1. Who We Are
UK Deed Poll is a document preparation service for deed polls in England and Wales. References to "we", "us" or "our" in this policy refer to UK Deed Poll. We are the data controller for the personal data we collect about you.
We are registered with the Information Commissioner's Office (ICO) under registration reference C1670545.
If you have any questions about how we handle your data, please contact us.
2. What Data We Collect
We collect the following categories of personal data:
Data you provide directly
- Your name (current and new) and title
- Date of birth
- Email address
- Mobile phone number (optional)
- Delivery address
- Nationality
- Reason for name change
- For child applications: the child's name, date of birth, and parent/guardian details
- Any information you provide when contacting us
Data collected automatically
- IP address and approximate location
- Browser type and version
- Pages visited and time spent on our website
- Referral source
Payment data
Payment is processed by Stripe. We do not store your full payment card details. Stripe may retain payment data in accordance with their own privacy policy.
3. How We Use Your Data
We use your personal data for the following purposes:
- To process your order: Your name, address and order details are used to prepare and dispatch your deed poll.
- To send transactional emails: Order confirmation, dispatch notification, and digital product delivery.
- To provide membership services: If you join UK Deed Poll Membership, we use your data to manage your account and fulfil membership benefits.
- To respond to enquiries: Data you provide when contacting us is used to respond to your query.
- To improve our service: Aggregated, anonymised usage data helps us improve our website and services.
- To comply with legal obligations: We may retain certain records as required by law.
4. Legal Basis for Processing
We process your personal data on the following legal bases under UK GDPR:
- Contract performance: Processing necessary to fulfil your order and provide our services.
- Legitimate interests: Improving our service, preventing fraud, and ensuring the security of our platform.
- Legal obligation: Compliance with applicable laws and regulations.
- Consent: Where you have given explicit consent, such as for marketing communications (if applicable).
5. Who We Share Your Data With
We share your data with the following third parties where necessary to provide our services:
- Stripe: Payment processing. Stripe processes your payment details in accordance with their privacy policy.
- Resend: Email delivery service used to send order confirmations and transactional emails.
- Vercel: Our website and serverless functions are hosted on Vercel's infrastructure.
- Neon (Neon Inc.): Serverless Postgres database provider. Your order data (name, address, order details) is stored in a Neon-hosted database located in the EU (London).
- Stannp: Print and mail fulfilment service. Your name, delivery address, and deed poll document are transmitted to Stannp to physically print and dispatch your order by Royal Mail.
- Cloudflare R2: Cloud object storage used to archive PDF copies of your deed poll where you have purchased the Digi-Poll™ Archive add-on.
- Royal Mail: Your name and delivery address are passed to Royal Mail by our fulfilment partner (Stannp) to deliver your order.
We do not sell your personal data to third parties. We do not share your data with marketing companies or data brokers.
6. Sensitive Data
Some information you provide — such as your reason for name change — may be considered sensitive personal data (for example, if you are changing your name due to a gender change). We process this data solely for the purpose of fulfilling your order and will not use it for any other purpose.
7. Data Retention
We retain your personal data for as long as necessary to provide our services and comply with legal obligations:
- Order records are retained for 7 years for accounting and legal compliance purposes.
- If you are a member, we retain your data for the duration of your membership plus 12 months.
- If you use our Digi-Poll™ Archive service, your deed poll record is stored indefinitely as part of that service.
- Contact form enquiries are retained for 2 years.
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of access: You can request a copy of the personal data we hold about you.
- Right to rectification: You can ask us to correct inaccurate data.
- Right to erasure: You can ask us to delete your data, subject to our legal obligations to retain certain records.
- Right to restriction: You can ask us to restrict processing of your data in certain circumstances.
- Right to portability: You can request your data in a machine-readable format.
- Right to object: You can object to processing based on legitimate interests.
To exercise any of these rights, please contact us. We will respond within 30 days.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been handled unlawfully.
9. Cookies
Our website uses the following categories of cookies and local storage:
- Essential: We use localStorage to preserve your application form state between steps. These are strictly necessary for the site to function and cannot be declined.
- Analytics (optional): With your consent, we use Google Analytics 4 to collect anonymised data about how visitors use our website (pages visited, session duration, referral source). This helps us improve the service. No personally identifiable information is sent to Google Analytics. You can accept or decline analytics cookies via the cookie banner when you first visit the site, and you can change your preference at any time by clearing your browser's localStorage for this site.
We do not use advertising, retargeting, or third-party social media cookies.
10. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Payment data is handled entirely by Stripe and is subject to PCI-DSS compliance.
11. Changes to This Policy
We may update this privacy policy from time to time. We will publish any material changes on this page with an updated date. Continued use of our service after changes are published constitutes acceptance of the updated policy.
12. Contact
For any privacy-related questions or to exercise your data rights, please contact us.
UK Deed Poll is not a government agency. Our function is purely as a document provider for the self-declaration of unenrolled deed polls.