Who We Are

The Edinburgh Assay Office (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

We are registered on the Information Commissioner’s Office Register under the Edinburgh Assay Office; registration number ZA353369, and act as the data controller when processing your data. Members of the Edinburgh Assay Office Senior Management Team are designated as Data Protection Appointed Persons and can be contacted if you require any further information.

Information That We Collect

The Edinburgh Assay Office processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect is: –

  • Name
  • Home Address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number
  • Sponsor Mark Details
  • Business Description
  • Punch Details

We collect information in the below ways: –

  • Online Registration Forms
  • Paper Registration Forms
  • Online Hallnotes
  • Paper Hallnotes
  • Face to Face contact
  • Telephone contact
  • Email sign up

How We Use Your Personal Data (Legal Basis for Processing)

The Edinburgh Assay Office takes your privacy very seriously and will never disclose or share your data without your consent; unless required to do so by law. We will never sell your data. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

The purposes and reasons for processing your personal data are detailed below: –

  • Sponsor Mark Registration details: We collect and store your personal data as part of our legal obligation under the Hallmarking Act 1973
  • Hallnotes: We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
  • Marketing emails: We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests or by consent.
  • Archive Database: We further process your personal data for archiving purposes in the public interest and historical research purposes.
  • Non-Registered Customers/ Agents: We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
  • Assay Assured: We collect your personal data in the performance of a contract as detailed in our Retailer Agreement.

Your Rights

You have the right to access any personal information that the Edinburgh Assay Office processes about you and to request information about: –

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to the Edinburgh Assay Office, however, as this information is required for us to provide you with our services and we will not be able to offer some/all our services without it.

How Long We Keep Your Data

Edinburgh Assay Office only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under the Hallmarking Act 1973 to keep your basic personal data (name, address, contact details, registration details) for a minimum of 10 years after which time it will be kept for a further 10 years if you re-register.
Once your registration details lapse your personal Information is then processed and stored by the Incorporation of Goldsmiths (Archive Database) under Public Interest and Historical Research purposes. The following personal information is made available to the public through the Archive Database

  • Name
  • Sponsors Mark Details
  • Date of first registration
  • Town / Region of Registration
  • Business Type


You have the right to request erasure of your personal data or to restrict processing in the Archive Database in accordance with the data protection laws.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Personal data regarding accounts and invoices are required by law to be retained for 6 years.

Copy hallnotes will be retained for a period of 12 Months