PRIVACY AND COOKIE POLICY

1. Introduction

Welcome to The Deed Poll Agency UK ("we", "our", or "us").

Your privacy is important to us. This Privacy & Cookie Policy explains how we collect, use, store, and protect your personal data when you visit our website, www.deedpollagency.co.uk, or use our services.

By using our website and services, you agree to the practices described in this policy.

2. Information We Collect

We collect the following types of information:

2.1 Personal Information

When you complete our online Deed Poll application form, we may collect:

Full name (current and new)
Date of birth
Email address
Phone number
Address
IP address

2.2 Technical & Usage Data

When you browse our website, we may collect:

IP address
Browser type and version
Operating system
Pages visited and time spent on the site
Referral source

This is collected automatically through cookies and analytics tools (see Cookie Policy below).

3. How We Use Your Information

We use your data to:

Process Deed Poll applications and provide documents
Communicate with you about your order or enquiry
Improve our services and website functionality
Maintain legal compliance
Send important service-related updates (e.g. policy changes)

We do not use your data for unsolicited marketing without your consent.

4. Legal Basis for Processing

Under the UK GDPR, we process your data based on the following lawful grounds:

Contractual obligation:

To fulfil your Deed Poll application

Legal obligation:

To comply with applicable UK laws

Legitimate interest:

To improve our service and ensure security

Consent:

For non-essential cookies or optional contact

5. Data Retention

We retain personal data only as long as necessary for the purposes stated, or as required by law (e.g. tax or legal obligations). For example, we may store application data securely for up to 6 years in case of legal queries or document reissues.

6. Sharing Your Data

We do not sell or rent your personal data. We may share it with:

Secure third-party services that help us operate the website (e.g., secure hosting, email delivery)
Legal authorities if required by law or in response to lawful requests

All third parties are GDPR-compliant and only process your data on our instructions.

7. Your Data Rights (UK GDPR)

You have the right to:

Access your personal data
Request deletion
Object to or restrict processing
Withdraw consent (where applicable)
Lodge a complaint with the ICO (www.ico.org.uk)

To exercise your rights, email: helpdesk@deedpollagency.co.uk

8. Cookies

Cookies are small text files stored on your device to enhance your website experience.

8.1 Types of Cookies We Use

Essential cookies – Required for the website to function properly (e.g., form submissions).
Performance cookies – Help us understand website usage (e.g., Google Analytics).
Functional cookies – Remember preferences like language and settings.

8.2 Managing Cookies

You can accept or reject cookies via the cookie banner or by adjusting your browser settings. Disabling cookies may impact your experience on our site.

9. Third-Party Links

Our website may contain links to third-party websites (e.g., GOV.UK). We are not responsible for their privacy practices. Please review their policies when visiting those sites.

10. Security

We use appropriate technical and organisational measures to safeguard your data, including SSL encryption, secure servers, and access controls.

11. Changes to This Policy

We may update this policy from time to time. The latest version will always be available at www.deedpollagency.co.uk/privacy-policy and the date of last update will be stated at the top.

12. Contact Us

If you have any questions about this Privacy & Cookie Policy, please contact:

The Deed Poll Agency UK

Email: info@deedpollagency.co.uk