Privacy Policy
Last updated July 2026
1. Introduction
Notrexon Ltd (“Notrexon”, “we”, “us” or “our”) is a company registered in England and Wales. We provide online notarisation and apostille services through our website notrexon.co.uk and our booking application at app.notrexon.co.uk (together, the “Site” and “Platform”).
This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have over it. We are the data controller for the personal information described in this Policy, and we process it in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
If you have any questions about this Policy or how we handle your information, please contact us using the details in Section 15.
2. Information We Collect
Information you provide to us. When you use our services, we collect the information you give us, which may include: your name, email address, telephone number and postal address; the documents you upload for notarisation or apostille; details of other signers or witnesses you add to a session; delivery addresses for couriered documents; and the content of your communications with us (including enquiries sent through our contact forms and email).
Identity verification information. To perform a legally valid notarisation we must verify your identity. This may include copies of your passport, driving licence or other government-issued identification, and the results of identity and facial verification checks described in Section 5.
Payment information. Payments are handled by our payment processor. We do not store your full card number on our systems; we receive confirmation of payment, the amount, and limited billing details (such as your billing country) needed to administer your order
Video and audio recordings. Notarisation sessions are conducted by live video call. As required for the integrity of the notarial act, sessions may be recorded, and the recording forms part of the notarial record (see Section 6).
Information collected automatically. When you visit the Site we collect technical information such as your IP address, browser type, device information, pages viewed and how you arrived at the Site. Where you have given consent, we also collect analytics and advertising measurement data as described in Section 7. For details of the cookies we use, please see our Cookie Policy.
3. How We Use Your Information
We use your personal information to: provide our notarisation, apostille and related services, including verifying your identity, conducting video sessions and delivering completed documents; take payment and administer your order; communicate with you about your booking, respond to enquiries and provide customer support; create and retain notarial records as required by law; comply with our legal and regulatory obligations, including anti-fraud and anti-money-laundering requirements; understand how visitors use the Site and improve our services and marketing (only with your consent where this involves non-essential cookies or similar technologies); send you marketing communications where you have agreed to receive them; and protect our business, users and personnel, and establish, exercise or defend legal claims.
4. Legal Bases for Processing
We rely on the following legal bases under UK GDPR:
Contract. Most of our processing is necessary to provide the services you have requested — for example, processing your documents, verifying your identity for a booked session, conducting the video session and delivering your notarised or apostilled documents.
Legal obligation. Some processing is required by law — for example, creating and retaining notarial records, retaining accounting records, and carrying out identity checks required for the validity of notarial acts.
Consent. We rely on your consent for all non-essential cookies and similar technologies, including analytics (Google Analytics, Microsoft Clarity, Hotjar), advertising measurement (Google Ads conversion tracking) and marketing communications. These tools do not run until you accept the relevant categories in our cookie consent banner, and you may withdraw consent at any time via the banner or by contacting us.
Explicit consent. Where our identity checks involve biometric data (see Section 5), we rely on your explicit consent, which we ask for before the check is performed.
Legitimate interests. We rely on legitimate interests only for: customer service; protecting our users, personnel and property; managing user accounts; analysing and improving our business using data that does not involve non-essential cookies; and managing legal issues.
5. Identity Verification and Biometric Data
Our identity verification process may include a biometric facial comparison check, which compares a live image of your face against the photograph in your identity document. Biometric data used to uniquely identify a person is special category data under UK GDPR, and we process it only with your explicit consent, obtained before the check is carried out. If you do not wish to consent, contact us before your session to discuss whether an alternative verification method is available; without adequate identity verification we may be unable to provide the notarisation service. We use trusted third-party technology providers to assist with document and identity verification; these providers act under contract and process your information only on our instructions.
6. Notarial Records, Recordings and Retention
Completed documents are available to you through the Platform for 7 days after your notarisation or apostille is completed, after which your access through the Platform is removed. We destroy documents we are not required to store. Notarial records — including the electronic record of the notarisation and, where made, the video and audio recording of the session — are retained for as long as applicable law and professional notarial rules require. Booking, payment and accounting records are retained for the periods required by UK tax and company law. Where none of the above applies, we keep personal information only for as long as necessary for the purposes described in this Policy, and then delete or anonymise it.
7. Online Analytics, Advertising and Behavioural Tracking
In line with the industry, we use the following third-party tools on notrexon.co.uk. Except where stated, these tools only operate after you grant consent via our cookie consent banner (provided by Cookiebot). You can change or withdraw your consent at any time using the banner settings.
Google Tag Manager (Google Ireland Ltd / Google LLC). We use Google Tag Manager (“GTM”) to manage and deploy measurement tags on the Site. GTM itself does not collect personal data; it controls when other tools listed here may run, in accordance with your consent choices under Google Consent Mode v2. Analytics and advertising storage are set to “denied” by default and are only enabled after you accept the relevant categories in the consent banner.
Microsoft Clarity (Microsoft Corporation). We use Microsoft Clarity to understand how visitors use the Site through session replay, heatmaps and interaction metrics. Before you give consent, Clarity runs in cookieless mode and does not set cookies on your device. If you grant Analytics consent, Clarity may set cookies and associate your session with a persistent identifier. Data is processed by Microsoft; details are available in Microsoft’s privacy statement.
Hotjar (Hotjar Ltd, part of Contentsquare). We use Hotjar to collect user behaviour and feedback (session recordings, heatmaps, surveys). Hotjar does not load at all until you grant Analytics consent via the consent banner. Details are available in Hotjar’s privacy policy.
Google Analytics (Google Ireland Ltd / Google LLC). We use Google Analytics to analyse Site usage. It is consent-gated as described above. You may additionally install the Google Analytics Opt-out Browser Add-on.
Google Ads conversion tracking and first-party attribution. If you arrive at the Site from one of our Google Ads advertisements, we may capture the Google Click Identifier (GCLID), campaign parameters (UTM tags) and your entry referrer in a first-party cookie and in our own systems, in order to measure which advertising led to a purchase and to report aggregate conversion data back to Google Ads. This measurement is consent-gated in line with Google Consent Mode v2. Advertising identifiers are not used to build profiles about you beyond measuring our own advertising effectiveness.
Consent management (Cookiebot / Usercentrics A/S). Our consent banner is provided by Cookiebot, which records your consent choices. The consent record itself is stored on the basis of our legal obligation to demonstrate consent under UK GDPR.
This section applies to notrexon.co.uk. Our booking application at app.notrexon.co.uk uses only strictly necessary cookies required to provide the service you request.
8. Who We Share Your Information With
We share personal information only where necessary to provide our services or where the law requires it, with: the notaries who perform your notarisation, and any witnesses or additional signers involved in your session; the UK Foreign, Commonwealth & Development Office (FCDO) and, where relevant, embassies or consulates, for apostille and attestation services; couriers and postal providers, to deliver paper documents; our payment processor, to take payment; identity and document verification technology providers, to carry out the checks described in Section 5; IT, hosting, scheduling, video conferencing and communications providers who support the operation of the Platform; the analytics, advertising and consent-management providers listed in Section 7, in accordance with your consent choices; and professional advisers, regulators, law enforcement or courts, where disclosure is required to comply with a legal obligation or to establish, exercise or defend legal claims. We do not sell your personal information.
9. International Transfers
Some of your information may be processed outside the UK, including by the providers named in Sections 5, 7 and 8 (such as Google, Microsoft, Hotjar/Contentsquare, Usercentrics and our payment processor). Where information is transferred outside the UK, we rely on adequacy regulations, the UK International Data Transfer Agreement/Addendum, or other safeguards recognised under UK GDPR. You can contact us for more information about the safeguards applied to a particular transfer.
10. Data Security
We use technical and organisational measures to protect your information, including encryption of data in transit and at rest, access controls, and secure document storage. Communication between your browser and the Site is encrypted. No method of transmission or storage is completely secure, but we work to protect your information against unauthorised access, loss and misuse, and we will notify you and the Information Commissioner’s Office where the law requires in the event of a personal data breach.
11. Your Rights
Under UK GDPR you have the right to: request access to the personal information we hold about you; request correction of inaccurate or incomplete information; request erasure of your information (subject to legal retention obligations, including those applying to notarial records); object to, or request restriction of, certain processing; request a copy of information you provided to us in a portable format; withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal; and object at any time to direct marketing. To exercise any of these rights, contact us using the details in Section 15. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, although we would welcome the opportunity to address your concerns first.
12. Children
Our services are intended for adults and are not directed at children. We do not knowingly collect personal information directly from children. Where a document relates to a child — for example, a child travel consent form — the information is provided to us by a parent or legal guardian, and we process it only as needed to provide the requested service.
13. Third-Party Websites
The Site may contain links to third-party websites. This Policy applies only to Notrexon. We are not responsible for the privacy practices of other websites, and we encourage you to read the privacy policy of any site you visit.
14. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page, and where changes are material we will take reasonable steps to bring them to your attention. Please review this page periodically.
15. Contact Us
If you have questions or requests regarding this Privacy Policy or your personal information, you can contact us by email at [email protected] or through our Contact Us page at notrexon.co.uk/contact-us.
