1. Introduction
EstateCopilot ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our estate administration platform.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, password
- Estate Information: Deceased person's details, asset information, beneficiary details, debt information
- Payment Information: Processed securely through Stripe (we do not store full card details)
- Communications: Support requests, feedback, and correspondence
2.2 Automatically Collected Information
- Usage Data: Pages visited, features used, time spent on platform
- Device Information: IP address, browser type, operating system
- Cookies: Session cookies for authentication and functionality
3. How We Use Your Information
We use collected information for:
- Providing and maintaining our estate administration services
- Generating probate and inheritance tax forms
- Processing payments and managing subscriptions
- Providing customer support and responding to inquiries
- Improving our platform and developing new features
- Sending service-related notifications and updates
- Ensuring platform security and preventing fraud
- Complying with legal obligations
4. Data Storage and Security
We implement industry-standard security measures to protect your data:
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest
- Infrastructure: Hosted on secure infrastructure with SOC 2 compliance
- Access Controls: Strict role-based access controls and authentication
- Backups: Regular automated backups with encryption
- Monitoring: Continuous security monitoring and incident response
5. Data Sharing and Disclosure
We do not sell your personal data. We may share information with:
- Service Providers: Stripe (payments)
- Legal Requirements: When required by law, court order, or regulatory authority
- Business Transfers: In connection with a merger, acquisition, or sale of assets
- With Your Consent: When you explicitly authorise disclosure
6. Your Rights (UK GDPR)
Under UK data protection law, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate or incomplete data
- Erasure: Request deletion of your data ("right to be forgotten")
- Restriction: Limit how we process your data
- Portability: Receive your data in a structured, machine-readable format
- Object: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent at any time where processing is based on consent
To exercise these rights, contact us at privacy@estatecopilot.co.uk
7. Data Retention
We retain your data for as long as necessary to provide services and comply with legal obligations:
- Active Accounts: Retained while account is active
- Estate Data: Retained for 7 years after estate closure (tax compliance requirement)
- Marketing Data: Retained until you opt out or request deletion
- Legal Obligations: Retained as required by law (e.g., financial records for 6-7 years)
8. Cookies and Tracking
We use cookies and similar technologies to provide, protect, and improve our services. This section explains what cookies we use, why we use them, and how you can manage your preferences.
8.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and provide a better user experience. We also use localStorage, which is similar to cookies but stores data locally in your browser.
8.2 Cookie Categories
We categorise our cookies into three types:
Essential Cookies (Required)
These cookies are necessary for the platform to function and cannot be disabled. Without them, you would not be able to log in or use core features.
| Cookie/Storage | Purpose | Duration | Provider |
|---|
| Supabase Auth Session | Maintains your login session and authenticates requests | Session / 1 hour refresh | Supabase |
| Stripe Cookies | Payment processing, fraud prevention, and security during checkout | Session / Varies | Stripe |
Functional Cookies (Optional)
These cookies remember your choices and preferences to provide enhanced functionality and personalisation.
| Cookie/Storage | Purpose | Duration | Provider |
|---|
| sidebar:state | Remembers whether your dashboard sidebar is expanded or collapsed | 7 days | EstateCopilot |
| Product Tour Status | Tracks which product tours you have completed to avoid showing them again | Persistent | EstateCopilot |
| cookie-consent-preferences | Stores your cookie preferences so we remember your choices | Persistent | EstateCopilot |
| Theme Preference | Remembers your light/dark mode preference | Persistent | EstateCopilot |
Analytics Cookies (Optional)
These cookies help us understand how visitors interact with our platform, allowing us to improve the user experience.
| Cookie/Storage | Purpose | Duration | Provider |
|---|
| Google Analytics (_ga, _gid) | Anonymised usage statistics to understand how visitors use our platform | Up to 2 years | Google |
8.3 Managing Your Cookie Preferences
You can manage your cookie preferences in several ways:
- Cookie Banner: When you first visit our platform, you can choose which optional cookies to accept via our cookie consent banner.
- Browser Settings: Most web browsers allow you to control cookies through their settings. You can delete existing cookies and set preferences for accepting or rejecting new cookies.
- Opt Out: For Google Analytics, you can install the Google Analytics Opt-out Browser Add-on.
Please note that disabling essential cookies may prevent you from using certain features of our platform.
9. Third-Party Services
Our platform integrates with:
- Supabase: Database, authentication, and storage (Privacy Policy: supabase.com/privacy)
- Stripe: Payment processing (Privacy Policy: stripe.com/privacy)
- Vercel: Hosting and deployment (Privacy Policy: vercel.com/legal/privacy-policy)
10. International Data Transfers
Your data is primarily stored within the UK/EU. If transferred outside the UK/EU, we ensure adequate safeguards through:
- Standard Contractual Clauses (SCCs)
- Adequacy decisions by the UK government
- Service providers with appropriate data protection certifications
11. Children's Privacy
Our service is not intended for individuals under 18. We do not knowingly collect data from children. If you believe we have collected data from a child, contact us immediately.
12. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes by:
- Email notification to registered users
- Prominent notice on our platform
- Updated "Last updated" date at the top of this policy
13. Contact Us
For privacy-related questions, requests, or concerns:
- Email: privacy@estatecopilot.co.uk
- Data Protection Officer: dpo@estatecopilot.co.uk
14. Supervisory Authority
You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
This Privacy Policy is effective as of January 2026 and applies to all users of the EstateCopilot platform.