Terms and Conditions of Business – Joanne Cowie Notary Public Ltd

This document sets out the terms upon which I will act on your behalf as a Notary Public. You will be taken to have accepted these terms and conditions without amendment by your continued instructions to me.

Contact Details

Joanne Cowie Notary Public Ltd. Trading as Joanne Cowie Notary Public.

Registered office: LevelQ Offices, Surtees Business Park, Stockton-on-Tees, TS18 3HR. Company Number 11707633.

Tel: +44 (0) 777 626 4334

E: jc@joannecowienotarypublic.co.uk

W: www.joannecowienotarypublic.co.uk

Joanne Cowie Notary Public is registered with the Information Commissioner’s Office for Data Protection purposes with reference number ZA483578.

Hours of Business

My normal office hours are 8.30am to 6.30pm Monday to Friday. A key objective of mine is to be responsive to the needs of clients and I will see clients outside of these hours and at weekends by arrangement. I regularly deal with emergency work. I will primarily see clients at my office, which is easily accessible from the A1, A19 and A66 and where there is ample free parking. I will also attend your place of business by arrangement.

Fees

I will be completely transparent about what my services will cost you and will agree those fees with you before I undertake any work. If payments to third parties are required, for example to Consular Agents for legalisation work at the Foreign and Commonwealth Office and/or embassies, translators, search providers or couriers, I will obtain quotations from them and agree them with you. I will not incur these fees until my account has been settled in full.

My minimum fee is £85. As a guide, a straightforward, uncomplicated notarisation for an individual will usually cost in the region of £100-£125 and if legalisation is required, £150 plus legalisation fees. If there are multiple documents I will advise you of my fee for that particular work. I will be able to provide a clear estimate of costs in respect of my fees and any fees which need to be paid to third parties once I have been provided with details as to what you need, and we have discussed what I will do for you.

In some cases, subject to the complexity of the work you need me to do, my charges will be calculated by reference to the time spent by me. My hourly rate is £230. My charges may also be affected by other factors such as needing to undertake work on an emergency basis or during unsociable hours. I will agree these fees with you.

My fees and any fees I need to incur for you are payable at your appointment with me. Any work which can be done by me without a personal meeting must be paid for upon instructions being confirmed by you.

My fees are not subject to VAT.

If the work you have instructed me to do is not completed because you have terminated your instructions, a proportionate part of the quoted fee will be payable and the whole of any fee payable to a third party which has been incurred.

Payment can be made in cash, by credit/debit card or by bank transfer.

What I need from you

Verifying a client’s identity is a fundamental step I must take to comply with statutory and practice rules and requirements. You will need your current passport, driving licence and a recent utility bill showing you at your home address when you come to see me. For corporate and commercial clients, I will verify the identity of the company but will also need to verify the identity of the individual representing the company/business and be satisfied that they are authorised to do so. I will be able to confirm how this can be done when I discuss your requirements with you.

If you are unable to provide the documentation above, or where I deem it necessary, I will undertake electronic verification of your identity.

I am under an obligation to report to the appropriate authorities any suspicions of criminal activity including money laundering.

Liability

Nothing in these terms and conditions of business will exclude or limit any liability I may have to you in respect of any loss caused by fraud, fraudulent misrepresentation or reckless disregard of professional obligations or in any other situation where the law prohibits me from excluding or limiting my liability to you, including in respect of any death or personal injury resulting from my negligence.

In all other cases I hereby give you notice that I limit my liability for any claim made in respect of negligence and/or breach of contract, including in respect of any omission or in any other way arising from each notarial matter to a maximum of £1,000,000.00.

I do not accept any liability for losses caused by delays in respect of matters outside of my control, for example delays by couriers or postal services.

I do not accept any liability for losses caused by reliance upon information obtained from public bodies, which proves to be inaccurate or fraudulent.

Storage and Retention of Documents

Your personal information will be retained for as long as is required by law. The Notaries Practice rules require notarial acts in Public Form to be preserved indefinitely. Other notarial records will be kept for a minimum period of 12 years. Any personal information stored on remote data facilities will be kept in an encrypted form.

When I no longer practise as a Notary Public my records will pass to another Notary Public or to the Notaries Society.

Regulation

My notarial practice is regulated pursuant to The Legal Services Act 2007 by the Master of the Faculties through the Faculty Office of the Archbishop of Canterbury:

The Faculty Office
1 The Sanctuary
Westminster
London
SW1P 3JT

Tel: 020 7222 5381
E: faculty.office@1thesanctuary.com
W: www.facultyoffice.org.uk

If you are dissatisfied about the service that you receive please do not hesitate to contact me.

If I am unable to resolve the matter you may then complain to the Notaries Society of which I am a member, who have a Complaints Procedure which is approved by the Faculty Office. This procedure is free to use and is designed to provide a quick resolution to any dispute.

In that case please write (but do not enclose any original documents) with full details of your complaint to:-

The Secretary of the Notaries Society
Old Church Chambers
23 Sandhill Road
St James
Northampton
NN5 5LH

Tel: 01604 758908
E: secretary@thenotariessociety.org.uk

If you have any difficulty in making a complaint in writing, please do not hesitate to all the Notaries Society/The Faculty Office for assistance.

Finally, even if you have your complaint considered under the Notaries Society Approved Complaints Procedure, you may at the end of that procedure, or after a period of eight weeks from the date you first notified me that you were dissatisfied, make your complaint to the Legal Ombudsman, if you are not happy with the result:

Legal Ombudsman
Baskerville House
Centenary Square
Broad Street
Birmingham
B1 2ND

Tel: 0300 555 0333
E: enquiries@legalombudsman.org.uk
W: www.legalombudsman.org.uk

If you decide to make a complaint to the Legal Ombudsman, you must refer the matter to the Legal Ombudsman within six months from the conclusion of the complaint process.

Contact Details

Joanne Cowie Notary Public Ltd
LevelQ Offices
Surtees Business Park
Stockton-on-Tees
TS18 3HR

Tel: +44 (0) 777 626 4334
E: jc@joannecowienotarypublic.co.uk
W: www.joannecowienotarypublic.co.uk

My practice as a Notary Public is entirely separate from consultancy work as a lawyer with Latimer Hinks Solicitors of Darlington.