Privacy policy

This privacy policy explains how NI Deed Poll Office ("we", "us" or "our") collects, uses and protects your personal information when you use our website (www.nideedpolloffice.co.uk) and our services.

Business name: NI Deed Poll Office

Address: River House, 48-60 High Street, Belfast, BT1 2BE

Contact email: help@nideedpolloffice.co.uk

We collect and process the following types of personal information.

Information you give us when you order

• your current full name
• your new full name (the name you are changing to)
• your email address
• your postal address

Child applications

• the child's current full name
• the child's new full name
• the child's date of birth
• the full names of each person with parental responsibility

Payment information

• payment details are processed securely by Stripe, Inc. (our payment processor)
• we do not store your full card details
• we log transaction references, the last 4 digits of your card, payment method, card issuer and card type for order verification and fraud prevention

We use your personal information for the following purposes.

To fulfil your order (legal basis: contract performance)

• prepare your deed poll document
• deliver your deed poll by post to your address
• send order confirmation and delivery updates by email
• provide customer support

To comply with legal obligations (legal basis: legal obligation)

• maintain business records for 6 years
• prevent fraud and comply with payment regulations

To improve our service (legal basis: legitimate interests)

• analyse website usage to improve user experience
• monitor website performance and fix technical issues
• understand how customers use our service

We share your information only with trusted third parties who help us provide our service.

Service providers

• Stripe, Inc.: payment processing (see stripe.com/privacy)
• Royal Mail Group Ltd: delivery of your deed poll (we share your name and address only)
• Resend, Inc.: sending order confirmation and update emails (we share your name and email address only)
• Vercel Inc.: website hosting and delivery

Analytics and advertising

• Google LLC: we use Google Analytics, Google Ads and Google Tag Manager to understand website usage, measure advertising effectiveness and show relevant advertisements to people who have previously visited our website. Google may transfer data to the United States and is certified under the UK Extension to the EU-US Data Privacy Framework. See policies.google.com/privacy

When we may disclose information

• required by law or legal process, such as a court order, warrant or statutory obligation
• requested under lawful investigation procedures
• necessary to prevent or detect crime, fraud or other illegal activity
• required to protect our legal rights or comply with our legal obligations

We retain your personal information for the following periods:

• order data: 6 years from the date of your order, to meet our business record-keeping obligations
• technical data (analytics): up to 26 months (Google Analytics default retention)
• cookies: as specified in our cookie settings (see section 10)

Under UK data protection law you have the following rights:

• right to access: you can request a copy of the personal information we hold about you
• right to correction: you can ask us to correct inaccurate or incomplete information
• right to deletion: you can request deletion of your data, subject to our legal retention obligations
• right to object: you can object to processing based on legitimate interests, such as analytics and advertising
• right to restrict processing: you can ask us to limit how we use your data in certain circumstances
• right to data portability: you can request your data in a structured, commonly used format
• right to withdraw consent: where we rely on consent, such as for cookies, you can withdraw it at any time

Our website uses cookies to improve your experience and analyse usage. Cookies are small text files stored on your device when you visit our website.

Essential cookies

• required for the website to function properly
• enable secure transactions and form submissions
• cannot be disabled

Analytics cookies

• Google Analytics, via Google Tag Manager
• help us understand how visitors use our website
• collect anonymised data including pages visited, time on site and device information

Advertising cookies

• Google Ads, via Google Tag Manager
• track conversions from our advertising campaigns
• enable remarketing
• collect information about your visit to show you relevant advertisements on other websites

Local storage

• we use your browser's session storage to retain the answers you enter while completing an application
• this data is held in your browser only and is not transmitted to us until you submit your application
• it is erased when you close the browser tab and on completion of payment
• it is strictly necessary to provide the service you have requested and therefore does not require consent

When you first visit our website you can accept or reject non-essential cookies through our cookie banner. You can also control cookies through your browser settings, though disabling them may affect how the website works.

We implement industry-standard security measures to protect your personal information, including:

• SSL encryption for data transmitted between your browser and our website
• secure payment processing through Stripe, Inc. (PCI DSS compliant)
• access controls to limit who can view customer data
• regular security reviews and updates

If you are 16 or 17 you can apply for a deed poll yourself, and we will collect your information in the same way as for any other applicant.

Our child deed poll service is for children under 16 and is intended for use by a parent or other person with parental responsibility. We collect a child's name and date of birth only when they are provided by that person.

Our website may contain links to external websites, such as government resources or review platforms.

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements.

If you have concerns about how we handle your personal information, you have the right to lodge a complaint with the UK's data protection regulator.