Privacy Policy
Your privacy is our priority. Learn how we protect and handle your personal information.
1. Overview
What This Policy Covers
This Privacy Policy explains how UK Name Change ("we," "our," or "us") collects, uses, protects, and shares your personal information when you use our deed poll services. We are committed to protecting your privacy and complying with all applicable UK data protection laws, including the UK GDPR and the Data Protection Act 2018.
About UK Name Change
UK Name Change provides legal deed poll services in the United Kingdom. We help individuals legally change their names through our secure online platform, preparing professionally drafted deed poll documents that are legally recognised throughout the UK.
Company Details
- Legal Entity / Data Controller: Custom Coded Websites Ltd
- Trading Name: UK Name Change
- Service: Legal Deed Poll Services
- Website: uknamechange.com
- Email: uknamechange@gmail.com
- Registered Office: Office 14883, 182-184 High Street North, East Ham, London, E6 2JA
- ICO Registration Number: [To be registered]
Compliance Standards
- UK GDPR Compliant
- Data Protection Act 2018
We comply with the requirements of the UK GDPR and the Data Protection Act 2018. Payment processing is handled securely by our third-party payment providers who are PCI DSS compliant.
2. Information We Collect
We collect the following information to prepare deed poll documents, provide our services, and comply with legal requirements:
Personal Information
- Full name (current and new)
- Date of birth
- Email address (to send documents and service communications)
- Home address (for document preparation and delivery, if selected)
- Phone number (optional, for contact if needed)
- Digital signature (used solely to generate the deed poll)
Child Deed Poll Data
When preparing a child deed poll, we collect:
- The child's full name, date of birth, and address
- Parent/guardian details and signature
- Witness details (if required) – you must ensure the witness has consented to their data being shared with us
- Proof of relationship or consent documentation, where applicable
Payment Information
- Billing address
- Transaction records
- Payment method type (e.g. credit/debit card, PayPal)
- Invoice information
Technical Information
- IP address and general location
- Browser type, device, and operating system
- Website usage and session data (e.g. pages visited, time spent)
- Cookies and user preferences (see our Cookies section for more detail)
3. Children's Data
We take special care when handling personal data relating to children under 18 years of age. This section explains how we collect, use, and protect children's data when providing our child deed poll services.
What Data We Collect
- Child's Information: Current name, new name, date of birth, and address
- Parent/Guardian Details: Full names, addresses, relationship to child, and contact information
- Signatures: Parent/guardian signatures and the child's signature (if age appropriate)
- Consent Records: Documentation confirming parental/guardian authority
- Witness Information: Details of witnesses (when required). You must ensure your chosen witness has consented to their details being provided to us.
Who Provides the Data
- Parents or legal guardians provide all required information and consent.
- Children aged 16–17 may provide some details directly, with parental/guardian consent.
- Witnesses provide their own details when acting in that role.
- In rare cases involving court orders, information may also come via legal representatives.
Legal Basis for Processing
- Performance of a Contract – to provide the deed poll service you request
- Legal Obligation – to comply with UK deed poll requirements and record-keeping laws
- Consent – clear parental/guardian consent to process the child's information
How We Use Children's Data
- To prepare legally valid deed poll documents for children
- To verify parental/guardian authority and consent
- To confirm the child's identity and eligibility
- To communicate with parents/guardians about the service
- To maintain legal and administrative records
Safeguards
- Children's data is encrypted in transit and at rest
- Access is restricted to authorised staff only
- Data is not used for marketing or profiling purposes
- Children's data is securely deleted once no longer required
Data Retention
We retain children's deed poll records only for as long as necessary to provide the service and meet our legal obligations. Typically, this means up to 6 years after completion of the service, unless a longer period is legally required.
Children's Rights
Parents or legal guardians may exercise a child's data rights on their behalf, including the rights of access, rectification, erasure, restriction, and objection. When the child reaches the age of 18, they will gain direct control over their personal data and these rights.
4. How We Use Your Information
We use your personal information only for the purposes listed below, and always in accordance with applicable UK data protection laws:
Service Delivery (Legal Basis: Contract)
- Create and process your deed poll document
- Verify your identity and eligibility
- Process payments securely via our third-party payment provider
- Provide customer support related to the service
- Send service updates and confirmations
- Manage your account preferences
Legal Compliance (Legal Basis: Legal Obligation)
- Meet UK legal and regulatory requirements
- Prevent fraud and verify identity
- Maintain legally required records
- Respond to legal requests or official inquiries
- Ensure document authenticity and validity
Service Improvement (Legal Basis: Legitimate Interests / Contract)
- Analyse website usage patterns to enhance functionality
- Improve user experience and interface design
- Develop new features or services
- Monitor service quality and perform security assessments
Note: All analysis is conducted on anonymised or aggregated data wherever possible.
Communications
- Order confirmations, service updates, and important announcements
- Customer service communications related to your requests
- Marketing emails and satisfaction surveys, only where you have provided explicit consent
You may unsubscribe from marketing communications at any time.
5. Legal Basis for Processing
Under UK GDPR, we must have a legal basis for processing your personal data. Here are the legal bases we rely on:
| Processing Purpose | Legal Basis | GDPR Article | Details |
|---|---|---|---|
| Deed Poll Creation | Contract Performance | Article 6(1)(b) | Necessary to prepare and deliver your deed poll documents |
| Identity Verification | Legal Obligation | Article 6(1)(c) | Required to verify identity and prevent fraud related to deed poll documents |
| Record Keeping | Legal Obligation | Article 6(1)(c) | Maintaining legally required records for deed poll authenticity and compliance |
| Marketing Communications | Consent | Article 6(1)(a) | Only with your explicit consent; you may withdraw consent at any time |
| Service Improvement | Legitimate Interest | Article 6(1)(f) | Anonymised/aggregated analytics to improve services and user experience |
| Security Monitoring | Legitimate Interest | Article 6(1)(f) | Protect systems, prevent fraud, and monitor service security |
6. Information Sharing
Our Privacy Commitment
We do not sell, rent, or trade your personal information to third parties for marketing purposes. We only share your information in the limited circumstances described below, and always with appropriate safeguards in place.
Trusted Service Partners
Payment Processing
- Stripe: Secure payment processing, PCI DSS Level 1 compliant, end-to-end encryption. No card data is stored by us.
Technical Services
- Cloud Hosting: Secure data storage
- Email Services: Sending transactional emails
- Analytics Providers: Website performance monitoring (all analytics data is anonymised where possible)
All providers are based in the UK or EU.
Legal Requirements
We may disclose your information when required by law or to protect our legal rights, including:
- In response to valid court orders or legal processes
- To comply with regulatory investigations
- To prevent fraud or illegal activities
- To protect the safety of our users or the public
- To defend our legal rights and interests
Third-Party Safeguards
All service providers we work with are required to:
- Maintain appropriate security measures
- Use your data only for the specified purposes
- Comply with UK/EU data protection laws
- Sign comprehensive data processing agreements
Children's Data
Children's data is only shared with trusted service providers necessary to deliver the deed poll service. It is never shared for marketing purposes or analytics beyond anonymised or aggregated reporting.
7. Data Security
We implement comprehensive security measures to protect your personal information from unauthorised access, alteration, disclosure, or destruction.
Technical Safeguards
- TLS 1.3 encryption for data transmission
- AES-256 encryption for data at rest
- Multi-factor authentication for sensitive systems
- Regular security updates and patches
- Intrusion detection and monitoring
- Automated backup systems in secure locations
Access Controls
- Role-based access and principle of least privilege
- Regular access reviews
- Employee security training
- Secure development practices and data breach response procedures
Compliance & Auditing
- Periodic security assessments, penetration testing, and vulnerability scanning
- Security incident logging and monitoring
- Compliance monitoring and third-party security audits where applicable
Data Protection
- Secure cloud infrastructure with geographically distributed backups
- Data loss prevention and secure data disposal procedures
- Privacy by design and data minimisation principles
Children's Data
Children's personal data is subject to the same technical and organisational safeguards as adult data.
Security Breach Notification
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify affected users without undue delay, and in any case within 72 hours where required by UK GDPR. We will also notify the Information Commissioner's Office (ICO) as legally required.
8. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this privacy policy and to comply with legal obligations.
| Data Type | Retention Period | Reason for Retention |
|---|---|---|
| Deed Poll Records | Adults: 6 years after service completion Children: Until child turns 18 + 6 years |
Legal requirement for document authenticity and potential future verification needs |
| Payment Records | 7 years | HMRC requirements for tax and accounting purposes |
| Account Information | 3 years after last login | To maintain account access and provide ongoing support |
| Website Analytics | 26 months | Standard Google Analytics retention for service improvement |
| Support Communications | 3 years | Quality assurance and training purposes |
| Marketing Consent | Until withdrawn | To honour your communication preferences and consent choices |
Automatic Deletion
We have automated systems in place to delete personal data once retention periods expire. You can also request early deletion by contacting us, subject to any legal obligations that may require longer retention.
9. Your Rights
Under UK GDPR, you have several important rights regarding your personal data. You can exercise these rights at any time by contacting us.
Right of Access
Request a copy of all personal data we hold about you, including how we use it and who we share it with.
- Free of charge
- Response within 1 month
- Secure delivery method (identity verification may be required)
Right of Rectification
Ask us to correct any inaccurate or incomplete personal information.
- Immediate correction of records
- Notification to third parties where relevant
Right to Erasure
Request deletion of your personal data in certain circumstances.
- Subject to legal obligations (some data may be retained for legal, tax, or fraud prevention purposes)
- Secure data destruction
- Confirmation of deletion
Right to Restrict Processing
Request limitation on how we use your personal data in specific situations, such as verifying accuracy.
- Limited processing only
- Storage continues
- Notification to you when restriction lifted
Right to Data Portability
Receive your data in a structured, commonly used, machine-readable format.
- Transfer to another service provider
- No charge applied
Right to Object
Object to processing based on legitimate interests (e.g., analytics) or direct marketing.
- Marketing communications will stop immediately upon objection
- Processing review performed if based on legitimate interests
Children's Rights
- Parents or legal guardians may exercise the rights above on behalf of their child
- Children gain direct control over their data when they reach 18
How to Exercise Your Rights
To exercise any of these rights, contact us at uknamechange@gmail.com or use our contact form. We will respond within one month.
Right to Complain
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the UK's data protection authority:
Information Commissioner's Office (ICO)
- Website: ico.org.uk
- Phone: 0303 123 1113
- Post: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Contact Our Privacy Team
Have questions about this privacy policy or how we handle your data? We're here to help!
uknamechange@gmail.com
Registered Office
UK Name Change Ltd
Office 14883
182-184 High Street North
East Ham, London
E6 2JA
Response Time
Within 24 hours
Data Subject Requests
Processed within 1 month