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Land Registry Docs

Privacy Notice

DRAFT — LEGAL REVIEW REQUIRED before launch

This notice explains what personal data we collect when you use this website or order property documents from us, why we collect it, and the rights you have over it.

Who we are

The data controller is Land Registry Docs, company number [PLACEHOLDER — company number], registered office [PLACEHOLDER — registered office address]. You can contact us about anything in this notice at support@landregistry-docs.co.uk.

ICO registration: [PLACEHOLDER — ICO registration number].

What we collect and why

  • Contact details — your name and email address. We use these to process your order, deliver documents and answer your enquiries.
  • Property addresses — the address or description of the property or land you ask us to retrieve documents for. We use this to identify the correct registered title. A property address can relate to identifiable people, so we treat it as personal data.
  • Uploaded supporting documents — files you choose to upload to help us identify a property, such as a plan or an old deed. We use them only to fulfil your order.
  • Payment metadata — payment is handled by Stripe. We receive metadata such as the payment status, amount and a payment reference. We never store your full card details, and they never pass through our systems.
  • Administrator notes — notes our team records while handling your order, such as the outcome of an address check or a summary of a phone call.
  • Email communications — the emails we send you about your order and any emails you send us, so we have a record of what was agreed.
  • Analytics — with your consent, privacy-conscious analytics that record anonymous usage of the site (pages viewed, referrer). No personal details are sent, and nothing runs before you consent. See the Cookie Policy.
  • Document download logs — when a delivered document is downloaded, we log the event, including a hashed form of the IP address, for security and to investigate misuse of download links.

Lawful bases

[LEGAL REVIEW REQUIRED — the lawful basis for each processing activity must be confirmed before launch.] In outline, we expect to rely on: performance of a contract for processing needed to fulfil your order; legitimate interests for security logging and service administration; consent for analytics; and legal obligation for records we must keep, such as accounting records.

Who we share data with

We use a small number of service providers to run this service. [PLACEHOLDER — confirm the final processor list and the agreements in place with each before launch.]

  • Stripe — payment processing
  • Supabase — database and file storage
  • Resend — transactional email delivery
  • Vercel — website hosting

We do not sell personal data, and we do not share it with anyone for their own marketing.

International transfers

[LEGAL REVIEW REQUIRED — the data residency arrangements of each processor, and the transfer safeguards relied on where data leaves the UK, must be confirmed and documented before launch.]

Retention and deletion

  • Delivered documents are stored securely in your Property Document Vault so you can retrieve them from your order page. Vault storage is included free for 12 months from your order date, after which documents are deleted from our storage unless you have upgraded to the Lifetime Property Document Vault, in which case documents are retained for the lifetime of your account. [PLACEHOLDER — retention approach pending review.]
  • Order records, including administrator notes and email history, are retained for as long as needed to administer the order and to meet legal record-keeping obligations. [PLACEHOLDER — confirm retention periods for order records before launch.]
  • Download logs and security logs are retained for a limited period for security purposes.

Your rights

You have rights over your personal data, including the right to access it, to have it corrected, to have it deleted in certain circumstances, to restrict or object to certain processing, and to data portability. To exercise any of these rights, email support@landregistry-docs.co.uk or use the contact form and choose “Data request” as the enquiry type. We will respond within the timescales the law requires.

Complaints to the ICO

If you are unhappy with how we have handled your personal data, you can complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. We would appreciate the chance to resolve your concern first — see our contact page.

Last updated: [PLACEHOLDER — set on publication]. This notice is a draft template and must be reviewed by a qualified professional before launch.