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Privacy Policy

Last updated: November 2025

1. INTRODUCTION

This Privacy Notice explains how DeedBank Document Storage (“we”, “us”, “our”) collects and processes your personal data when you use our website deedbank.co.uk.

Data Controller:
DeedBank Document Storage
Email: storage@deedbank.co.uk
Address: Bridgford Business Centre, 29 Bridgford Road, West Bridgford, Nottingham, NG2 6AU

Please notify us of any changes to your personal information. We may occasionally check that the information we hold remains accurate.

2. PERSONAL DATA WE COLLECT

We may collect:

2.1 Information you provide directly

  • Name
  • Address
  • Email address
  • Telephone number
  • Date of birth
  • Information submitted through our Contact Us form
  • Information provided by email or telephone
  • Payment and transaction information
  • Marketing preferences
  • Any additional information you voluntarily provide

2.2 Executor / third-party information

As a will and legal document storage service, we may receive personal data relating to:

  • Executors
  • Beneficiaries
  • Attorneys (for LPAs)
  • Family members or third parties involved in an enquiry

This information may be provided by:

  • The client,
  • An executor, or
  • Another authorised third party.

We will only use this information to identify stored documents, verify authority, respond to the enquiry and fulfil our storage responsibilities. Executors and third parties should provide only information necessary for their enquiry.

2.3 Website and technical data

Automatically collected information includes:

  • IP address
  • Browser details
  • Time zone settings
  • Page views, navigation paths, visit duration
  • Device and technical data
  • Cookie data (see Cookie Policy)

2.4 Information from third parties

We may receive data from:

  • Analytics providers (e.g., Google)
  • Advertising platforms (e.g., Facebook)
  • Technical, fraud prevention or payment providers
  • Public records such as Companies House or the Electoral Register

We do not collect special category data (e.g., health, ethnicity, religion) nor criminal offence data.

3. HOW WE USE YOUR PERSONAL DATA

We may process your personal data to:

  • Provide, manage and operate our document storage service
  • Verify authority when responding to executor or third-party enquiries
  • Process payments
  • Reply to enquiries submitted through the website or by email/phone
  • Communicate service updates or account information
  • Manage internal business records
  • Improve and secure our website
  • Deliver relevant website content and measure advertising
  • Comply with legal or regulatory obligations
  • Prevent fraud
  • Establish, defend or pursue legal claims
  • Obtain professional advice or insurance

We do not use automated decision-making or profiling.

4. LAWFUL BASES FOR PROCESSING

We process personal data using the following lawful grounds:

  • Contract – to provide services or respond to pre-contract enquiries
  • Legitimate interests – including record-keeping, responding to executor enquiries, managing our website, preventing fraud, and growing our business
  • Consent – for marketing communications
  • Legal obligation – where required by UK law or regulatory authorities

Executor enquiries are typically processed under legitimate interests and/or legal obligation.

5. HOW WE COLLECT YOUR DATA

We collect data:

  • Through forms on our website
  • By email or telephone
  • From executors or authorised third parties
  • Automatically through cookies
  • From analytics and technical providers
  • From publicly available sources

6. MARKETING COMMUNICATIONS

We may send marketing communications if:

  • you requested information,
  • you purchased a service, or
  • you opted in to marketing.

You can unsubscribe at any time using the link in our emails or by emailing storage@deedbank.co.uk.

We will not share your data with third parties for their own marketing without your explicit consent.

7. DISCLOSURE OF PERSONAL DATA

We may share your data with:

  • IT and website hosting providers
  • Professional advisers (lawyers, accountants, insurers)
  • Payment processors
  • Fraud-prevention services
  • Government or regulatory bodies where required
  • Third parties in the event of a business sale or restructure

All third parties must comply with UK data protection law and process data only on our instructions.

8. DATA SECURITY

We use technical and organisational measures to protect your data and limit access to those with a legitimate business need.

We have a procedure for handling data breaches and will notify you and any relevant regulator where legally required.

9. DATA RETENTION

We keep personal data only for as long as necessary for:

  • providing our services,
  • complying with legal obligations,
  • resolving disputes, and
  • maintaining accurate records.

For tax purposes, certain customer information is retained for six years.

We may anonymise data for research or statistical purposes.

10. YOUR RIGHTS

Under UK GDPR, you have the right to:

  • Access your data
  • Request correction
  • Request deletion (in certain circumstances)
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent (where applicable)

To exercise your rights, contact storage@deedbank.co.uk.

We may need to verify your identity.
Requests are free unless excessive or repetitive.

If you’re unhappy with how we handle your data, you may complain to the Information Commissioner’s Office (ICO), though we welcome the chance to resolve matters first.

11. COOKIES

You may refuse some or all cookies through your browser settings. Some website functions may not work properly without cookies.

Our full Cookie Policy is available at: https://deedbank.co.uk/policies/cookie-policy