--- title: Data Retention Policy | Property Swift description: Read Property Swift’s Data Retention Policy to understand how long we keep personal information, why we retain it and how data is securely managed. image: https://propertyswift.co.uk/hs-fs/hubfs/Logo%20of%…=Logo%20of%20the%20Website%20Property%20Swift.png --- [Skip to content](https://propertyswift.co.uk/data-retention-policy#main-content) [![Property Swift New Logo](https://propertyswift.co.uk/hubfs/Property%20Swift%20New%20Logo.png)](https://propertyswift.co.uk/) - [Home](https://propertyswift.co.uk) - [Services](https://propertyswift.co.uk/property-transfer-services) Show submenu for Services - [Online Property Transfer Service](https://propertyswift.co.uk/online-property-transfer-service) - [Self Service Property Transfer](https://propertyswift.co.uk/self-service-property-transfer) - [Change of Name Service](https://propertyswift.co.uk/change-of-name-on-property-deeds-fast-online-uk-service) - [Property Gifting Service](https://propertyswift.co.uk/property-gifting-service) - [Official Copy of the Title Register and Title Plan](https://propertyswift.co.uk/official-copy-of-the-title-register-and-title-plan) - [Change or Add Correspondence Address](https://propertyswift.co.uk/change-or-add-correspondence-address) - [Official Copy of the Title Register](https://propertyswift.co.uk/official-copy-of-the-title-register) - [About Us](https://propertyswift.co.uk/about-us-and-how-we-help-you-property-transfer) - [Blogs](https://propertyswift.co.uk/blog) - [Pricing](https://propertyswift.co.uk/property-transfer-prices-costs) - [FAQ](https://propertyswift.co.uk/property-transfer-faq) - [Speak to Us](https://propertyswift.co.uk/contact-property-swift) - [Home](https://propertyswift.co.uk) - [Services](https://propertyswift.co.uk/property-transfer-services) Show submenu for Services - [Online Property Transfer Service](https://propertyswift.co.uk/online-property-transfer-service) - [Self Service Property Transfer](https://propertyswift.co.uk/self-service-property-transfer) - [Change of Name Service](https://propertyswift.co.uk/change-of-name-on-property-deeds-fast-online-uk-service) - [Property Gifting Service](https://propertyswift.co.uk/property-gifting-service) - [Official Copy of the Title Register and Title Plan](https://propertyswift.co.uk/official-copy-of-the-title-register-and-title-plan) - [Change or Add Correspondence Address](https://propertyswift.co.uk/change-or-add-correspondence-address) - [Official Copy of the Title Register](https://propertyswift.co.uk/official-copy-of-the-title-register) - [About Us](https://propertyswift.co.uk/about-us-and-how-we-help-you-property-transfer) - [Blogs](https://propertyswift.co.uk/blog) - [Pricing](https://propertyswift.co.uk/property-transfer-prices-costs) - [FAQ](https://propertyswift.co.uk/property-transfer-faq) - [Speak to Us](https://propertyswift.co.uk/contact-property-swift) [GET STARTED](https://app.propertyswift.co.uk/) ![menu-toggle](https://21645388.fs1.hubspotusercontent-na1.net/hubfs/21645388/menu-toggle.svg) ![menu-close](https://21645388.fs1.hubspotusercontent-na1.net/hubfs/21645388/menu-close.svg) # Data Retention Policy [know more](https://www.hubspot.com/) ## Data Retention Policy   ### 1. Introduction   At Property Swift, we recognise that the information you share with us is both personal and important. This Data Retention Policy explains how long we keep your data, why we retain it, and how we ensure it remains secure throughout its lifecycle.   We are committed to handling your information responsibly, in line with applicable UK data protection laws, including the UK GDPR and the Data Protection Act 2018.   ### 2. Why We Retain Data   We retain personal data only where it is genuinely necessary to:   1. Deliver our property transfer services efficiently 2. Meet legal and regulatory obligations (including HM Land Registry requirements) 3. Maintain accurate records of completed transactions 4. Respond to enquiries, disputes, or follow-up requests 5. Improve the quality and reliability of our services As your service involves legal documentation and identity verification, certain records must be kept for a defined period even after your matter is completed.   ### 3. Lawful Basis for Processing   We process and retain personal data under the following lawful bases:   1. Performance of a contract – to deliver the services you have requested 2. Legal obligation – to comply with HM Land Registry, tax, and regulatory requirements 3. Legitimate interests – to maintain records, manage disputes, and improve our services 4. Consent – where you have opted in to receive marketing communications ### 4. Types of Data We Retain   Depending on your interaction with us, we may retain:   1. Personal identification details (e.g. name, contact information) 2. Identity verification records (including video verification where applicable) are handled with enhanced security due to their sensitive nature) 3. Property-related documents and transfer details 4. Communication records (emails, messages, enquiries) 5. Transaction and payment information (processed securely via third parties)  This data is collected solely to deliver our services and meet compliance obligations.   ### 5. Retention Periods   We do not keep your data indefinitely. Retention periods are determined by the nature of the data and legal requirements.   #### a) Client Case Files   We retain property transfer records, identity verification data, and supporting documents for 6 years from the date of completion, unless a longer retention period is required due to ongoing legal matters or regulatory requirements.   This reflects:   - Legal limitation periods - Regulatory expectations - The need to respond to future queries or disputes #### b) Identity Verification Data   Verification data is retained for 5–6 years, in line with compliance, fraud prevention, and regulatory obligations.   #### c) Financial Records   Transaction and payment records are retained for 6 years, as required by UK tax and accounting regulations.   #### d) Enquiries and Contact Form Submissions   If you contact us but do not proceed with a service, your data is typically retained for up to 12 months, unless a longer period is required for legitimate business reasons.   #### e) Marketing Data   Where you have opted in to receive communications, your data will be retained until you withdraw consent or after 24 months of inactivity, whichever occurs first.   ### 6. How We Store and Protect Your Data   We take data security seriously.   Your data is stored using secure systems with appropriate safeguards, including:   1. Encrypted document handling 2. Secure access controls 3. Controlled internal access on a need-to-know basis 4. Verified third-party providers (e.g. payment and identity verification services) Where we use third-party providers, they act as data processors under our instructions, and we remain responsible for ensuring your data is protected in accordance with applicable data protection laws.   ### 7. Data Deletion and Disposal   Once the relevant retention period has expired, we will:   1. Securely delete your data, or 2. Anonymise it so it can no longer be linked to you Deletion processes are designed to be thorough and irreversible, including removal from live systems and scheduled deletion from backup systems in accordance with our data lifecycle controls.   ### 8. Your Rights   You have the right to:   1. Request access to your personal data 2. Request correction of inaccurate information 3. Request deletion of your data (where legally permitted) 4. Object to or restrict certain types of processing  To exercise any of these rights, please contact us using the details below.   ### 9. Changes to This Policy   We may update this Data Retention Policy from time to time to reflect legal, regulatory, or operational changes. Any updates will be published on our website.   ### 10. Contact Us   If you have any questions about this policy or how your data is handled, you can contact us at:   Email: [contact@propertyswift.co.uk](mailto:contact@propertyswift.co.uk) Website: Property Swift [Contact Page](https://propertyswift.co.uk/contact-property-swift)   ### Final Note   We understand that property matters are significant life decisions. Our approach to data retention reflects that responsibility — keeping only what is necessary, protecting it carefully, and never holding onto information longer than required.   [Get Started](https://app.propertyswift.co.uk/signup/) [![black background](https://propertyswift.co.uk/hubfs/black%20background.webp)](https://propertyswift.co.uk/) Use a fast, online process to complete your property ownership application with HM Land Registry. Whether you’re updating ownership for a loved one or making a straightforward change, Property Swift provides a clear, step-by-step process to help you organise your information and submit your application securely online with administrative support throughout. - - - - - - ###### Company [Services](https://propertyswift.co.uk/property-transfer-services) [About Us](https://propertyswift.co.uk/about-us-and-how-we-help-you-property-transfer) [Contact Us](https://propertyswift.co.uk/contact-property-swift) ###### Resources [HM Land Registry Connection](https://propertyswift.co.uk/hm-land-registry) [Payment Options](https://propertyswift.co.uk/payment-options) [Data Retention Policy](https://propertyswift.co.uk/data-retention-policy) ###### Get In Touch +44 7443 652773 [contact@propertyswift.co.uk](mailto:contact@propertyswift.co.uk) 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ Copyright © 2026 Property Swift All Rights Reserved. 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