Notaries handle some of the most sensitive data there is: identity documents, family situations, financial details and property records — held in deeds that must be archived for decades. It's high-trust work, yet much of it sits on shared drives with no access control and an unclear legal basis, in archives nobody ever secured.
The reality
None of this is malicious — it's just how decades of deeds and documents pile up. But each one is a real GDPR gap that a client, a regulator or an incident can turn into a serious problem.
Scanned deeds and identity documents live on one shared drive that everyone in the office can open — no encryption, no access levels, no record of who looked at what.
The notary, clerks and trainees all reach the same files. There's no distinction between who should see a draft, a financial statement or a sensitive family deed.
Decades of archives are kept with no policy beyond the legal minimum — drafts, copies of IDs and working files that should have been destroyed sit there forever.
Documents are emailed to banks, the land registry and clients as plain attachments — interceptable, mis-sendable and sitting in inboxes outside the office's control.
The archive's backups are partial, old or never tested. Nobody knows whether decades of deeds could actually be restored after ransomware or hardware failure.
If the archive is compromised there's no procedure: no way to assess the impact, no clear decision on reporting within 72 hours, no records to show the authority.
It only takes one. One compromised drive, one mis-sent email, one client asking "who has access to my deed and why?" — any of these can turn into a complaint to the data protection authority or a reportable breach. The fix is far cheaper than the incident.
The fix
We don't hand you a policy and leave. We change how data actually flows through your office, while respecting your legal duty to archive deeds.
Role-based access for the notary, clerks and trainees, with audit logs that record who opened which deed and when — so you can always answer that question.
The digital archive encrypted at rest and in transit, so a stolen drive or laptop doesn't mean exposed identity, family and financial records.
A retention and destruction schedule aligned to your legal archiving duties — keep what the law requires, securely destroy the drafts and copies you don't.
Encrypted, verified channels for sending and receiving documents with banks, registries and clients — replacing plain email attachments.
Reliable, encrypted backups of the archive with a tested disaster-recovery plan — so decades of deeds survive ransomware or hardware failure.
A simple breach procedure for a compromised archive, plus the records of processing an authority will ask for — so you can report, not improvise.
How we work
We follow a real file end-to-end: where the IDs, the deed and the financial details go, who can reach them and on which device or tool.
We flag the non-compliant flows and the concrete risks across the archive — prioritised, in plain language, not a 90-page report.
We set up access control, encryption, retention, secure exchange and tested backups — and move you off shared drives and plain email.
A short team briefing, a breach plan and the records of processing — so the archive stays compliant day to day.
FAQ
The questions notary offices ask us most.
Tell us how your office stores and exchanges documents today. We'll show you the gaps and the fix — response within 4 working hours, no commitment.
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