Privacy Policy

1. Introduction

Verify Client ("we", "us", "our") is committed to protecting the privacy of individuals who use our client onboarding platform. This Privacy Policy explains how we collect, use, store, and protect personal information in connection with our services.

We operate as a data processor on behalf of conveyancing firms (our customers), who are the data controllers for the personal information collected through our platform. This policy covers our practices as both a data processor and, where applicable, as a data controller for our own business purposes.

2. Information We Collect

2.1 Information Collected During Client Onboarding

When clients complete onboarding through our platform, we collect information on behalf of the conveyancing firm, which may include:

• Full name, date of birth, and contact details
• Identity documents (passport, driving licence)
• Proof of address documents
• Source of funds information and supporting documentation
• Declarations and consent records
• Photographs for identity verification

2.2 Information from Conveyancing Firms

From our conveyancing firm customers, we collect:

• Business contact information
• User account details for platform access
• Billing and payment information
• Usage data and platform activity logs

2.3 Technical Information

We automatically collect certain technical information including IP addresses, browser type, device information, and usage patterns to ensure platform security and improve our services.

3. How We Use Information

3.1 Client Onboarding Data

Personal information collected during onboarding is processed to:

• Facilitate identity verification checks
• Support anti-money laundering screening
• Document source of funds for compliance purposes
• Generate evidence packs for the conveyancing firm's records
• Maintain audit trails as required by regulation

3.2 Business Purposes

We use business information to provide our services, process payments, communicate with customers, improve our platform, and comply with legal obligations.

4. Legal Basis for Processing

We process personal information on the following legal bases under UK GDPR:

• Contract performance: Processing necessary to provide our services
• Legal obligation: Processing required by anti-money laundering regulations
• Legitimate interests: Processing for platform security and service improvement
• Consent: Where specific consent has been obtained

5. Data Sharing

We share personal information only as necessary:

• With conveyancing firms: Client onboarding data is shared with the firm that initiated the onboarding request
• Service providers: We use trusted third-party providers for identity verification, AML screening, and hosting services
• Legal requirements: We may disclose information when required by law or to protect our legal rights

We do not sell personal information to third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect personal information, including:

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security assessments and monitoring
• Staff training on data protection
• UK-based data hosting

7. Data Retention

We retain personal information in accordance with legal requirements and our data retention policy:

• Client onboarding data is retained as directed by the conveyancing firm, in line with their regulatory obligations
• Audit logs are retained for the period required by applicable regulations
• Business records are retained as required for accounting and legal purposes

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Restriction: Request limitation of processing
• Portability: Request transfer of your data
• Objection: Object to certain types of processing

For client onboarding data, please contact your conveyancing firm in the first instance, as they are the data controller. For other enquiries, contact us using the details below.

9. Cookies

Our platform uses essential cookies necessary for the functioning of the service. We do not use advertising or tracking cookies. Session cookies are used to maintain security during the onboarding process.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through our platform or by email. Continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

For questions about this Privacy Policy or our data practices, please contact us: