Terms of Business

These Terms of Business outline the services provided by Rose Dean Notaries whose trading name is Rose Dean Notaries Ltd, a private limited company registered in England and Wales under company registration number 16514151 and with a registered office address at 206 Robin Hood Lane, Hall Green, Birmingham B28 0LG and the terms under which those services are provided. The Director of Rose Dean Notaries Ltd is the Notary Public Ms Safina Bi Din and any references to Rose Dean Notaries are interchangeably a reference to her.

Any references to “we”, “us”, “our” and similar should be construed accordingly.

1. Introduction
Ms Safina Bi Din, the Director of Rose Dean Notaries Ltd has been duly appointed and authorised to act in England and Wales. The notary's practice is regulated by the Faculty Office of the Archbishop of Canterbury in accordance with the Notaries Practice Rules 2019.

Contact Details:

Address: 206 Robin Hood Lane, Hall Green, Birmingham B28 0LG
Offices at: Agriculture House, I Newbold Terrace, Leamington Spa, CV32 4EA
Offices at: Unit B7 Kanda House (near the NHS Centre), 241-243 Soho Road, Handsworth, Birmingham, B21 9RY
Telephone: 07710 427874
Email: rosedean.notaries@hotmail.com
Website: www.rosedeannotaries.co.uk

2. Services Offered

Rose Dean Notaries provides a range of notarial services, including:

Witnessing signatures on documents.
Authenticating documents for use abroad.
Administering oaths and affirmations.
Preparing notarial certificates.
Providing certified copies of documents.
Notarising powers of attorney.
Notarising company documents.

This list is not exhaustive, and we may offer additional services upon request.

3. Client Identification

To comply with the Notaries Practice Rules 2019 and anti-money laundering regulations, we require all clients to provide original identification documents before any notarial services are provided. The preferred forms of identification are:

Current passport: This is the most preferred form of identification.
Current UK photo driving licence or national identity card: If a passport is not available, a photo driving licence or national identity card can be accepted.
Other formal identification: In certain circumstances, other forms of identification may be accepted, such as government-issued certificates bearing a photo or a biometric residence permit.

In addition to photo identification, we may require a recent utility bill, bank statement, or credit card statement to verify your address.

4. Document Requirements
Clients should provide the notary with the original documents that require notarisation, along with any instructions or requirements from the recipient of the documents. If the documents are in a foreign language, a certified translation may be required.Advance Notice: To ensure a smooth appointment, clients are requested to send copies of the documents and any instructions at least 2 working days in advance of the appointment.

5. Fees and Disbursements

Fees are calculated on an hourly rate of £300 per hour, subject to a minimum fee of £150. This may include time spent on providing preliminary advice, drafting and preparing documents, telephone calls made or received, correspondence in all formats (email, post, etc.), arranging legalisation and record keeping and administration.For straightforward matters, we will aim to offer a fixed fee, which will include any relevant disbursements. The final fee will depend on the complexity of the matter, the time spent, and any disbursements incurred. Disbursements may include:

Legalisation fees
Translation fees
Courier fees
Travel expenses

Fee Estimates: We will provide you with a fee estimate before commencing work. Any significant changes to the estimated fee will be communicated to you promptly.Payment: Payment is due upon completion of the notarial services. We accept payment by cash, cheque, bank transfer, or credit/debit card.

6. Communication
We will communicate with clients primarily through email and telephone. Updates on the progress of the matter will be provided regularly. Clients are encouraged to contact Rose Dean Notaries with any questions or concerns.

7. Timescales
We will endeavour to complete all notarial services as promptly as possible. However, timescales can vary depending on the complexity of the matter and external factors, such as processing times for legalisation or translation services. We will provide clients with an estimated timeframe for completion, but this is not guaranteed.

8. Legalisation Services
We can assist with the legalisation of documents, which may involve obtaining an apostille from the Foreign, Commonwealth and Development Office (FCDO) or authentication from a foreign embassy or consulate.Fees: Legalisation fees will be charged in addition to the fees of the notary.

9. Translation and Interpretation
If a document is in a foreign language, we can arrange for a certified translation. If there is a language barrier between the Notary and the client, an interpreter may be required.Fees: Translation and interpretation fees will be charged in addition to the notary's fees.

10. Companies and Other Entities

If the client is a company or other entity, we will require additional documentation, including:

Company registration documents: Certificate of incorporation, memorandum and articles of association.
Proof of identity of the authorised signatory:
Authority to sign: Board resolution, power of attorney, or other evidence of authority.

11. Notarial Records and Data Protection
Rose Dean Notaries are required by the Notaries Practice Rules 2019 to keep a permanent record of all public form notarial acts. We are required to keep all private form notarial acts electronically for a minimum of 12 years. These records are kept securely and confidentially in accordance with the General Data Protection Regulation (GDPR). The privacy policy is available on our notary website.

12. Insurance
Rose Dean Notaries maintain professional indemnity insurance of at least £1,000,000 per claim.

13. Termination of Services

By the Client: Clients may terminate our notarial services at any time by giving reasonable written notice. Fees and disbursements incurred up to the date of termination will be payable.

By the Notary: We may terminate the services if:

Clients fail to provide the required identification or documentation.
Clients fail to pay fees or disbursements.
A conflict of interest arises.

14. Complaints Procedure

Our Notarial practice is regulated through the Faculty Office of the Archbishop of Canterbury.

The Faculty Office 1 The Sanctuary Westminster

London

SW1P 3JT

Tel: 020 7222 5381

Email: faculty.office@1thesanctuary.com

Website: www.facultyoffice.org.uk/

If you are dissatisfied about the service you have received please contact the Director Ms Safina Bi Din in the first instance. If you are not able to resolve the matter, you may then complain to the Notary Society of which the Notary is 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 with full details of your complaint to;

Christopher Vaughan, Secretary of the Notaries Society, P.O.Box 1023,

Ipswich

IP1 9XB

Tel: 01473622438

Email: secretary@thenotarysociety.org.uk

Website: www.thenotariessociety.org.uk

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Finally, even if you have your complaint considered under the Notary Society approved complaints procedure, you may at the end of that procedure, or after a period of six months from the date you first notified the Notary that you were dissatisfied, make your complaint to the Legal Ombudsman, if you are not happy with the result*

Legal Ombudsman

P.O. Box 6806

Wolverhampton

WV1 9WJ

Tel: 0300 555 0333

Email: enquiries@legalombudsman.org.uk

Website: www.legalombudsman.org.uk

If you decide to make a complaint to the Legal Ombudsman you must refer your matter to them “within six months of receiving a final response to your complaint”, and;

Six years from the date of act/ omission; or
Three years from when you should have reasonably known there was a cause for complaint (only if the act or omission took place more than six years ago). The act or omission or when you should have reasonably known there was a cause for complaint, must have been after the 5th October 2010.

*Certain kinds of commercial entities are not eligible to make a complaint to the Legal Ombudsman – please refer to the Legal Ombudsman scheme rules or consult the Faculty Office.

15. Governing Law
These Terms of Business are governed by the laws of England and Wales.