Privacy Policy — General Overview
Solenya operates the notary service available at znovas.pro. This policy explains how we collect, use, store and share personal data when providing notarial, document verification and related advisory services. We describe concrete scenarios to illustrate processing in practice: for example, when notarizing a property transfer we collect identity documents and contact details to confirm parties; when supporting a company incorporation we retain correspondence and signed forms to maintain an audit trail. This policy applies to clients, their representatives and visitors to our website and offices at 40A Orchard Road, Singapore, 238838. Business ID: S6214816A. Effective date of this policy is 12-05-2026. If you are acting on behalf of another person, please ensure you have the right to share their information with Solenya.
Definitions
To help you understand this policy, we define key terms used throughout. Examples and short scenarios follow each definition to show practical application inside Solenya's notary workflows.
What data we collect
We collect data directly from you, automatically when you interact with our site or services, and from third parties necessary to complete notarial tasks. Below are organized lists and practical examples that reflect typical notary scenarios.
Data you provide directly
When you create an appointment, submit documents, or correspond with Solenya, you provide information we need to perform the requested notarial services. Typical items include:
- Full name and contact details (email, phone) used to confirm appointments and deliver final documents.
- Identity documents (passport, national ID) and copies of notarized papers submitted as evidence for identity verification or transaction support.
- Transaction details and case descriptions (e.g., property transfer case number, power of attorney details) necessary to prepare and witness correct legal forms.
- Uploaded files such as contracts, affidavits, powers of attorney, certified copies and corporate paperwork required for the notarial act.
- Billing and invoicing information when payment is processed through our systems or third-party processors (note: card details are handled by payment providers).
- Communications you send to us, including emails, messages initiated via booking forms, and notes supplied by your authorized representative.
Data collected automatically
When you use znovas.pro or interact with our online appointment system, we collect technical and usage data to operate and improve the service. Examples include:
- Log data such as IP address, browser type, device model and timestamps for access to our booking and document portals.
- Cookies and similar identifiers used to maintain sessions, remember language and appointment preferences.
- Usage analytics showing which guidance pages or case examples users consult most often, used to improve our case-based instructions.
- Approximate geolocation data derived from IP address to route users to appropriate local guidance (not precise GPS unless you provide it).
- Error and performance data collected to troubleshoot technical issues with document upload or signing flows.
- Aggregated statistics about completed appointments, turnaround times and common document types (de-identified for trend analysis).
Data obtained from third parties
To complete certain notarial tasks we may obtain information from trusted third-party providers and public registers. Examples include identity verification services and professional partners.
- Identity verification and KYC providers that confirm passport validity or address information when required for a transaction scenario.
- Payment processors and invoicing platforms that provide transaction receipts and limited billing data.
- Professional service providers, such as translators, escrow agents or legal counsel engaged to complete a transaction where you requested that support.
How and why we use data (purposes)
We process personal data to deliver notary services and to meet legal, contractual and operational needs. Each purpose below is paired with a practical case to illustrate how the processing works.
- To verify identity and witness signatures. Case: For a cross-border power of attorney, we collect passport copies and witness the signature in person or via an approved remote procedure so the document meets counterparty requirements.
- To schedule and manage appointments. Scenario: We use your contact details to confirm a same-day notarization slot and to send pre-appointment instructions tailored to the document type.
- To prepare, store and deliver notarized documents. Example: When notarizing a property transfer, we retain signed copies and metadata to provide an audit trail requested by banks or registries.
- To process payments and issue invoices. Scenario: For corporate clients using recurring notary services, we maintain billing records and receipts to support bookkeeping.
- To comply with legal and regulatory obligations. Example: Where Singapore law requires retention of transaction records, we keep the necessary files for the statutory period.
- To detect and prevent fraud and misuse. Case: If an identity document appears suspect during verification, we may retain logs and escalate to the appropriate compliance review.
- To improve services and produce case-based guidance. Example: Aggregated usage data informs practical guides showing common steps for notarizing wills versus corporate documents.
- To respond to enquiries, disputes and legal requests. Scenario: If a counterparty requests confirmation of a notarized instrument, we use stored records to provide factual information where permitted.
Legal bases for processing
Where relevant, we rely on one or more lawful bases for processing. Below are the bases and how they apply in practice.
- Contract performance: processing necessary to perform a service you requested, such as notarizing a document or preparing a certified copy.
- Legal obligation: processing to comply with statutory retention, anti-funds laundering checks, or when responding to lawful government or court orders.
- Consent: where we ask for your explicit consent (for example, certain marketing communications or optional case studies), you may withdraw consent at any time.
- Legitimate interests: processing for fraud prevention, service improvement and secure operation of our systems, balanced against your privacy rights.
Data subject rights (GDPR-style summary)
Although Solenya is based in Singapore, we recognize common data subject rights reflected in international frameworks. The following describes rights you may have and practical steps to exercise them.
- Right of access: you may request a copy of personal data we hold about you. Example: request copies of documents we retained for a completed notarization.
- Right of rectification: ask us to correct inaccuracies, such as a misspelled name on an appointment record.
- Right to erasure: request deletion of data where there is no overriding legal obligation to retain it; note that some notarial records may need to be retained to meet legal requirements.
- Right to restriction: request limited processing where accuracy is contested while we verify the facts.
- Right to data portability: where feasible, receive a machine-readable copy of personal data you provided for transfer to another provider.
- Right to object: object to processing based on legitimate interests, for instance for marketing profiling; we will assess and respond in line with applicable law.
How we share data
Solenya shares personal data only where necessary to deliver services or where required by law. Case scenarios below show common sharing partners and reasons.
- Service providers: cloud hosting, document storage and identity verification vendors engaged to process documents and validate identities for a notarization case.
- Payment and invoicing providers to process fees and issue receipts for completed appointments.
- Professional advisors and translators when you request assisted services for a specific transaction such as cross-border conveyancing.
- Regulatory or law enforcement bodies when disclosure is required by statute or a court order, for example during anti-funds laundering checks.
- Counterparties or institutions you have authorized, such as banks receiving notarized documents in a property funding transaction.
- Aggregated and anonymized data shared with partners for analytics and service improvement; this information cannot reasonably identify an individual.
International transfers
Some service providers we use may be located outside Singapore. When personal data is transferred internationally to complete a service (for example, cloud backup or an overseas identity verification partner), we apply safeguards such as contractual data protection clauses and careful vendor selection to protect your information.
Safeguards include standard contractual clauses, encryption in transit and at rest, restricted access controls, and vendor assessments to verify compliance with applicable privacy standards.
Data retention
We retain personal data only as long as necessary for the purposes described, consistent with legal, accounting and operational needs. Below are examples of typical retention periods and scenarios.
Account and client records: retained while your account is active and thereafter for a period required to meet regulatory or contractual obligations; typically records related to notarizations may be retained for up to 7 years where applicable to comply with statutory or industry practice.
Communications and case correspondence: retained for the lifecycle of the transaction and for a limited period after closure to address follow-up queries or disputes, generally between 1 and 7 years depending on the nature of the matter.
System logs and technical diagnostics: retained for a shorter period for security and troubleshooting, typically months rather than years, unless needed for an contribute.
Deletion and anonymization: when data is no longer required, we securely delete or anonymize it. If legal obligations require retention, we will keep the minimum necessary data and isolate it from active systems.
Security of your data
Solenya implements technical and organizational measures appropriate to the sensitivity of the data and the risks involved. Security practices are reviewed periodically and adapted to emerging threats. Below are practical controls and examples applied in day-to-day operations.
- Encryption: documents and data stored in our systems are encrypted at rest and in transit when transmitted to approved partners.
- Access controls and role-based permissions limiting staff access to client files to only those directly involved in a case.
- Operational safeguards including periodic security audits, employee training on confidentiality in notarial scenarios, and multi-factor authentication for administrative accounts.
User rights and how to exercise them
You have rights over your personal data and practical options to exercise them. Below are common actions clients request and the typical response process at Solenya.
- Request access, correction or deletion: submit a request describing the data and the action you want. We will confirm identity and respond within a reasonable timeframe, providing information about records related to your notarizations.
- Object or restrict processing: if you object to specific processing activities (e.g., profiling for marketing), we will assess and either accommodate the request or explain legal grounds for continuing processing.
- Withdraw consent or lodge complaints: you may withdraw consent for optional processing and raise complaints with our contact point or, where applicable, a supervisory authority; we will provide guidance on next steps and implications for ongoing services.
- Right to data portability — receive a copy of personal data in a commonly used electronic format for certain records we hold about you; useful when transferring account records to another provider.
- Right to object — object to processing for direct marketing or where processing is based on our legitimate interests; practical example: opt out of promotional emails while maintaining service notifications.
- Right to restriction of processing — request limited processing of personal data while a correction or dispute is resolved; scenario: you dispute the accuracy of a notarized record and ask us to pause further sharing.
- Right to withdraw consent — where processing is based on consent, you may withdraw consent at any time; case: revoke consent for targeted communications after completing a single notary transaction.
- Right to lodge a complaint — if you believe your rights are breached, you may contact Solenya or file a complaint with the relevant data protection authority in Singapore.
How to exercise your privacy rights
To submit a request related to access, correction, deletion, portability, restriction, or objection, provide a clear description of the request, proof of identity, and any supporting documents. Send requests to our data protection contact with reference to the specific right you are exercising. For practical cases: include the date and type of notary service, a copy of the signed document reference, and the transaction ID if available. We will verify identity before acting to protect your data and third-party rights.
We aim to acknowledge privacy requests within 5 business days and to respond substantively within 30 calendar days. Complex requests or those requiring additional verification may take longer; when that occurs we will notify you with an estimated completion time and the reason for the extension.
Marketing communications and choices
Solenya sends service-related and optional marketing communications. Examples: appointment reminders, updates about notarization procedures, and occasional information about seminars on document legalization. Marketing uses include email and SMS where you have consented. If you previously agreed to receive promotional material but later prefer only essential notifications, you can change preferences via account settings or by contacting our data team.
To stop marketing messages, use the unsubscribe link in any marketing email or update your preferences in your Solenya account. For SMS opt-out, reply STOP or contact our support team with your request. After opting out, you may still receive transactional messages related to booked services or legal obligations.
Children and minors
Solenya does not seek to provide notary services or collect personal information from children under the age required by applicable law for contractual services. For minors requiring notarization, a parent or legal guardian should arrange services and provide consent and valid identification. Example scenario: a parent requesting notarization of a minor’s school consent form must present guardian identification and relevant supporting documents.
Links to third-party sites
Our site may include links to external providers such as translation services, consular guidance, payment processors, or government portals. These links are provided for convenience and do not imply endorsement. Example: a link to a government authentication page is for reference; review the external site’s privacy policy before sharing personal data.
Updates to this privacy policy
We review and update our privacy policy as procedures, laws, or services change. Significant updates that affect how we handle personal information will be posted with a revised effective date. Example: if Solenya introduces a new online identity verification workflow, the privacy policy will be updated to explain data collected and retention periods. Last updated: 29-03-2026.