Probate Records Privacy Notice (GDPR)

This is the privacy notice of UK Documents. Website: probaterecords.co.uk  (‘we' 'our or ‘us’)

Our office address is at UK Documents, International House, 24 Holborn Viaduct, London EC1A 2BN

Introduction

This privacy notice describes how we collect, store, transfer and use personal data. It tells you about your privacy rights and how the law protects you.

In the context of the law and this notice, ‘personal data’ is information that clearly identifies you as an individual or which could be used to identify you if combined with other information. Acting in any way on personal data is referred to as ‘processing’.

This notice applies to personal data collected through our website and third party payment providers.

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

Data Protection Contact

If you have any questions about how we process your personal data, including any requests to exercise your legal rights, please write to us at: UK Documents (GDPR), International House, 24 Holborn Viaduct, London EC1A 2BN

Personal data we process

1. How we obtain personal data

The information we process about you includes information:

  • you have directly provided to us
  • that we gather from third party service providers
  • as a result of monitoring how you use our website or our services

2. Types of personal data we collect directly

When you use our website or our services we ask you to provide personal data. This can be categorised into the following groups:

  • personal identifiers, such as your first and last names and title
  • contact information, such as your email address, your telephone number and your postal addresses for billing, delivery and communication
  • account information, including your username and password
  • records of communication between us including messages sent through our website, email messages and telephone conversations

3. Types of personal data we collect from your use of our services

By using our website and our services, we may process

  • your username and password and other information used to access our website or services
  • technical information about the hardware and software you use to access our website and use of services, including your internet Protocol (IP) address, your browser type and version and your device’s operating system
  • usage information, including the frequency you use our services, the pages of our website that you visit, whether you receive messages from us and whether you reply to those messages
  • transaction information that includes the details of the products or services you have bought from us and the payments made to us for those services

4. Our use of aggregated information

We may aggregate anonymous information such as statistical or demographic data for any purpose. Anonymous information is that which does not identify you as an individual. Aggregated information may be derived from your personal data but is not considered as such in law because it does not reveal your identity.

For example, we may aggregate usage information to assess whether a feature of our website is useful.

However, if we combine or connect aggregated information with your personal data so that it can identify you in any way, we treat the combined information as personal data, and it will be used in accordance with this privacy policy

5. Information we process because we have a contractual obligation with you

If you create an account on our website, buy a product or service from us, or otherwise agree to our terms of service, a contact is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal data.

We may use it in order to:

  • verify your identity for security purposes when you use our service
  • provide you with our services
  • provide you with advice on our services and how to obtain the most from using our website

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

6. Information we process with your consent

Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you with more information about our business, including our products and services, you provide your consent to us to process information that may be personal data.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, we ask you to agree to our use of non-essential cookies when you access our website.

7. Information we process because we have a legal obligation

Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request. This may include your personal data.

How and when we process your personal data 

8. Your personal data is not shared

We do not share or disclose to a third party, any information collected through our website.

9. Payment information

Payment information is never taken by us or transferred to us either through our website or otherwise. Our employees never have access to it.

At the point of payment, you are transferred to a secure page on the website of Opayo. That page may be branded to look like a page on our website, but it is not controlled by us.

10. Information obtained from third parties

Although we do not disclose your personal data to any third party (except as set out in this policy), we sometimes receive data that is indirectly made up from your personal data from third parties whose services we use.

11. Credit reference

To assist in combating fraud, we share information with credit reference agencies, so far as it relates to customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.

12. Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit a website that uses them. They allow information gathered on one web page to be stored until it is needed for use at a later date.

They are commonly used to provide you with a personalised experience while you browse a website, for example, allowing your preferences to be remembered.

They can also provide core functionality such as security, network management, and accessibility and record how you interact with the website so that the owner can understand how to improve the experience of other visitors.

Some cookies may last for a defined period of time, such as one visit (known as a session), one day or until you close your browser. Others last indefinitely until you delete them.

Your web browser should allow you to delete any cookie you choose. It should also allow you to prevent or limit their use. Your web browser may support a plug-in or add-on that helps you manage which cookies you wish to allow to operate.

The law requires you to give explicit consent for use of any cookies that are not strictly necessary for the operation of a website.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose. If you choose not to use cookies or you prevent their use through your browser settings, you may not be able to use all the functionality of our website.

We provide more information about the cookies we use in our cookie policy

13. Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information such as your geographical location, your internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you. If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally.

Other matters

14. Your rights

The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org

15. Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us. Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar.

16. Communicating with us

When you contact us, whether by telephone, through our website or by email, we collect the data you have given us in order to reply with the information you need. We may keep personally identifiable information associated with your enquiry, such as your name and email address so as to be able to track our communications with you to provide a high quality service.

17. Retention period

Except as otherwise mentioned in this privacy notice, we keep your personal data only for as long as required by us:

  • to provide you with the services you have requested
  • to comply with other law, including the period demanded by HM Revenue & Customs
  • to resolve any issues with documents supplied
  • to support a claim for non-delivery 

18. Compliance with the law

Our privacy policy complies with the law in the United Kingdom, specifically with the Data Protection Act 2018 (the ‘Act) accordingly incorporating the EU General Data Protection Regulation (‘GDPR’) and the Privacy and Electronic Communications Regulations (‘PECR’)

19. Complaining

If you are not happy with our privacy policy, or if you have any complaint, then you should tell us.

If we receive a complaint, we record the information you have given us on the basis of consent. We use that information to resolve your complaint. If we think your complaint is vexatious or without any basis, we shall not correspond with you about it. If you are in any way dissatisfied about how we process your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). This can be done at https://ico.org.uk. We would, however, appreciate the opportunity to talk to you about your concern before you approach the ICO.

19. Review of this privacy policy

We shall update this privacy notice from time to time as necessary.

UK Documents, International House, 24 Holborn Viaduct, London, EC1A 2BN (Registered address - not open to public) | Tel 0333 7721325
linkedin facebook pinterest youtube rss twitter instagram facebook-blank rss-blank linkedin-blank pinterest youtube twitter instagram