Privacy Policy
Last updated: 5 June 2026
1. Who we are
DeedPoll Services ("we", "us", "our") is the data controller for personal data collected through this website. We are registered in England and Wales. You can contact our data protection contact at info@deedpollservices.co.uk.
This policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What data we collect
- Identity data — full name (current and new), date of birth
- Contact data — email address, phone number, postal address
- Document data — deed poll application details, supporting information
- Account data — username, hashed password, authentication tokens, passkey credentials
- Payment data — transaction references (payment card details are processed by our payment provider and never stored by us)
- Technical data — IP address, browser type, device identifiers, pages visited, referral source
- Usage data — how you interact with our website and services
- Marketing preferences — consent status, communication preferences
3. Lawful basis for processing
We rely on the following lawful bases under UK GDPR Article 6:
| Purpose | Lawful basis |
|---|---|
| Processing your deed poll application | Contract (Art. 6(1)(b)) |
| Creating and managing your account | Contract (Art. 6(1)(b)) |
| Processing payments | Contract (Art. 6(1)(b)) |
| Fraud prevention and security | Legitimate interests (Art. 6(1)(f)) |
| Improving our services (analytics) | Legitimate interests (Art. 6(1)(f)) or Consent (Art. 6(1)(a)) |
| Marketing communications | Consent (Art. 6(1)(a)) |
| Legal and regulatory obligations | Legal obligation (Art. 6(1)(c)) |
4. Cookies
We use cookies and similar technologies. You can manage your preferences at any time using the cookie banner shown on your first visit or by clearing your browser storage.
- Essential cookies — required for authentication, security, and form state. No consent needed (legitimate interests).
- Analytics cookies — Google Analytics, used to understand how visitors use our site. Only set with your consent.
- Marketing cookies — used to understand referral sources and marketing effectiveness. Only set with your consent.
5. How we share your data
We do not sell your personal data. We share it only where necessary:
- Payment processors — to handle your payment securely (Stripe / PayPal).
- Email service providers — to send transactional emails. Bound by data processing agreements.
- Analytics providers — Google Analytics (only with your consent).
- Marketing platforms — Kartra (only with your consent). Bound by data processing agreements.
- Cloud infrastructure — our hosting provider stores data within the UK/EEA.
- Legal obligation — we may disclose data if required by law or court order.
6. Data retention
| Data type | Retention period |
|---|---|
| Account and application data | 7 years after last activity |
| Generated deed poll documents | 72 hours, then deleted |
| Payment transaction records | 7 years (HMRC requirement) |
| Marketing consent records | Until consent withdrawn + 1 year |
| Server logs (IP, technical data) | 90 days |
7. Your rights under UK GDPR
You have the following rights. To exercise any of them, email info@deedpollservices.co.uk. We will respond within 30 days.
- Right of access (Art. 15) — request a copy of the personal data we hold about you.
- Right to rectification (Art. 16) — ask us to correct inaccurate or incomplete data.
- Right to erasure (Art. 17) — ask us to delete your data where there is no compelling reason to continue processing.
- Right to restrict processing (Art. 18) — ask us to pause processing while a dispute is resolved.
- Right to data portability (Art. 20) — receive your data in a structured, machine-readable format.
- Right to object (Art. 21) — object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the ICO at ico.org.uk/make-a-complaint or by calling 0303 123 1113.
8. Children's data
Our service is not directed to children under 13. Where we process data relating to a minor, the applicant confirms they have parental responsibility and consents on the child's behalf.
9. Security
We use industry-standard measures including TLS encryption in transit, hashed credentials at rest, rate limiting, and access controls.
10. Changes to this policy
We may update this policy from time to time. Material changes will be notified by email or a prominent notice on our website.
11. Contact us
For any questions, subject access requests, or complaints about this policy, contact: info@deedpollservices.co.uk.