Privacy Policy

1. Who we are

NotaryDirect AB (org. no. 559595-3901), Sweden, is the controller of the personal data we collect through our website and booking service. NotaryDirect is a coordination service: we connect you with our notary public partners, who perform the notarisation and apostille. Our notary public partners process the data needed to carry out your matter and are responsible for their own handling of that data under applicable law. Contact: info@notarydirect.se.

2. How it works

When you book, you give us your booking details and you can upload the documents that need to be notarised or apostilled. We share your booking details and documents with the notary public partner handling your matter through protected links. You meet the notary public remotely via video meeting and show your ID. Your documents are then returned to you digitally or by post. 90 days after your meeting, your uploaded documents are permanently deleted and your personal details are removed from the booking. We only keep non-identifying booking records, such as the booking number, date, status, destination country and price.

3. What personal data we collect

Booking details: name, email address, phone number, document type, destination country and any notes you add. Documents you upload, which may contain personal data. Identification you show during the video meeting. Billing details: for companies, company name, address and VAT number, and billing contact details. Delivery address, if you ask for the original to be sent to you. Messages you send us, for example by email or through the contact form. Technical data, such as IP address and browser type, which our hosting and analytics providers process when you visit the site, and cookies, only if you accept analytics cookies (see section 9). Payment details are handled by our payment provider.

4. Why we use your data and on what legal basis

To provide the service you book, including booking, identity checks by the notary public partner, notarisation, apostille and delivery: performance of a contract (GDPR Art. 6(1)(b)). To keep accounting records and meet legal obligations: legal obligation (Art. 6(1)(c)). To keep our service secure, prevent misuse and produce anonymous statistics: legitimate interests (Art. 6(1)(f)). To send newsletters or use analytics cookies: your consent (Art. 6(1)(a)), which you can withdraw at any time.

5. Who we share data with

Notary public partners, who carry out your notarisation and apostille. Service providers that help us run the service: providers of hosting and file storage, email delivery, video meetings, payment processing and invoicing, and appointment scheduling. If you book through a partner firm, that firm can see the bookings it made, including the booking details it needs to follow its clients' matters. Authorities, where we are required to by law. We do not sell personal data.

6. Transfers outside the EU/EEA

Where personal data is transferred outside the EU/EEA, we do so only with the safeguards required by GDPR, such as an adequacy decision or the European Commission's Standard Contractual Clauses.

7. How long we keep your data

Uploaded documents, and your name, email address, phone number, addresses and notes on the booking: permanently deleted or irreversibly removed 90 days after your meeting. Non-identifying booking records (booking number, date, status, destination country, document type and price): kept for statistics and accounting. Invoicing and accounting records: kept for the period required by Swedish accounting law. Correspondence: kept for as long as needed to handle your matter and any follow-up. Abuse-prevention records (a network identifier and a timestamp) are kept only as long as needed to prevent misuse. Cookie choices are stored in your browser until you change them.

8. Security

Your documents are stored in private storage that is not publicly accessible. Data is encrypted in transit, and our hosting provider applies its own security measures to the infrastructure. Access is limited to authorised staff and to the notary public partner handling your matter, and database access is restricted by access rules. Personal data on old bookings is deleted automatically on a daily schedule once the retention period has passed.

9. Cookies

We use necessary storage to make the site work and to remember your cookie choice. Analytics and advertising cookies are set only if you accept them in the cookie banner. You can change your choice at any time by clearing your browser storage for this site, after which the banner is shown again.

10. Your rights

You have the right to access your personal data, have it corrected or erased, restrict or object to its processing, receive your data in a portable format, and withdraw consent at any time. To use your rights, email info@notarydirect.se. You can also complain to the Swedish Authority for Privacy Protection (IMY, imy.se).

11. Partner firms, portal users and API

If a booking is made by a partner firm (through its website, booking widget or system integration), that firm can see the bookings it made and the booking details it needs to follow its clients' matters.

People with a partner portal account are registered with their email address and role (owner or member). We record when they were last active in the portal, and we keep a change log of settings changes, identified by a hashed network identifier rather than a full IP address.

When a partner connects through our API, we keep a log of API requests (method, address called and result) and of webhook deliveries (the booking-received messages we send to the partner's system). These logs are used to run and secure the integration and to handle support questions.

Client documents and client contact details on bookings are deleted 90 days after the meeting, as described in section 7. This applies regardless of how the booking was made.

12. Changes to this policy

We may update this policy. The date at the top shows when it was last changed.