General Privacy Statement
mindbendne recognizes the importance of protecting personal information processed in connection with notarial services provided at our Bangkok office. This privacy statement describes what data we collect, why we collect it, how it is used, the legal bases for processing, and the rights available to individuals. Our approach is to minimize data collection, keep records for no longer than necessary for legitimate administrative or legal purposes, and to maintain reasonable technical and organizational safeguards appropriate for the sensitivity of the information handled.
Key Definitions
To ensure clarity, we define the principal terms used in this policy below. These definitions guide how we collect and treat data in the course of providing notarial and related administrative services.
What Data We Collect
We collect only the data necessary to perform requested notarial services, meet legal obligations, and manage appointments and records. Collection occurs through forms, email platform, in-person meetings, and secure uploads.
Data You Provide Directly
When you request notarial services or communicate with our team, you may provide the following categories of information:
- Identification documents (passport, national ID or equivalent) and copies required for identity verification during notarization.
- Contact details including email address and telephone number for appointment coordination and follow-up.
- Documents to be notarized such as contracts, powers of attorney, affidavits, and supporting exhibits.
- Information about transaction counterparts and relevant factual details necessary to perform accurate notarial acts.
- Payment and billing information necessary to process fees for services rendered.
- Explicit consent statements or declarations where required by law to proceed with certain types of notarization or document handling.
Data Collected Automatically
When you visit mindbendne.info or interact digitally with our systems, we may collect limited technical data to support site operation and security.
- Technical connection data such as IP address, browser type and version, and device information used for secure access.
- Access logs and timestamps for appointments and service requests to support operational records and auditing.
- Anonymous usage analytics to improve site navigation and informational content.
- Session identifiers used to maintain secure sessions while interacting with our scheduling or information pages.
- Error reports and diagnostic data collected to maintain service reliability and address technical issues.
- Cookies and similar technologies as described in our cookies section to enable basic functionality and optional analytics.
Data from Third Parties
In some cases we may receive data from third parties relevant to a notarial transaction or verification process. We limit such intake to what is necessary and rely on contractual or legal safeguards.
- Court orders, public records, or official registries consulted to verify legal facts or corporate status.
- Referrals and supporting documentation provided by counterpart counsel or authorized representatives.
- Payment processors who supply transactional records needed for billing reconciliation.
Why We Process Personal Data
We process personal data for specific, documented purposes directly related to delivering notarial services, complying with applicable law, and maintaining proper records.
- To verify identity and carry out the notarial act requested by the client.
- To schedule, administer and follow up on appointments and service delivery.
- To maintain secure records of notarial acts where retention is required for legal or administrative reasons.
- To manage billing, payments and business accountability for services provided.
- To respond to legal obligations, regulatory requests, or orders issued by competent authorities.
- To detect, prevent and contribute fraud, misuse or security incidents affecting our operations.
- To improve administrative processes and the informational content of mindbendne.info using aggregated, anonymized usage data.
- To communicate important updates about changes to procedures, legal requirements affecting notarization, or our services.
Legal Bases for Processing
We rely on appropriate legal bases to process personal data, selected according to the type of data and the purpose of processing under applicable Thai law and relevant international frameworks where applicable.
- Processing necessary to perform a contract or to take steps at a client’s request prior to entering a contract (e.g., completing a requested notarial act).
- Processing necessary for compliance with a legal obligation, such as record-keeping or disclosures required by statute or court order.
- Processing based on legitimate interests for administrative, security and fraud prevention purposes, balanced against individual privacy rights.
- Processing based on explicit consent where a client voluntarily provides consent for optional activities (such as marketing communications or certain data-sharing arrangements).
Rights of Data Subjects
Where applicable, individuals have rights in relation to their personal data. We describe how to exercise these rights and the conditions that apply.
- Right to access: request a copy of personal data we hold about you and information about how it is used.
- Right to rectification: request correction of inaccurate or incomplete personal data submitted for notarization.
- Right to restriction: request limitation on processing where accuracy is contested or processing is unlawful.
- Right to objection: object to processing based on legitimate interests where grounds exist relating to your particular situation.
- Right to data portability: where technically feasible, request transfer of personal data to another controller in a structured, commonly used format.
- Right to withdraw consent: where processing is based on consent, you may withdraw consent for future processing without affecting lawfulness of prior processing.
Data Sharing and Disclosure
We share personal data only when necessary to provide services, comply with legal obligations, or as otherwise directed by you with clear authority. Third-party recipients are selected carefully and subject to appropriate safeguards.
- Service providers who perform processing tasks on our behalf under written contracts (e.g., secure document storage, payment processing, IT support).
- Legal and regulatory authorities where disclosure is required by law, court order, or to respond to official contribute.
- Counterparties and authorized representatives involved in the same transaction when disclosure is necessary to complete a notarial act and with client consent where required.
- Court-appointed custodians or archival services when mandated for long-term retention of official notarial records.
- Professional advisers such as translators or legal advisors engaged by or with the consent of the client to assist with a matter.
- Aggregated or anonymized datasets used for internal analysis and service improvement that cannot reasonably be used to identify individuals.
International Transfers
Personal data may be transferred outside Thailand only when necessary for the provision of services or to comply with legal obligations. Such transfers will be subject to safeguards appropriate to the risk and in accordance with applicable law and contractual protections.
When transfers occur, we rely on contractual clauses, limited data minimization, access controls, and assessment of recipient safeguards to reduce privacy risk. We will not transfer data abroad without appropriate legal basis or required protections.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, to satisfy legal record-keeping requirements, or to resolve disputes.
Administrative records and client files related to completed notarial acts are retained in secure records for a period consistent with Thai statutory or professional requirements and typical practice for notarial archives.
Email correspondence and communications relevant to a notarial matter are retained for a period necessary to manage the case and for any required follow-up or dispute resolution.
Access logs and technical records are retained for a limited period to support security monitoring and incident contribute, with periodic deletion or anonymization.
When retention periods expire or data is no longer required, we will securely delete or anonymize personal data in a manner appropriate for the format and sensitivity of the records.
Security Measures
At mindbendne we treat personal data with professional care. We maintain organizational and technical measures designed to protect information collected through our notary services and website interactions. Access to client records is limited to authorized personnel who require the information to perform their duties. We continuously review our controls to reflect changes in technology and legal expectations in Thailand.
- Encrypted transmission of form data using industry-standard TLS to prevent interception during submission.
- Role-based access controls and logged administrative access to client files and sensitive records.
- Regular backups and secure storage for notarized documents with controlled retention and deletion policies.
Your Rights Regarding Personal Data
Under applicable data protection practices relevant to our operations in Thailand, visitors and clients of mindbendne have a set of rights concerning their personal information. We aim to respond to requests in a timely and documented manner, and to provide clear options for managing data processed for notarial and administrative purposes.
- Right to access: you may request a copy of personal data we hold about you.
- Right to rectification: you may ask us to correct inaccurate or incomplete information.
- Right to restriction: you can request limitation of processing in certain circumstances, such as while accuracy is being verified.
- Right to object: you may object to processing that is based on our legitimate interests where applicable.
- Right to deletion: you may request removal of personal data if retention is no longer necessary and no legal requirement prevents deletion.
- Right to data portability: where relevant, you can request a structured, machine-readable copy of the data provided by you.
- Right to lodge a complaint: you may raise concerns with local supervisory authorities if you consider our processing unlawful.
- Right to withdraw consent: where processing relies on consent, you can withdraw it at any time without affecting processing prior to withdrawal.
How to Make a Rights Request
To exercise any of the rights above, submit a written request to our privacy team. Include your full name, a description of the records or processing you are inquiring about, and a form of identification when required for verification. We may need reasonable details to locate the data and to verify your identity before processing the request.
We will acknowledge receipt of your request within 5 business days. We aim to provide a substantive response within 30 calendar days. Where requests are complex or numerous, we will inform you and extend the response period with justification.
Marketing Communications
mindbendne uses contact information provided by clients and subscribers only for communications that relate to our notarial services, appointment reminders, and occasional service updates. Marketing emails are only sent to those who have opted in or where there is a legitimate interest consistent with professional-client relationships.
You may opt out of receiving marketing messages at any time by using the unsubscribe link in emails or by contacting our office. Opting out will not affect necessary administrative or service-related communications.
Information About Children
mindbendne does not intentionally collect personal data from minors for notarial services. If we become aware that information about a minor has been collected without parental consent when consent is required, we will take steps to delete that information in accordance with applicable law.
Third-Party Links and Services
Our website may provide links to external resources or use third-party services for analytics, scheduling, or payment facilitation. These services operate under their own privacy policies. Accessing those links or using third-party features means you should review the relevant provider's privacy statements before submitting information.
Changes to This Privacy Policy
Periodic updates to this privacy statement may be necessary to reflect new legal, technical, or business developments. When substantial changes occur, we will post the revised effective date and, where appropriate, provide prominent notice on mindbendne.info. Continued use of the site after changes indicates acceptance of the updated policy.
Contact Information for Privacy Matters
For questions or requests regarding personal data, contact mindbendne privacy coordinator at: Tai Soi Suphaphong 3 Yaek 8, Bangkok District, Bangkok 10250, Thailand; Phone: +66974612621; Business ID: 0982880708585. Written requests and detailed inquiries can be sent via the contact form on mindbendne.info/contact.
- +66974612621
- [email protected]
- Tai Soi Suphaphong 3 Yaek 8, Bangkok District, Bangkok 10250, Thailand