Privacy policy

1. Who is responsible

The data controller for personal information processed through the Services is Inheritance Monitor, unless a separate entity is identified in your correspondence, a jurisdiction-specific notice, or an engagement letter. For questions, use our contact page.

2. Information we collect

Depending on how you interact with us, we may collect:

• Identity and contact data: name, postal address, email address, telephone number, and account identifiers when you register a portal account or communicate with us.
• Registry and claim-related data: case or file numbers, estate or decedent names, beneficiary details, inheritance claim types (e.g. categories you select), claim or submission references, internal notes you provide, and information needed to verify or process a claim.
• Status and correspondence data: claim status updates, registry timeline entries, support messages, emails, and other communications about your claim or intake.
• Account and transaction data: login credentials (hashed), preferences, billing or invoice-related information where you purchase services or fees apply, and support tickets.
• Technical and usage data: IP address, browser type and version, device type, operating system, approximate location derived from IP, pages viewed, referring URLs, timestamps, and diagnostic logs.
• Communications: emails, chat transcripts, and call recordings where permitted by law and notified to you.
• Information you choose to provide: free-text fields in forms, surveys, or feedback.

Estate and inheritance matters can involve sensitive information. If you voluntarily include special categories of data (e.g. health-related context) in a message or form, we will process it only as needed to provide the Services and comply with law. Please avoid sending full account numbers, passwords, or unnecessary government ID numbers through unsecured forms.

3. How we collect information

• Directly from you when you create an account, submit a public claim intake, check case status, file a claim-related request, contact us, or subscribe to updates.
• From representatives you authorise (e.g. legal representatives or executors) where they provide information on your behalf.
• Automatically through cookies, pixels, and similar technologies when you use our websites or apps (see Cookies & similar technologies below).
• From service providers (e.g. hosting, email delivery, payment processors) where they process data on our instructions.

4. Why we use your information (purposes)

We process personal information for:

• Providing the Services: operating the registry portal, intake and review of claims, maintaining case status and public lookup tools, communications about your claim, invoicing where applicable, and customer support.
• Legal and regulatory compliance: meeting obligations that apply to our operations, responding to lawful requests from authorities, and preserving records where required.
• Security and integrity: fraud prevention, abuse detection, network security, and dispute resolution.
• Improving our Services: analytics, product development, and performance monitoring (often using aggregated or de-identified data).
• Communications: service updates, operational notices, and—with your consent where required—information about related registry services (you may opt out of marketing as described below).

5. Legal bases (where applicable)

If laws such as the GDPR or UK GDPR apply, we rely on one or more of the following legal bases: performance of a contract with you; legitimate interests (e.g. securing our network, improving services, direct marketing of similar products, provided interests are not overridden by your rights); compliance with a legal obligation; and consent where required (e.g. certain cookies or marketing). You may withdraw consent at any time where processing is consent-based.

6. Sharing and disclosure

We may share personal information with:

• Professional and operational partners (e.g. advisers, auditors, or technology vendors) who assist us in running the registry, subject to confidentiality and data-processing terms where appropriate.
• Service providers who assist us with IT hosting, email delivery, analytics, customer support tools, and payment processing.
• Professional advisers (lawyers, auditors) where required.
• Authorities when required by law, court order, or to protect rights, safety, or property.
• Business transfers in connection with a merger, acquisition, or asset sale, subject to appropriate safeguards.

We do not sell your personal information in the conventional sense. Where “sale” or “sharing” has specific meanings under local laws (e.g. certain U.S. state laws), we describe your choices in the Your rights section.

7. International transfers

Operating an inheritance registry may require transferring personal data to countries other than where you live. When we transfer data from the European Economic Area, UK, or Switzerland to countries not deemed adequate, we use appropriate safeguards such as standard contractual clauses or other mechanisms permitted by law.

8. Retention

We retain personal information only as long as necessary for the purposes above, including to meet legal, tax, and regulatory record-keeping requirements. Retention periods vary by data type (e.g. claim and case records may be kept longer than transient server logs). When retention ends, we delete or anonymise data where feasible.

9. Security

We implement technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, or destruction. These include access controls, encryption in transit where appropriate, monitoring, and staff training. No method of transmission over the Internet is 100% secure; we cannot guarantee absolute security.

10. Cookies & similar technologies

We use cookies and similar technologies to operate the site, remember preferences, analyse traffic, and improve the Services. You can control cookies through your browser settings. Blocking essential cookies may affect functionality. Where required by law, we obtain consent before non-essential cookies are placed.

11. Your rights

Depending on your location, you may have the right to:

• Access a copy of your personal information;
• Correct inaccurate or incomplete data;
• Delete data in certain circumstances;
• Restrict or object to processing;
• Data portability, where technically feasible;
• Withdraw consent where processing is consent-based;
• Lodge a complaint with a supervisory authority;
• Opt out of certain uses, including targeted advertising or “sales” as defined under applicable U.S. state laws, where such rights apply.

To exercise these rights, contact us via our contact page. We may need to verify your identity before responding. You may also unsubscribe from marketing emails using the link in those emails.

12. Children

The Services are not directed at children under the age of majority in their jurisdiction. We do not knowingly collect personal information from children. If you believe we have collected such information, please contact us and we will take steps to delete it.

13. Third-party sites

Our Services may link to third-party websites or embed third-party content. This policy does not apply to those sites. We encourage you to read their privacy notices.

14. Automated decision-making

We may use automated systems to help route inquiries, detect fraud, or prioritise support. We do not make solely automated decisions that produce legal or similarly significant effects about you without human oversight where such review is required by law.

15. Changes to this policy

We may update this Privacy policy from time to time. We will post the revised version on this page and change the “Last updated” date. For material changes, we may provide additional notice (e.g. email or a banner) where appropriate.

16. Contact

For privacy-related requests or questions, contact us through our contact page. Our Terms & conditions apply to use of the Services.