Privacy Policy

This privacy policy describes how Notary Public Victoria (operated by Legal Concerns Lawyers & Consultants, ABN 82 624 669 790) (“we”, “us”, “our”) handles your personal information.

This policy is provided for information purposes as required under Australian data privacy law. It is not a representation, warranty, or acknowledgement of a duty of care, and should not be relied on as legal advice.

If you have any questions about this policy, please contact us.

What Personal Information We Collect

We may collect and hold the following kinds of personal information:

• Identification information (e.g. passport, driver’s licence details, required to verify your identity as part of the notarisation process)
• Contact details
• Details of your enquiry or appointment
• Document and matter details relevant to the notarial service requested
• Communication records
• Online usage data (via our website and cookies — see our Cookie Policy)
• Other information you provide to us directly

As a notary public, verifying your identity accurately is a legal requirement of the service we provide — we collect identification information only to the extent necessary for that purpose.

We do not generally collect sensitive personal information (health, biometric, or similarly sensitive data) unless this is directly relevant to the document you’re asking us to notarise (for example, certain powers of attorney or affidavits may reference such details within the document itself, which we handle as part of the notarial act, not as data we independently collect for other purposes).

How We Collect Your Information

• From you — when you contact us, book an appointment, or attend our office
• From third parties — where applicable, from your legal representative, referring party, or an organisation you’ve asked us to liaise with (e.g. DFAT, a consulate, or an overseas institution) in connection with your document
• From your device or browser — technical and usage data via cookies and similar technologies when you visit our website (see our Cookie Policy for details)

We rely on the information you provide being accurate and complete. Incorrect information may affect our ability to properly notarise your document or could invalidate the notarial act.

Why We Use Your Information

• To provide notarial services — verifying your identity, witnessing signatures, applying our official seal, and maintaining the records a notary is legally required to keep
• To respond to enquiries — answering questions about our services, fees, and appointment availability
• For business administration — invoicing, record-keeping, and compliance with our professional obligations
• For website functionality and analytics — understanding how visitors use our site, via Google Analytics and similar tools (see our Cookie Policy)
• For legal and regulatory compliance — meeting our obligations as a notary public under Victorian and Australian law

Disclosure of Your Information

We treat your personal information as confidential. We may share limited information with:

• Government agencies or institutions relevant to your document (e.g. DFAT for Apostille purposes, a foreign consulate, VFS Global, or an overseas registry, where you’ve asked us to assist with that process)
• Our professional advisers (e.g. accountant, insurer) bound by confidentiality
• Law enforcement or regulators, where required or authorised by law
• Service providers who support our operations (e.g. IT, hosting, communications)

We do not sell your personal information, and we do not disclose it for unrelated marketing purposes without your consent.

Cookies and Website Tracking

Our website uses cookies and similar technologies to support site functionality and analytics. For full details on what cookies we use, their purpose, and how to manage your preferences, see our dedicated Cookie Policy.

Your Data Rights

Subject to certain conditions under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you
• Request correction of information that is inaccurate or incomplete
• Withdraw consent, where our handling of your information is based on consent
• Opt out of marketing communications at any time
• Make a complaint about how we’ve handled your personal information

To exercise any of these rights, contact us. We will respond within a reasonable time, generally within one month.

Complaints

If you have a complaint about how we’ve handled your personal information, please contact us with the details and we will investigate and respond promptly.

If you’re not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

Changes to This Policy

We may update this policy from time to time. Changes take effect once published on this page. We encourage you to review this policy periodically.