Privacy Policy
We are committed to protecting the privacy of our clients and visitors. We do not collect information about visitors to our website except when it is knowingly provided to us by an individual either submitting a Deed Poll application or making an enquiry which contains personal information.
Our procedure for providing your data to third parties
We operate a fully confidential service and will therefore not provide your data to third party organisations accept in the following circumstances:
- When contacted by a government department, company or organisation to confirm the authenticity of your Deed Poll or Certified Copies.
- When contacted by police or other law enforcement agencies and asked to provide information for the purpose of preventing or detecting a crime, or to assist in the apprehension or prosecution of offenders. We will only provide law enforcement agencies with information in accordance with section 29(3) of the Data Protection Act 1998 which means we will not assist police with missing persons enquiries.
Our procedure for dealing with email enquiries
Upon receiving your electronic communication, we will store it on our local network for use by our staff to promptly deal with the query or problem which has been raised by you.
Once a reply to your email has been sent, your original email and our reply message will be deleted from our network usually within one week of our response.
If, at any time, a copy of your message is printed from our network, the paper copy will be shredded in due course.
Our proceedure for dealing with Deed Poll applications
Upon receiving your Deed Poll application, a copy will be printed from our system and passed to an allocated member of staff for processing.
Once the appointed member of staff has successfully processed your application and your Deed Poll is ready, your details will be entered onto our central database and the paper copy of your application which was printed from our system earlier will be shredded by the member of staff.
Your information will remain on our database until such a time that we deem it no longer necessary to keep or until we receive a request from you to remove your details from our database.
Our network security information
Our client database is hosted on our secure server which has been configured to only accept connections from computers within our internal IP address range. This means that computers not physically connected to our Local Area Network (LAN) will not be able to access any information stored on the server.
A backup of our client database is made every night after all data input is finished for that day. The backups are stored on a USB Flash Memory Drive which is in turn physically stored in a secure safe which is located onsite. Backups of our client database are kept for seven days after which they are replaced by new versions.
Computers connected to our network are regularly scanned for viruses and other malicious software such as keyloggers and spyware to ensure that your information is safe at data entry level. If a security threat is identified during the course of a scan, the infected computer will be isolated from the network until the threat has been removed and the machine has successfully passed another scan.
Finding out what information we hold about you
You can request a copy of the personal information which we hold about you under the Data Protection Act, 1998. There is no fee payable for this service. If you would like a copy of the information held on you please send your request to:
Data Protection Compliance,
The Deed Poll Service,
15 Vicarage Road,
Dagenham,
Essex,
RM10 9SD
