The following notes first inform you about the processing of personal data when you visit this website, followed by information on data protection in our notarial activities. In case of doubt, the German version is authoritative.
Data protection on this website
1. Controller
The controller responsible for data processing on this website is:
Dr. Maximilian Pechtl, acting notary (Notariatsverwalter)
Schwenninger Str. 2
78048 Villingen-Schwenningen, Germany
Phone: +49 7721 99441-10
Email: renz@notare-renz-flum.de
The controller decides, alone or jointly with others, on the purposes and means of processing personal data (e.g. names, contact details). The contact details of the data protection officer can be found below under “Data protection in the notary’s office”.
2. Hosting by ALL-INKL.COM
This website is hosted externally by ALL-INKL.COM – Neue Medien Münnich, owner René Münnich, Hauptstraße 68, 02742 Friedersdorf, Germany, on servers in data centres in Germany.
Personal data collected on this website is stored on the host’s servers. This may include in particular IP addresses, meta and communication data, website access and other data generated by a website. Hosting is carried out in the interest of a secure, fast and efficient provision of our online offering by a professional provider (Art. 6 (1) (f) GDPR).
Our host processes your data only to the extent necessary to fulfil its service obligations and follows our instructions regarding this data. We have concluded a data processing agreement with it (Art. 28 GDPR). Further information: all-inkl.com/datenschutzinformationen.
3. Server log files
When you access this website, information that your browser transmits automatically is processed for technical reasons, in particular IP address, date and time of the request, the page accessed, and the browser and operating system used. This data is necessary to deliver the website and ensure its security and stability. It is not combined with other data sources. Legal basis: Art. 6 (1) (f) GDPR.
4. Cookies and local storage
This website does not use cookies or any analytics or tracking services. Only to operate the navigation, your browser’s session storage temporarily records whether the menu is open; this information is deleted automatically when the browser window is closed and is not transmitted to us. Legal basis: Section 25 (2) No. 2 TDDDG in conjunction with Art. 6 (1) (f) GDPR.
5. Fonts
The fonts used on this website are hosted locally on our server. No connection to third-party servers (e.g. Google Fonts) is established when the pages are accessed.
6. Enquiries by email, phone or fax
If you contact us by email, phone or fax, your enquiry including all resulting personal data (name, enquiry) is stored and processed by us for the purpose of handling your request. We do not pass on this data without your consent.
Processing is based on Art. 6 (1) (b) GDPR if your enquiry relates to the performance of a contract or is necessary for pre-contractual measures. If your enquiry concerns notarial activity, the legal bases set out under “Data protection in the notary’s office” apply. In all other cases, processing is based on our legitimate interest in effectively handling enquiries (Art. 6 (1) (f) GDPR).
The data you send us remains with us until you ask us to delete it or the purpose of storage no longer applies (e.g. after your enquiry has been dealt with). Mandatory statutory provisions, in particular retention periods, remain unaffected.
7. Online forms
Our website is linked to a button for online data collection that allows you to send us data via an online form. If you use this online service provided by NotarNow (LegalNow GmbH, Mozartstraße 4, 80336 Munich, Germany), your information, including the contact details you provide there, is automatically stored briefly on the NotarNow servers for the purpose of processing your request and in case of follow-up questions, and is then forwarded to us. The data is transmitted in encrypted form using Secure Socket Layer transport encryption (SSL/TLS).
Storage serves solely for processing or contacting the person concerned. The data is not passed on to any other third parties. The legal basis for processing is Art. 6 (1) (b) GDPR if your request relates to the performance of a contract or is necessary for pre-contractual measures. In all other cases, processing is based on our legitimate interest in effectively handling the requests addressed to us (Art. 6 (1) (f) GDPR) or on your consent (Art. 6 (1) (a) GDPR), if requested.
The data you enter in the online form remains with us until you ask us to delete it, withdraw your consent to storage, or the purpose for storing the data no longer applies (e.g. after your request has been processed). Mandatory statutory provisions – in particular retention periods – remain unaffected.
If you use the “save for later” function, your online form entries are stored in encrypted and anonymised form for 30 days. If the online form is not submitted to us within these 30 days, the form entries are deleted completely and automatically. In this case, you do not need to request deletion.
8. Links to Google Maps
On some pages we link to the Google Maps service of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. This is a simple link; no map is embedded on this website. A connection to Google is only established when you click the link and open Google’s page, where Google’s privacy policy applies: policies.google.com/privacy.
9. YouTube videos
On some pages we embed videos from the YouTube platform, provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. We use the privacy-enhanced mode (youtube-nocookie.com). The video is only loaded when you explicitly start it by clicking. Only then does your browser connect to YouTube’s servers, transmitting in particular your IP address. This information may be transferred to Google servers in the USA.
The legal basis is your consent (Art. 6 (1) (a) GDPR and Section 25 (1) TDDDG), given by clicking the video. You can withdraw your consent at any time with effect for the future, e.g. by reloading the page. Transfers to the USA are based on the EU Commission’s standard contractual clauses (privacy.google.com/businesses/gdprcontrollerterms/sccs). Google is also certified under the EU-US Data Privacy Framework (dataprivacyframework.gov/participant/5780). Further information: policies.google.com/privacy.
10. SSL/TLS encryption
For security reasons and to protect the transmission of confidential content, this site uses SSL/TLS encryption. You can recognise an encrypted connection by the address bar beginning with “https://” and the lock symbol in your browser. When SSL/TLS encryption is active, the data you send us cannot be read by third parties.
Data protection in the notary’s office
Who is responsible and whom can you contact?
The controller for the processing of your personal data is Dr. Maximilian Pechtl as acting notary (Notariatsverwalter). For all data protection enquiries you can contact him or the office’s data protection officer as follows:
Controller
Dr. Maximilian Pechtl, acting notary
Address: Schwenninger Str. 2, 78048 Villingen-Schwenningen, Germany
Phone: +49 7721 99441-10
Fax: +49 7721 4095750
Email: renz@notare-renz-flum.de
Data protection officer
Sunny Mohar
Address: Schwenninger Str. 2, 78048 Villingen-Schwenningen, Germany
Phone: +49 7721 99441-10
Email: renz@notare-renz-flum.de (subject “Datenschutz”)
What data do we process and where does it come from?
We process personal data that we receive from you or from third parties instructed by you (e.g. lawyer, tax adviser, estate agent, bank), such as
- personal details, e.g. first name and surname, date and place of birth, nationality, marital status; in individual cases your birth register number;
- contact details, e.g. postal address, phone and fax numbers, email address;
- for real estate contracts, your tax identification number;
- in certain cases, e.g. marriage contracts, wills, inheritance contracts or adoptions, also data on your family situation and assets and, where applicable, information on your health or other sensitive data, e.g. because it serves to document your legal capacity;
- in certain cases also data from your legal relationships with third parties, such as file numbers or loan or account numbers at banks.
We also process data from public registers, e.g. the land register, commercial register and register of associations.
For what purposes and on what legal basis is the data processed?
As acting notary, Dr. Pechtl holds a public office. This official activity is performed in the public interest in an orderly preventive administration of justice and in the exercise of official authority (Art. 6 (1) sentence 1 (e) GDPR).
Your data is processed exclusively to carry out the notarial activity requested by you and any other parties involved in accordance with notarial official duties, e.g. to prepare draft deeds, to notarise and execute transactions or to provide advice. Processing is therefore always based on the applicable professional and procedural rules, mainly the Federal Notarial Code and the Notarisation Act. These rules also give rise to the legal obligation to process the necessary data (Art. 6 (1) sentence 1 (c) GDPR). If the data requested from you is not provided, the (further) performance of the official act would have to be refused.
To whom do we disclose data?
The acting notary is subject to a statutory duty of confidentiality, which also applies to all employees and other persons instructed. We may therefore only disclose your data if and to the extent that we are obliged to do so in individual cases, e.g. due to reporting obligations to the tax authorities, or to public registers such as the land registry, commercial register or register of associations, the Central Register of Wills, the Central Register of Powers of Attorney, courts such as probate, guardianship or family courts, or authorities. Within the framework of professional supervision, we may also be obliged to provide information to the Chamber of Notaries or the supervisory authority, which are in turn subject to official confidentiality. Possible recipients acting as processors are our external IT service provider, notary software providers, web hosts and NotarNet GmbH.
Otherwise, your data is only disclosed if we are obliged to do so on the basis of declarations made by you or if you have requested the disclosure.
Is data transferred to third countries?
Your personal data is only transferred to third countries at your specific request or if and to the extent that a party to the deed is resident in a third country.
How long is your data stored?
We process and store your personal data within the scope of the statutory retention obligations. Under Section 50 (1) of the Regulation on the Keeping of Notarial Files and Registers (NotAktVV), the following retention periods apply to notarial documents:
- register of deeds, electronic collection of deeds, collection of inheritance contracts and special collection: 100 years,
- paper-based collection of deeds, custody register and general files: 30 years,
- collective files for bill of exchange and cheque protests and ancillary files: 7 years; the notary may stipulate a longer retention period in writing at the latest when last working on the ancillary file, e.g. for dispositions upon death or in the event of a risk of recourse; this may also be stipulated generally for certain types of legal transactions.
After the retention periods expire, your data is deleted or the paper documents destroyed, unless we are obliged under Art. 6 (1) sentence 1 (c) GDPR to store them for longer due to tax and commercial retention and documentation obligations (under the German Commercial Code, Criminal Code, Money Laundering Act or Fiscal Code) or professional rules for the purpose of conflict checks.
What rights do you have?
You have the right
- to request information as to whether we process personal data about you and, if so, for what purposes, which categories of data, to whom it has been disclosed, how long it will be stored and what rights you have (Art. 15 GDPR);
- to have inaccurate personal data concerning you corrected and incomplete data completed (Art. 16 GDPR);
- to request the erasure of your personal data if there is a legal reason for erasure (cf. Art. 17 GDPR) and processing is not required to fulfil a legal obligation or for other overriding reasons within the meaning of the GDPR;
- to request that we restrict the processing of your data, e.g. while we examine your claim to rectification or objection, or if we reject your request for erasure (cf. Art. 18 GDPR);
- to object to processing that is necessary for us to perform tasks in the public interest or exercise our public office, on grounds relating to your particular situation (Art. 21 GDPR);
- to lodge a complaint with a supervisory authority. The authority responsible for us is the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg, Heilbronner Straße 35, 70191 Stuttgart (postal address: Postfach 10 29 32, 70025 Stuttgart), phone +49 711 615541-0, email poststelle@lfdi.bwl.de. A complaint may be lodged with any supervisory authority.
Do you have any further questions? Our data protection officer will be happy to help.