Key Definitions
This section sets out the primary terms used in this policy to describe types of personal data, processing activities and the parties involved. Clear definitions help clients and users understand how specific categories of information are handled when receiving legal and administrative services from usenotarysy.
Personal data means any information relating to an identified or identifiable natural person, such as name, contact details, identification numbers, employment information, or other information that can be linked to an individual.
Processing refers to any operation performed on personal data, whether automated or not, including collection, recording, organizing, structuring, storage, adaptation, retrieval, consultation, use, disclosure, erasure and destruction.
User refers to a natural person interacting with usenotarysy's services or website, including clients, prospective clients, representatives of corporate clients and other individuals whose information is collected as part of service delivery.
Service refers to the range of legal, administrative and advisory services provided by usenotarysy to business clients in Thailand, including company formation, contract support, compliance checks and document handling.
Cookies are small text files placed on a user's device by a website to store information about the user's visit. They can be used for session management, preferences, analytics, and functionality improvements.
Data We Collect
We collect data that is necessary for delivering legal services, meeting regulatory obligations, and managing client relationships. Data sources include information provided directly by users, data generated automatically during use of our website and services, and data received from third parties involved in the services.
Information You Provide
When you engage with usenotarysy or use the website, you may provide information required to establish and manage a client relationship, complete filings, or receive support. Typical categories are listed below.
- Identity and contact details such as full name, business name, postal address, email address and telephone number.
- Corporate and registration details including company registration numbers, partner information and business addresses.
- Identity documents and verification information required for compliance checks and filings, including copies of passports or national IDs where required by law.
- Business and billing information such as bank account details, billing address and payment transaction references necessary for invoicing and payment processing.
- Communications and case-related materials you provide, including emails, attachments and documents related to legal or administrative matters.
- Preferences and consents, including communication preferences and specific instructions related to the handling of your matter.
Information Collected Automatically
When you visit our website or interact with online services, we automatically collect certain technical and usage data that helps us operate the site, understand usage patterns and maintain security.
- Log data such as IP address, access times, pages viewed and referral URLs.
- Device and browser information including device type, operating system, browser version and language settings.
- Usage metrics and analytics about how the site and online services are used to help improve functionality and user experience.
- Cookie identifiers or other tracking technologies used for session management and preference storage.
- Geolocation data where you permit location access via a device or browser.
- Error reports and diagnostics collected in case of technical issues with the website or online services.
Data from Third Parties
In some cases we receive personal data from third parties that assist us in delivering services, verifying information or meeting legal obligations. Sources are disclosed below.
- Service providers engaged to assist with document handling, translation, notarization, cloud hosting and secure storage.
- Payment processors and banks used to process fees and handle billing for services.
- Professional advisers, external counsel or government and regulatory authorities when required for compliance, filings or legal processes.
Purposes of Processing
We process personal data only for specific, explicit and legitimate purposes connected to the delivery of our services, compliance with legal obligations and the management of client relationships. Processes include the following purposes.
- To provide legal and administrative services requested by clients, such as company formation, contract drafting and statutory filings.
- To verify identity and carry out due diligence required by applicable laws and professional standards.
- To communicate with clients and respond to enquiries about cases, service updates and administrative matters.
- To process invoices, payments and manage business records related to the provision of services.
- To maintain records required by law and to comply with regulatory obligations in Thailand.
- To monitor and improve the website and our service delivery through analytics and feedback.
- To detect, prevent and respond to security incidents or misuse of our systems.
- To manage conflicts of interest, engage third-party service providers and share information where necessary for service performance or legal compliance.
Legal Bases for Processing
We rely on lawful grounds to process personal data. These may include contractual necessity, compliance with legal obligations, legitimate interests and consent where applicable.
- Performance of a contract — processing necessary to provide the services you request or to take steps at your request prior to entering into a contract.
- Legal obligation — processing required to comply with applicable laws, regulations or professional obligations in Thailand.
- Legitimate interests — processing for purposes such as administration, security, fraud prevention, and improving services where such interests are not overridden by your rights.
- Consent — where required for specific processing activities, we will request and record consent and provide a mechanism for withdrawal.
Data Subject Rights
Depending on applicable data protection laws and your circumstances, you may have certain rights with respect to your personal data. We describe those rights and how to exercise them below.
- Right of access — you may request confirmation of whether we process your personal data and request a copy of the data we hold about you.
- Right to rectification — you can request correction of inaccurate or incomplete personal data we maintain.
- Right to erasure — in certain situations you may request that we delete your personal data, subject to legal and contractual limitations.
- Right to restrict processing — you may ask us to limit how we use your personal data in specific circumstances.
- Right to object — where processing is based on legitimate interests, you may object to processing on grounds related to your situation.
- Right to data portability — where applicable, you may request a copy of your personal data in a structured, commonly used and machine-readable format.
Cookies and Similar Technologies
We use cookies and similar technologies to operate the website, remember preferences, and collect analytics information. Cookies are also used to support essential security and functional features of the site.
Types of cookies we use include session cookies, persistent cookies, first-party cookies set by us and third-party cookies set by analytics or service providers.
Cookies are used for essential site functions, analytics to understand usage patterns, functional purposes to remember settings, and (where applicable) marketing to deliver relevant content.
You can manage or disable cookies through your browser settings or via cookie preference controls if provided on the website. Disabling certain cookies may affect site functionality.
Full cookie policy and preference settings
Sharing and Disclosure
We disclose personal data only as necessary to provide services, meet legal obligations, or when engaging trusted third-party providers under appropriate contractual protections.
- Service providers that support our operations such as cloud hosting, data storage, document handling and secure communication platforms.
- Business institutions and payment processors for the purpose of processing fees and maintaining billing records.
- Professional advisers, external counsel and auditors when their assistance is required for legal, compliance or audit purposes.
- Government, regulatory and law enforcement authorities when disclosure is required or permitted by law in Thailand.
- Affiliated entities or successors in the event of corporate transactions such as a merger, acquisition or sale of assets involving usenotarysy.
- Other parties where you have given explicit consent for the disclosure of your personal data.
International Data Transfers
Personal data may be processed or stored by service providers located outside Thailand for operational reasons. When transfers occur, we seek to put in place appropriate safeguards such as contractual clauses, data processing agreements and technical measures to protect personal data consistent with applicable law.
Where data is transferred internationally, we rely on contractual protections, confidentiality obligations and, where available, recognized transfer mechanisms to protect personal data in line with legal requirements.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this policy, to meet contractual or legal obligations, and to resolve disputes and enforce agreements.
Account and client records are typically retained for the duration of the professional relationship and for a period thereafter consistent with statutory and regulatory retention requirements applicable to legal and business records in Thailand.
Communications and case-related correspondence are retained for as long as necessary to provide services and to meet legal and professional recordkeeping requirements, subject to periodic review.
System logs, access logs and security-related records are retained for operational and security purposes for periods aligned with internal policies and legal obligations.
On termination of services or following a valid request for erasure, we will take reasonable steps to delete or anonymize personal data unless retention is required by law or necessary for legitimate business purposes.
Security
usenotarysy implements administrative, technical and physical measures designed to protect personal data against unauthorized access, use, disclosure and loss. Measures are reviewed and updated periodically in line with operational needs and legal requirements.
- Encryption of data in transit using industry-standard transport security and encryption of sensitive stored data where appropriate.
- Access controls and authentication measures to limit access to personal data to authorized personnel with a business need to know.
- Regular employee training, incident response procedures and vendor assessments to maintain security and manage potential risks.
Exercising Your Rights
To exercise your rights regarding personal data or to submit queries about this policy, please contact us. We will respond within a reasonable time and in accordance with applicable laws. Requests may be subject to verification procedures to protect the security of personal data.
- You may request access, correction, restriction of processing, portability, erasure where applicable, or raise an objection to processing. Contact details are available via the usenotarysy website or at our office address.
- Right to access personal data we hold about you, including a copy of records related to account and transaction history.
- Right to request correction of inaccurate or incomplete personal data and to have updates applied where appropriate.
- Right to request deletion of personal data when processing is no longer necessary for the purposes supplied, subject to legal retention obligations.
- Right to restrict or object to processing of personal data for specific purposes such as direct marketing or profiling.
- Right to request a portable copy of personal data you provided in a structured, commonly used, machine-readable format where applicable.
- Right to lodge a complaint with an appropriate regulator in Thailand if you consider our handling of personal data does not comply with applicable law.
- Right to withdraw consent for processing activities that are based solely on consent, without affecting processing conducted under other lawful bases.
How to exercise your data rights
To exercise any of the rights listed above, submit a written request that clearly identifies the data subject, the nature of the request, and any supporting documentation. Requests may be submitted through the contact channels listed below. We will verify the requester’s identity to protect data from unauthorized disclosure before processing the request.
[email protected]
We aim to acknowledge requests within 5 business days and to provide a substantive response within 30 calendar days of receipt. In complex cases or where additional verification is required, response time may be extended and you will be notified of the reason for delay.
Marketing communications
usenotarysy may send informational or promotional communications about services relevant to enterprises. Communications are based on user preferences and lawful bases for processing. Marketing may include email newsletters, service updates, and announcements about regulatory changes that affect business operations in Thailand.
To unsubscribe from marketing communications, follow the unsubscribe link in any email or submit an opt-out request via the contact details below. Unsubscribe requests are processed promptly; you may continue to receive non-marketing messages related to your account or legal obligations.
Children and data
Our services are intended for businesses and authorised representatives. We do not target or knowingly collect personal data from children under the age of 18. If we become aware that we have collected personal data of a child without appropriate authorisation, we will take steps to delete that information in accordance with applicable law.
Third-party links
Our website and communications may contain links to third-party sites and services. Those third parties have their own privacy practices and policies, and we are not responsible for their content or handling of data. Review third-party privacy notices before sharing personal information with them.
Changes to this privacy policy
We may update this privacy policy to reflect changes in our operations, applicable law, or service offerings. Material changes will be posted on usenotarysy.club with an updated effective date. Continued use of our services after publication constitutes acceptance of the revised policy.