Privacy Policy — UrkundLabNet

Definitions

This section clarifies terms used in this policy so readers can follow the examples and scenarios that describe how data flows during notary services.

Personal data: any information relating to an identified or identifiable natural person, including name, contact details, identity documents, and transactional records used in notary workflows.

Processing: any operation performed on personal data, such as collection, recording, organisation, storage, retrieval, consultation, use, disclosure, or erasure in the context of delivering notary services.

User: an individual who interacts with UrkundLabNet.pro or is a client of UrkundLabNet for notary-related services, including signatories, requesters and authorised representatives.

Service: notary, certification, identity verification, apostille facilitation and related document handling services provided by UrkundLabNet.

Cookies: small files stored on a user's device by the website to remember preferences, session status and anonymised analytics information used to improve service delivery.

Purposes of processing

We process personal data to perform the notary services you request, to meet legal obligations and to operate the website. Below are concrete purposes illustrated with typical case uses.

• To provide and manage notary services, including document certification and identity verification in scenarios such as property transactions.
• To process payments and billing for services ordered through UrkundLabNet.pro.
• To verify identity and validate documents required by authorities as part of apostille, consular or cross-border certification procedures.
• To communicate with clients about case status, scheduling and required next steps based on examples from prior cases.
• To maintain logs and audit trails that demonstrate chain of custody for documents in dispute scenarios.
• To improve services and user experience by analysing anonymised usage patterns from representative casework.
• To detect and prevent fraud or misuse of our platform during identity checks and document uploads.
• To comply with legal and regulatory obligations applicable to notarial acts in Switzerland and in cross-border contexts.

Legal basis for processing

We rely on one or more lawful bases when processing personal data. The relevant basis depends on the specific activity and the context of the case.

• Contractual necessity: processing required to perform the notary service you requested or to take steps prior to entering into a service agreement.
• Legal obligation: processing necessary to comply with statutory or regulatory duties related to notarisation and anti-funds-laundering checks.
• Consent: when you explicitly consent to certain activities such as optional marketing communications or additional data sharing.
• Legitimate interests: where processing is necessary for operational security, fraud prevention or improving service delivery while balancing individual rights.

Data subject rights

Subject to applicable law, individuals may exercise several rights in relation to their personal data. Below are the common rights and practical guidance on when they apply in the context of notary services.

• Right of access: request a copy of personal data we hold about you and explanations of processing activities in specific cases.
• Right to rectification: request correction of inaccurate or incomplete personal data used in a notarial file.
• Right to erasure: request deletion where retention is not required by law or contractual obligations, with illustrative timelines for typical case files.
• Right to restriction of processing: request temporary suspension of processing while a dispute about accuracy is resolved.
• Right to data portability: request a structured, commonly used electronic format for personal data you provided when technically feasible.
• Right to object: object to processing based on legitimate interests, for example in analytics or certain marketing uses, subject to overriding legal obligations.

Cookies and similar technologies

We use cookies to support website functionality, session management and anonymous analytics that help us refine workflows demonstrated in our case studies.

Types of cookies used include session cookies for service login, persistent cookies for preferences, and third-party analytics cookies for anonymised usage insights.

Cookie categories: essential (site operation), functional (preferences), analytics (usage patterns) and marketing (with explicit consent).

You can manage cookie preferences through your browser settings and through the cookie consent tool on UrkundLabNet.pro. Disabling certain cookies may affect site functionality and case tracking features.

Detailed cookie policy

Data sharing

We share personal data only as necessary to deliver services, comply with laws, or support the scenarios described in our case examples. Sharing is limited and subject to safeguards.

• Service providers such as identity verification partners, payment processors and cloud hosting providers under data processing agreements.
• Public authorities and courts when disclosure is required by law, for example in legal compliance checks tied to notarisation.
• Professional advisors and auditors when this is necessary for legal or tax compliance in specific operational scenarios.
• Third parties in the event of corporate reorganisation, sale or transfer of business assets, and only within the limits of applicable law.
• Affiliates and authorised representatives acting on behalf of clients in particular cases, with client consent or legal basis.
• Anonymised and aggregated data that cannot reasonably be reidentified, used for service improvement and illustrative case analyses.

International data transfers

Some processing may involve transferring personal data to countries outside Switzerland or the EEA to support hosting, verification or cross-border notary tasks. Such transfers are evaluated on a case-by-case basis to ensure an adequate level of protection.

When transfers occur, safeguards include standard contractual clauses, careful vendor selection and technical measures such as encryption. Transfers are limited to what is necessary for the specific scenario, for example verifying a foreign authority’s requirements.

Data retention

Retention periods depend on the nature of the data and legal or operational needs. Below are typical retention rules applied to common notary case files.

Account and profile information is retained for as long as the account is active and thereafter for a limited period to meet legal and administrative needs, typically aligned with Swiss statutory requirements relevant to notarial records.

Communications and case-related messages are kept for the duration necessary to provide the service and to address subsequent inquiries or disputes; common retention windows are described in the client onboarding examples.

System logs and audit trails supporting chain-of-custody and security contribute are retained for a period suitable to the risk profile and compliance needs, while balancing data minimisation principles.

When retention periods expire or when deletion is requested and permitted by law, we remove or anonymise data in a manner consistent with operational continuity. Deletion timelines depend on the data type and applicable legal obligations and are illustrated by practical cases in our documentation.

Security measures

UrkundLabNet applies organisational, technical and administrative safeguards to protect personal data against unauthorised access, alteration, disclosure or destruction. Security choices reflect common threat scenarios observed in document-handling services and are reviewed periodically.

• Encryption of data in transit and at rest for documents and identity materials handled during notarisation processes.
• Access controls and role-based permissions to ensure only authorised personnel can access case files and audit logs.
• Monitoring, incident response procedures and regular security assessments to identify and mitigate risks relevant to notary workflows.

Your data rights

At UrkundLabNet we provide several rights to individuals regarding their personal data. Below we describe those rights with practical examples and simple scenarios so you can act with confidence and clarity when you interact with our notary document services.

• Access: You can request a copy of personal data we hold about you. Example: a client who needs all signed document records for a property sale can request an extract that shows processing dates, notary actions and file references.
• Correction: If information we hold is inaccurate or incomplete you may ask us to correct it. Scenario: if your name was entered with a typographical error on a power of attorney form, tell us which record and we will update the entry after verification.
• Erasure (delete): You may request deletion of personal data where legal grounds permit. Case: a temporary draft uploaded for review can be removed upon request if it is not part of an executed notarial record and retention rules allow deletion.
• Restriction of processing: You may ask us to limit how we use your data in certain circumstances. Example: if a dispute over document validity is ongoing, you can request restriction while the issue is under review.
• Data portability: Where feasible we provide personal data in a structured, machine-readable format for transfer to another provider. Practical case: moving client records from UrkundLabNet to another notary platform for ongoing legal work.
• Objection to processing: You can object to specific processing activities based on personal grounds. Scenario: objection to direct marketing communications—processing for that purpose will be stopped upon receipt of a valid objection.
• Withdraw consent: If you previously provided consent for a particular processing activity (for example, optional identity verification for expedited service) you may withdraw that consent at any time; withdrawal affects future processing.
• Complaint to authorities: If you consider our handling of personal data inappropriate you may lodge a complaint with the Swiss data protection authority or other competent regulator. We provide practical guidance on the steps in our response to such cases.

How to exercise your rights

To exercise any of the rights above, contact our data protection point with a clear description of your request and relevant identifiers (case ID, document number, date). Provide copies of identification where necessary for verification. Typical requests include access to a notarised file, correction of a client record, or deletion of temporary drafts.

[email protected]

We aim to respond to rights requests promptly and typically within 30 days of receipt. Complex requests or those requiring verification may take longer; if additional time or information is required we will notify you and provide a schedule and explanation.