Information on the processing of personal data

Who processes your data

The data controller is the notary Iacopo Chianese, with office in Pioltello, Piazza della Repubblica 3, and a secondary office in Milan, Corso di Porta Nuova 34. You can write to segreteria@notaiochianese.it or call the numbers shown on the website.

For some services the notary’s office relies on trusted parties appointed as data processors, who carry out technical or organisational tasks on its behalf. The list is kept up to date and you can ask the office staff for it free of charge.

The notarial function

The notary is a public official with a role of guarantee and impartiality: the notary confers public authenticity on deeds between private parties and on the information they contain, so that anyone can rely on them. The notary ensures that deeds comply with the law and provides qualified legal assistance, so that the deed achieves, as far as the law allows, the result the parties intend.

To perform this function the notary must use data concerning you and the other parties involved: personal and financial information, processed both electronically and on paper.

How data are collected

The information may be provided directly by you or by another data subject, or collected from third parties — mostly archives kept by public bodies, more rarely by private ones.

Depending on the engagement, the notary consults, or has others consult, the Cadastre (Catasto), the Land Registers (Registri Immobiliari), the Companies Register (Registro delle Imprese), the Civil Status registers (Stato Civile), the Population Register (Anagrafe) and other public registers, obtaining what is needed. In some cases the registers may be located abroad, for example when a foreign company is a party to the deed.

Data are collected to the extent strictly necessary for the notarial function, for the engagement received and for the accounting, tax and insurance obligations that follow from it. Without that information the notary cannot carry out the engagement.

To whom data are disclosed

The notary is required to disclose certain data to public bodies, only in the cases provided for by law and in the manner the law prescribes. Transmissions take place mainly electronically, through the reserved network of Italian notaries and with a digital signature governed by its own certification authority.

to the Revenue Agency (Agenzia delle Entrate), for the tax registration of the deed;

to the Land Office (Ufficio del Territorio), for the registration of the deed in the Land Registers and the update of the Cadastre;

to the Civil Status Office, for the formalities within its remit — for example the annotation, in the margin of the marriage record, of an agreement for separation of property;

to the Companies Register, for the incorporation of companies, amendments to articles of association and agreements, transfers of shares and similar transactions.

The archives of public offices are accessible in the manner regulated by law: they are mostly registers that anyone can consult.

Special categories of data

For the performance of the engagement you may provide data that Articles 9 and 10 of Regulation (EU) 2016/679 classify as special categories: data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, data concerning health, sex life or sexual orientation, or data relating to criminal convictions and offences required by law.

These data are processed only with your free and explicit written consent, or under Article 9(2)(f) and (g) of the Regulation. Without them the notary cannot carry out the engagement entrusted.

Artificial intelligence in the work of the notary’s office

This section is provided under Article 13 of Law no. 132 of 23 September 2025, on intellectual professions.

Instrumental use. In carrying out the engagement the notary’s office may use, where it considers it useful, artificial intelligence systems solely as an aid and support to professional activity, for instrumental, control and organisational purposes: management of secretarial tasks, research into legislation and case law, preliminary analysis of documents, preparation of drafts or summaries. It is an occasional use, limited to what helps the running and the internal quality of the office.

The personal nature of the function remains intact. In all cases the following remain outside these systems: ascertaining the will of the parties, advice, directing and receiving the deed, and every other activity specific to the notarial function. They are performed personally by the notary, with the intellectual work that is the subject of the service prevailing, consistently with Article 47 of the Notarial Law and Article 67 of Royal Decree no. 1326 of 23 October 1875 and with the Principles of Professional Ethics of Notaries. Artificial intelligence does not in any way replace the notary’s intellectual work, competence and personal judgment.

Verification and responsibility. Every result produced by these systems is subject to the notary’s prior control and careful verification — of the accuracy of data and sources as well as of the content — before any use. No output coming directly from an artificial intelligence system is given to you or to third parties without that control. Responsibility for the service and for the deeds remains entirely and personally with the notary.

How it is done in practice. The tool the notary’s office uses for this purpose is internal and cannot be accessed from outside. Processing takes place on Amazon Bedrock in the Milan region, with European inference profiles: documents do not leave the European Union. The provider does not retain the documents or the results of the processing, and does not use them to train models. The tool in turn does not retain the content of the documents or the reports it produces: it keeps them in memory for the time of the processing and then discards them.

Of the use alone there remains an internal control log containing only metadata — who used the tool, when, for which file, with which model — and never the content of the documents, never the file names, which would contain the surnames of the parties. The tool has no channel to the outside: it sends nothing to clients or to third parties.

Confidentiality. These tools are used in full compliance with the legislation on the protection of personal data and with the duties of secrecy and confidentiality proper to the notarial function.

The website you are reading does not use artificial intelligence systems. The forms collect what you write and transmit it to the notary’s office; no reply is generated for you automatically.

The forms on the website

The website has three forms: the request for a fee quote, the contact form and the request for a copy of a deed. They collect what you write — name, contact details, the type of deed and the information needed to reply — and, where provided, a document you choose to attach.

When you send a form two things happen. The message, with any attachment, is sent by email to the notary’s office. And a record of the request remains in a technical archive that serves to avoid losing it and to remember to reply: it contains the date, the type of deed, your contact details, the preferred office and the indication that there was an attachment — not the document, which does not enter that archive.

The document you attach is not stored anywhere else: it travels inside the email message and remains in the office’s mailbox together with the message.

The legal basis is the taking of pre-contractual steps at your request and, for correspondence, the legitimate interest of the notary’s office in replying to those who contact it.

If the documents you send us contain data of other people — the seller in a title deed, a donor, a deceased person — the notary’s office processes them for the same purpose and within the limits of the engagement, and does not use them for anything else.

The calculators, on the website and from an AI assistant

The calculators on the website do the sums in your browser: the numbers you enter do not reach the notary’s office.

The same calculations can also be requested from an artificial intelligence assistant, by connecting it to the service the notary’s office makes available at mcp.notaiochianese.it. In this case the data of the calculation — amounts, cadastral incomes, dates of birth, the make-up of a family — reach the service from the provider of the assistant or from the program you use, and remain there for the time needed to do the calculation and return its result.

The service does not ask who you are, does not retain what is asked and does not transmit it to the notary’s office. Only a technical log remains, which says which calculation was made and whether it succeeded: it does not contain the data entered or the address the request came from, and it is deleted automatically after thirty days.

The legal basis is the legitimate interest of the notary’s office in making available an information tool that you choose to use. Since the service does not know who you are and does not retain what it receives, the notary’s office is not able to retrieve these data in order to respond to a request for access, rectification or erasure.

The service does not use artificial intelligence systems: it applies the same calculation rules as the pages of the website. What you write to your assistant, and what the assistant replies, is instead processed by whoever provides the assistant, under their rules.

Cookies, measurement and advertising

The website does not use profiling cookies. Full details of what is or is not installed are in the cookie policy, where you can also change your choice at any time.

If you arrive at the website from an advertisement, the address contains a click identifier. That identifier is kept only if you accept measurement cookies, and serves to tell the advertising network that the contact had a follow-up. It is not used to show you advertisements, and it is not combined with anything else.

For how long

Data collected for the notarial engagement are kept for the period laid down by the relevant legislation: the Notarial Law for original deeds, the Civil Code for publicity formalities, tax law for invoicing and accounting, anti-money-laundering law for customer due diligence.

The technical record of requests sent from the website is deleted automatically after twenty-four months, and earlier if the request had no follow-up.

The copy of what the website has sent is kept for twenty-four months, then deleted automatically.

Requests that reach the notary’s office and the correspondence that follows have no automatic deletion term. We say so in full because it is a choice and not an oversight: a request for a fee quote is not a file that opens and closes, it is often the beginning of a relationship that continues for weeks and sometimes for years, and it is conducted by the notary from the notary’s own address like any other professional correspondence. If you want yours to be deleted you can ask, and we will do so unless a rule of law requires us to keep it.

Where the data are

The website and the services behind it are in the Milan region. The office’s email is on Microsoft 365. Processing with artificial intelligence systems, when it takes place, remains in the same Milan region with European profiles.

The notary reserves the possibility of transferring data to a third country where the servers of parties that carry out technical or organisational tasks on the notary’s behalf are physically located, in compliance with the safeguards provided for by the Regulation.

Automated decisions

The notary does not adopt any automated decision-making process, including profiling, within the meaning of Article 22(2) and (4) of Regulation (EU) 2016/679. This remains true also when the notary’s office uses the tools described above: those tools decide nothing and produce no effects on you. They list findings, and the judgment — with the responsibility it entails — remains the notary’s.

Your rights

You have the right to access at any time the personal data concerning you, to ask for their rectification or erasure, to ask for restriction of processing, to object on legitimate grounds to a specific processing operation, to data portability and to withdraw consent at any time — without affecting the lawfulness of processing based on consent given before the withdrawal.

You can exercise them by writing to the notary’s office. You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).

Erasure, and why a deed is not erased

A notarial deed, like any other public document intended for public archives, must be preserved unaltered over time in its original wording. Data provided for the professional engagement therefore cannot be erased once they have been entered in registers or deeds kept under the Notarial Law, because they were acquired for compliance with a legal obligation, in the exercise of official authority, for archiving purposes in the public interest or for the establishment and defence of a legal claim.

For the same reason a later change in the data does not entail a change in the deed, but is documented in its own proper way. A change of residence is notified to the Population Register and does not touch the notarial deed. When a mortgage loan is repaid, the related deed is not destroyed and nothing is annotated on it: the extinction of the security is publicised in the Land Registers according to the procedures laid down by law.

If instead a deed has to be corrected because one of its elements is objectively wrong, the correction is made by a further notarial deed.