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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:
 
Website: Property Swift Contact Page
 

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.
 
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