Privacy Notice

Definitions

This section sets out concise definitions for terms used in the privacy notice to improve clarity and help users understand the scope of processing activities.

Personal data means any information relating to an identified or identifiable natural person, such as name, identification number, contact details, or other information that can be linked to an individual.

Processing means any operation performed on personal data, whether automated or manual, including collection, recording, organization, structuring, storage, adaptation, retrieval, consultation, use, disclosure by transmission, erasure, or destruction.

User refers to any individual who accesses NotaryNowWeb.pro or requests notary services from NotaryNowWeb, including clients, signatories, witnesses and their authorized representatives.

Service refers to the notary and related administrative services provided by NotaryNowWeb, available via the website NotaryNowWeb.pro and at the physical office location specified in this policy.

Cookies are small text files placed on a device when visiting the website. They are used to recognize returning devices, support site functionality, and collect analytics data about site usage.

Purposes of processing personal data

NotaryNowWeb processes personal data for specific, explicit and legitimate purposes necessary to provide notary services, meet legal obligations, and operate the website responsibly.

• To perform notarial acts and complete the services requested by clients.
• To verify identity and confirm the authenticity of documents presented.
• To manage appointments, correspondence and client service administration.
• To process payments, billing and business records related to services rendered.
• To comply with legal and regulatory requirements, including recordkeeping obligations.
• To maintain records for operational traceability and dispute resolution.
• To analyze and improve website performance and user experience through aggregated analytics.
• To detect, prevent and respond to fraud, security incidents or misuse of services.

Legal basis for processing

The legal basis for processing personal data depends on the purpose. Where applicable, processing is carried out on one or more of the following bases:

• Performance of a contract with the individual (e.g., provision of notary services).
• Compliance with legal obligations to which NotaryNowWeb is subject.
• Consent where explicitly requested and freely given for specific optional processing activities.
• Legitimate interests pursued by NotaryNowWeb, such as fraud prevention and secure operation of the service, balanced against the rights of the individual.

Data subject rights

Depending on applicable law, individuals may have rights in relation to their personal data. NotaryNowWeb provides mechanisms to exercise available rights and to respond to requests in a timely manner.

• Right of access — the right to request a copy of personal data processed about you.
• Right to rectification — the right to request correction of inaccurate or incomplete data.
• Right to erasure — the right to request deletion of personal data where lawful grounds apply.
• Right to restriction of processing — to limit how personal data is used in certain circumstances.
• Right to data portability — to receive personal data in a structured, commonly used format where applicable.
• Right to object — to object to processing based on legitimate interests or direct marketing where permitted.

Cookies and similar technologies

NotaryNowWeb.pro uses cookies and similar technologies to provide core website functionality, remember preferences and gather analytics data. Cookies do not generally store personal data beyond basic identifiers used for session management.

Types of cookies used include strictly necessary cookies for site operation, performance and analytics cookies to measure usage, and functional cookies to remember user preferences. Third-party cookies may be used by analytics providers.

Categories: essential cookies, performance/analytics cookies, and functional cookies. Advertising cookies are not used as part of standard notary operations.

Users can manage cookie preferences through their browser settings and via any on-site cookie preference tool. Disabling certain cookies may affect website functionality and the booking process.

Cookie Policy and preference settings are available on NotaryNowWeb.pro/cookies

Data sharing and disclosures

NotaryNowWeb may share personal data with third parties strictly as necessary to perform the service, comply with legal obligations, or where the user has consented to such sharing.

• Service providers engaged to support operations, such as hosting, IT support and analytics.
• Payment processors for billing and transaction handling.
• Identity verification and background check services where enhanced verification is required.
• Legal advisors and auditors in relation to legal or compliance matters.
• Government or regulatory authorities when disclosure is required by law or court order.
• Other parties with user consent or as necessary in connection with business transfers.

International transfers

Personal data may be transferred to jurisdictions outside Malaysia for processing by service providers or affiliates. Transfers are managed in accordance with applicable data protection requirements and only to jurisdictions providing appropriate levels of protection when required.

Where transfers occur, NotaryNowWeb implements safeguards such as contractual protections, selection of processors in jurisdictions with adequate protections, and technical measures to maintain data security.

Data retention

NotaryNowWeb retains personal data for as long as necessary to fulfill the purposes described in this policy, to meet legal and regulatory obligations, and to support operational needs such as recordkeeping and dispute resolution.

Account and client records relating to provided notary services are retained according to statutory requirements and internal retention schedules, typically for periods aligned with legal recordkeeping obligations.

Communications with clients, including emails and appointment notes, are retained for a period necessary for service administration and may be archived for reference in case of enquiries or disputes.

System logs and technical records are retained for security, performance monitoring and fraud detection, and are deleted or anonymized in accordance with retention schedules.

When retention periods expire or upon valid request where applicable, NotaryNowWeb will securely delete or anonymize personal data unless retention is required or permitted by law.

Security measures

NotaryNowWeb processes personal data in accordance with applicable Malaysian data protection requirements and internal security procedures. We restrict access to personal data to authorized personnel and third parties who perform services on our behalf. Data transmission to and from our site is protected using transport-layer encryption. We retain records only as necessary for the purposes described in this policy and for compliance with legal and professional recordkeeping obligations.

• Encryption in transit for web forms and account access using current TLS standards.
• Role-based access controls and regular access reviews for staff and service providers.
• Periodic backups, secure storage, and routine vulnerability assessments to identify and remediate risks.

Your data protection rights

Under applicable data protection rules you may have a range of rights in relation to personal data that NotaryNowWeb holds about you. The scope of these rights depends on the legal basis for processing and local law.

• Right to access: you can request confirmation of whether we process your personal data and request a copy of that data.
• Right to rectification: you may ask us to correct inaccurate or incomplete personal data.
• Right to erasure: in certain circumstances you can request deletion of personal data that is no longer necessary for the purposes collected.
• Right to restriction: you may request restriction of processing where accuracy or lawfulness is contested.
• Right to data portability: where applicable, you can request a machine-readable copy of data you provided to us.
• Right to object: you may object to processing based on our legitimate interests or for direct marketing.
• Right to withdraw consent: when processing is based on consent, you may withdraw consent at any time without affecting prior processing.
• Right to lodge a complaint: if you believe your rights are not being respected, you may lodge a complaint with the relevant supervisory authority.

How to exercise your rights

To exercise any rights described above, submit a request to NotaryNowWeb by email or postal mail. Include a description of the information requested and proof of identity to help us locate your records. Requests will be handled in line with legal requirements and internal verification procedures. Provide your full name, contact details, and any relevant account or transaction reference.

[email protected]

We aim to respond to verified requests within 30 calendar days of receipt. If additional time is required due to complexity or volume, we will notify you and provide an expected response timeline.