Last updated: 16 September 2026

East Probate Solutions is committed to protecting your personal information and being transparent about how we collect, use and protect your information.

This Privacy Policy explains what personal information we may collect, why we collect it, how we use it, who we may share it with and the rights you have in relation to your personal information.

East Probate Solutions acts as the data controller for the personal information we process in connection with our website, enquiries and services.

1. Who we are

East Probate Solutions provides practical property services for estates across the East of England.

Our services include property security, house clearance, contents and inventories, cleaning, garden and grounds maintenance, property maintenance, sale preparation and ongoing property management.

2. What information we collect

Depending on how you interact with us, we may collect and process the following types of personal information:

Information you provide to us

This may include:

• Your name

• Email address

• Telephone number

• Property address

• Correspondence and messages you send to us

• Information provided when requesting a quotation

• Information about the property and services required

• Information provided when arranging or managing our services

• Any other information you choose to provide to us

Information relating to an estate or property

Where relevant to the services we provide, you may provide information relating to an estate or property.

This may include the name and contact details of an executor, solicitor, estate representative, beneficiary or other person involved in managing the property.

We only use information that is relevant to providing our services and managing our relationship with you.

Information collected automatically

When you visit our website, certain technical information may be collected automatically, depending on the cookies and analytics services used on the website.

This may include:

• IP address

• Browser type and version

• Device type

• Operating system

• Pages visited

• Approximate location information

• Website usage information

• Referring website or source

Where cookies or similar technologies are used, further information is provided in our cookie settings or cookie notice.

3. How we use your information

We use personal information only where we have a lawful reason to do so.

Depending on the circumstances, we may use your information to:

• Respond to enquiries

• Provide quotations

• Arrange and deliver our services

• Communicate with you about your enquiry or ongoing work

• Arrange access to properties

• Coordinate contractors or other service providers where necessary

• Keep records of services provided

• Manage our business and customer relationships

• Deal with payments and invoices

• Maintain the security of our website and systems

• Improve our website, services and customer experience

• Comply with legal and regulatory obligations

• Establish, exercise or defend legal claims where necessary

We will not use your personal information for purposes that are incompatible with the reason it was originally collected without appropriate justification or, where required, your consent.

4. Our lawful basis for processing

Data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

We may process your information where it is necessary to take steps at your request before entering into a contract, or where processing is necessary to perform a contract with you.

For example, this may apply when you request a quotation or instruct us to provide property services.

Legitimate interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.

This may include managing enquiries, maintaining business records, communicating with clients and professional representatives, improving our services and protecting our business.

Legal obligation

We may process personal information where this is necessary for us to comply with a legal or regulatory obligation.

Consent

In certain circumstances, we may rely on your consent to process your personal information.

Where we rely on consent, you have the right to withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

5. How we store and protect your information

We take reasonable and appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Access to personal information is restricted to people who need it for legitimate business purposes.

Where we use third-party service providers to process information on our behalf, we take reasonable steps to ensure that appropriate data protection and security measures are in place.

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, contractual or reporting requirements.

The exact retention period will depend on the type of information and why we hold it.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

6. Who we may share your information with

We do not sell your personal information.

We may share relevant information with trusted third parties where this is necessary to provide our services, operate our business or comply with our legal obligations.

Depending on the circumstances, this may include:

• Contractors and tradespeople involved in providing agreed property services

• Professional representatives such as solicitors or estate professionals

• Property professionals involved in preparing a property for sale

• Service providers who support our website, email, IT or business systems

• Accountants, insurers or professional advisers

• Payment providers where applicable

• Government bodies, regulators or law enforcement authorities where we are legally required to do so

We only share information that is reasonably necessary for the relevant purpose.

Where another organisation processes personal information on our behalf, we take appropriate steps to ensure that it handles the information in accordance with applicable data protection requirements.

7. Your data protection rights

Depending on the circumstances, you have rights under UK data protection law in relation to your personal information.

These may include the right to:

• Ask for access to the personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Ask us to delete your personal information in certain circumstances

• Ask us to restrict how we process your information in certain circumstances

• Object to certain types of processing

• Ask for your information to be transferred to another organisation where the right to data portability applies

• Withdraw consent where we are relying on consent as our lawful basis

These rights are subject to certain legal conditions and exemptions, so they may not apply in every situation.

If you would like to exercise any of these rights, please contact us using the details provided in the Contact Us section below.

We will normally respond to a valid request within the timeframe required by applicable data protection law.

For further information about individual rights, you can also visit the Information Commissioner's Office website.

8. Contact us

If you have any questions about this Privacy Policy, how we use your personal information or wish to exercise one of your data protection rights, please contact us:

East Probate Solutions

Email:

We will try to resolve any concerns you have about the way we handle your personal information.

Complaints

If you are unhappy with how we have handled your personal information, we would encourage you to contact us first so that we can try to resolve your concern.

You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent regulator for data protection.

Information about making a complaint can be found on the ICO's website.

9. Cookies and website technologies

Our website may use cookies and similar technologies to help the website function, understand how visitors use the website and improve the website experience.

Some cookies may be necessary for the website to operate, while others may be used for analytics or other purposes.

Where required, we will ask for your consent before placing non-essential cookies on your device.

You can manage your cookie preferences through the cookie settings available on our website.

For more information about cookies and how they are used, please see our Cookie Policy or cookie settings.

The ICO states that visitors should be told when cookies are used and that consent is generally required for non-essential cookies.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, legal requirements or the way we process personal information.

When we make changes, we will update the "Last updated" date at the top of this page.

We encourage you to review this Privacy Policy periodically to ensure that you understand how we handle your personal information.