the contact information provided at the end of this policy.

8. GDPR Compliance

As a notarial service provider serving clients who may be subject to European Union regulations, we are committed to full compliance with the General Data Protection Regulation (GDPR).

We ensure the following GDPR principles:

  • Lawful Processing: We process your data based on valid legal grounds including consent, contract performance, and legitimate interests
  • Purpose Limitation: Your data is used only for specified notarial purposes and not for incompatible purposes
  • Data Minimization: We collect only the data necessary for providing notarial services
  • Storage Limitation: We retain your data only as long as necessary and in accordance with notarial professional requirements
  • Integrity and Confidentiality: We implement comprehensive security measures to ensure maximum data protection

Under GDPR, you also have the right to lodge a complaint with a supervisory authority if you believe your personal data processing violates the regulation.

For GDPR-related inquiries or to exercise your rights under GDPR, please contact our privacy officer at privacy@neoswiftnotary.com.

9. Contact Information

For any privacy-related questions or to exercise your data protection rights, you can contact us at:

NeoSwiftNotary
Bahnhofstrasse 45
8001 Zürich
Switzerland

Email: privacy@neoswiftnotary.com
Phone: +41 42 488 5692

Company Registration: CHE-847.392.156

10. Changes

We regularly review and update this Privacy Policy to reflect changes in our practices, legal requirements, or notarial standards. The current version is always available on our website.

For significant changes, we will notify you through appropriate channels, such as direct communication or website notifications, in accordance with professional notarial standards.

Last updated: January 24, 2025