WPK Notary and Translation Services (Ordinary Partnership)
Effective date: 14 August 2025
Revision no. 1: 10 August 2026
WPK Notary and Translation Services, an ordinary partnership organised under the laws of Thailand (the "Firm"), operates a law office providing certification of signatures and documents by a Notarial Services Attorney registered with the Lawyers Council of Thailand, translation and certification of translations, legalisation of documents through the Department of Consular Affairs, Ministry of Foreign Affairs and through embassies and consulates, and general legal services.
This Policy is issued to give notice of the purposes of, and details concerning, the collection, use and disclosure of personal data, in accordance with section 23 of the Personal Data Protection Act B.E. 2562 (2019) (the "Act").
Scope. This Policy applies to processing of personal data carried out by the Firm through the following channels:
(1) the website wpk-notary.com and the Firm's online channels;
(2) correspondence by electronic mail, telephone, the LINE application and other messaging applications;
(3) the provision of services at the Firm's office or elsewhere.
The Firm is the Data Controller within the meaning of section 6 of the Act in respect of the personal data described in this Policy.
Data Controller particulars
Name: WPK Notary and Translation Services (Ordinary Partnership)
Electronic mail: info@wpk-notary.com
| Category | Items | Purpose |
|---|---|---|
| Identity data | Full name in Thai and Roman script, date of birth, nationality, national identification number, passport number, images of the national identification card or passport, specimen signature | Examination and verification of the identity of the signatory, being a duty of a Notarial Services Attorney under the regulations of the Lawyers Council of Thailand |
| Contact data | Address, electronic mail address, telephone number, LINE account, delivery address | Correspondence, notification of progress, appointments and dispatch of documents |
| Data appearing in documents | Powers of attorney, contracts, house registration records, marriage and divorce records, birth certificates, educational records, company affidavits, financial records and any other document submitted to the Firm for certification or translation | Performance of certification, translation and certification of translations, and submission for legalisation as instructed |
| Payment data | Name of payer, evidence of transfer, particulars required for the issue of receipts and tax invoices | Collection of fees, issue of evidence of payment, and preparation of accounts and tax records |
| Enquiry data | Information submitted through the contact form, or sent by electronic mail or messaging application | Response to enquiries, quotation of fees and provision of preliminary advice |
IP address, browser type and version, operating system, pages viewed, date and time of access, referring source and cookie identifiers, collected through Google Analytics and the cookies described in clause 5.
Purpose: maintaining the security of the Firm's systems, analysing use of the website and improving its quality.
(1) personal data of third parties appearing in your documents, such as contracting parties, attorneys-in-fact, spouses, children and witnesses;
(2) data from referrers, agents or juristic persons instructing the Firm on behalf of their officers or employees;
(3) data from government agencies or embassies concerned with your matter.
Where you submit the personal data of another person to the Firm, you undertake to inform that person of this Policy and represent that you are lawfully entitled to disclose such data.
Documents submitted to the Firm for certification or translation may contain sensitive personal data within the meaning of section 26 of the Act, namely:
(1) religion, as recorded on certain national identification cards;
(2) health data, such as medical certificates and treatment records;
(3) criminal records, such as police clearance certificates issued by the Royal Thai Police;
(4) biometric data, such as fingerprints and facial images contained in passports.
The Firm collects and uses sensitive personal data only to the extent necessary for the performance of the instructed work, relying upon your explicit consent or upon the exemption in section 26(4) of the Act where processing is necessary for the establishment, compliance with, exercise or defence of legal claims.
The Firm does not use sensitive personal data for marketing purposes in any circumstance.
The Firm processes personal data on the following legal bases:
| Basis | Section | Circumstances relied upon |
|---|---|---|
| Contract | 24(3) | Certification of documents, translation and certification of translations, submission for legalisation, quotation, collection of fees and dispatch of documents, being necessary for the performance of a contract to which you are a party or for taking steps at your request prior to entering into a contract |
| Legal obligation | 24(6) | Preparation and retention of the notarial register required by the regulations of the Lawyers Council of Thailand, issue of receipts and retention of accounting and tax records, and disclosure pursuant to a court order or the order of a competent official |
| Legitimate interest | 24(5) | Maintaining the security of the Firm's information systems and premises, compiling website usage statistics, preventing fraud and the forgery of documents, and the exercise or defence of legal claims |
| Consent | 19 | Non-essential cookies, the distribution of news and promotional material by electronic mail or LINE, the processing of sensitive personal data, and the publication of work as an example. You may withdraw consent at any time, without affecting the lawfulness of processing already carried out |
| Vital interest | 24(2) | Where necessary to prevent or suppress a danger to the life, body or health of a person |
| Public task and exercise of official authority | 24(4) | Where the Firm acts in conjunction with a State agency exercising statutory powers, such as submission for legalisation to the Department of Consular Affairs |
The Firm does not rely upon section 24(1) of the Act, concerning the preparation of historical documents or archives, research or statistics.
Consequences of failure to provide personal data. Where the Firm relies upon the contractual basis or the basis of legal obligation, the provision of personal data is necessary for entering into and performing the contract. Should you decline to provide such data, the Firm will be unable to certify your documents or provide services to you, the examination and verification of identity being an essential element of certification work.
The Firm does not sell personal data and does not exchange personal data for the marketing purposes of any other person.
The Firm discloses personal data only to the extent necessary, to the following persons and bodies.
(1) the Department of Consular Affairs, Ministry of Foreign Affairs;
(2) foreign embassies and consulates in Thailand;
(3) Royal Thai Embassies and Consulates abroad;
(4) the Lawyers Council of Thailand, in connection with the verification of a certificate or the consideration of a complaint;
(5) other government agencies to which your matter must be submitted, such as the Department of Provincial Administration and district offices.
(1) translators and proofreaders engaged by the Firm;
(2) providers of hosting, electronic mail and cloud storage services;
(3) Thailand Post Company Limited and private courier operators;
(4) banks and payment service providers;
(5) the Firm's accountant and tax adviser.
The data processors listed above are bound by contract to process personal data only in accordance with the Firm's instructions, and are subject to obligations of confidentiality and to the maintenance of appropriate security measures.
(1) courts, inquiry officials, public prosecutors and other competent authorities, upon a lawful warrant or order;
(2) the Firm's legal advisers, where necessary for the exercise or defence of legal claims.
Contracting parties, attorneys-in-fact, employers or the receiving institution to which you instruct the Firm to dispatch documents.
By the nature of the Firm's work, personal data is transferred outside Thailand in the ordinary course, including the submission of documents to foreign embassies, the dispatch of documents to receiving authorities abroad, and the use of cloud service providers whose servers are located outside the Kingdom.
Such transfers are made in accordance with sections 28 and 29 of the Act, on one of the following grounds: the destination country maintains an adequate standard of personal data protection; the transfer is necessary for the performance of a contract to which you are a party; or you have given consent having been informed of the inadequate personal data protection standard of the destination country.
Once your documents have been submitted to the Department of Consular Affairs, an embassy or a receiving authority abroad, the personal data contained in those documents falls within the responsibility of that body, under the law and the policies applicable to it.
The Firm is not in a position to determine the retention period, onward disclosure or purposes of use adopted by a receiving authority, and gives no guarantee as to the outcome of any determination made by such authority. Should you wish to know the personal data practices of a receiving authority, please enquire of that authority directly.
The Firm's website uses two categories of cookie:
| Category | Function | Consent |
|---|---|---|
| Strictly necessary cookies | Enable the website to function, retain language settings and maintain the security of forms | No consent required; cannot be disabled |
| Analytics cookies | Google Analytics, for counting visitors and analysing use of individual pages | Consent required |
| Category | Period | Reason |
|---|---|---|
| Client files and documents | 5 years from completion of the matter | Enabling subsequent verification of certificates, and the exercise or defence of legal claims |
| Notarial register of signatures and documents | As prescribed by the regulations of the Lawyers Council of Thailand | Professional obligation |
| Accounting records, receipts and tax invoices | 5 years | Obligations under taxation law |
| Enquiry data where no engagement follows | 2 years from the date of last contact | Follow-up of matters that may subsequently proceed, and response to repeated enquiries |
| Website usage data and cookies | Not exceeding 24 months | Usage analysis |
| Data processed on the basis of consent | Until consent is withdrawn | — |
Upon expiry of the periods stated above, the Firm will erase or destroy the personal data, or render it data by which the data subject can no longer be identified.
Where a dispute, investigation or legal proceeding is pending, the Firm will retain the relevant data until the matter has been finally determined.
You have the following rights under the Act:
| Right | Section | Substance |
|---|---|---|
| Right of access and to obtain a copy | 30 | To access and obtain a copy of personal data relating to you, and to request disclosure of the acquisition of personal data to which you have not given consent |
| Right to rectification | 36 | To request that data be corrected so as to be accurate, current, complete and not misleading |
| Right to erasure or destruction | 33 | To request erasure or destruction, or that the data be rendered anonymous, where retention is no longer necessary or where consent has been withdrawn |
| Right to restriction of use | 34 | To request temporary suspension of use pending verification of accuracy or consideration of an objection |
| Right to object | 32 | To object to processing carried out on the basis of legitimate interest or public task, and to object to processing for direct marketing purposes |
| Right to data portability | 31 | To obtain data in a format readable or usable by automatic means, or to have it transmitted to another data controller |
| Right to withdraw consent | 19 para. 5 | To withdraw consent at any time, withdrawal being as easily effected as the giving of consent |
| Right to lodge a complaint | 73 | To lodge a complaint with the Personal Data Protection Committee where you consider that the Firm has violated or failed to comply with the Act |
Rights may be exercised by submitting a written request by electronic mail to info@wpk-notary.com, stating:
(1) the right you wish to exercise;
(2) the matter or documents concerned, such as a receipt number, the title of a document submitted for certification, or the period during which services were provided;
(3) a copy of your national identification card or passport, for verification of the identity of the applicant, which the Firm will use for that purpose only and will delete upon completion of verification.
The Firm will act upon the request and notify you of the outcome within 30 days of receipt, in accordance with section 30 paragraph 4 of the Act, without charge.
Certain rights are subject to statutory exceptions. The Firm may decline a request for erasure or destruction where retention remains necessary for compliance with a legal obligation, for the maintenance of the notarial register, or for the establishment, compliance with, exercise or defence of legal claims. Where a request is declined, the Firm will record the reasons and notify you accordingly.
The exercise of rights takes effect only in respect of personal data in the possession of the Firm. Documents already submitted to the Department of Consular Affairs, an embassy or a receiving authority lie outside the Firm's control, as stated in clause 4.6.
The Firm maintains appropriate security measures in accordance with section 37(1) of the Act, as follows:
(1) access to client files is restricted to the attorney and staff responsible for the matter;
(2) the website employs HTTPS/TLS encryption, and document files are stored in systems controlled by password and two-factor authentication;
(3) other related appropriate security measures.
Notification of personal data breach. In the event of a personal data breach, the Firm will notify the Office of the Personal Data Protection Committee within 72 hours of becoming aware of it, so far as practicable, in accordance with section 37(4) of the Act. Where the breach involves a high risk to your rights and freedoms, the Firm will notify you of the breach and of the remedial measures without delay.
The Firm's services are not directed at minors as users. Documents submitted for certification or translation may nevertheless contain the personal data of minors, such as birth certificates, letters of parental consent to travel abroad and educational records.
Where processing is carried out on the basis of consent, the Firm will obtain consent from the holder of parental authority with power to act on behalf of the minor, in accordance with section 20 of the Act.
The Firm's website may contain links to the websites of the Department of Consular Affairs, embassies and other bodies. This Policy does not apply to those websites, and you should consult the privacy policy of each.
The Firm may amend this Policy upon a change in the law or a change in the Firm's operating practices. The current version will be published at wpk-notary.com/?page=privacy-policy together with the date of revision.
Where an amendment is material, the Firm will give you advance notice by electronic mail or by notice published on the website.
Person responsible for personal data protection at the Firm
Electronic mail: info@wpk-notary.com
LINE: @wpknotary
Complaints to the regulator
Where you consider that the Firm has failed to comply with the Act, you may lodge a complaint with the Personal Data Protection Committee through the Office of the Personal Data Protection Committee, website https://www.pdpc.or.th