We at ntitle understand the importance of protecting our client’s privacy and have put this policy in place to ensure that this is always adhered to. If you have any questions about the contents of this notice, please contact us at team@ntitlesolutions.com.

This notice sets out the basis on which we process any personal data you provide to us.

1. About this notice

• 1.1 This notice explains how and why ntitle Limited (also referred to as “we”, “our” and “us”) use personal data in connection with the work we do, including matters relating to title investigation and the raising of enquiries before contract.
• 1.2 In this notice when we talk about “personal data” we mean any information that relates to an identifiable natural person, company, or partnership.
• 1.3 You should read this notice if you or your Conveyancer is dealing with us in relation to a matter we have been instructed to provide our services upon. This will usually be a property purchase. You should also read any other notices that we give you, which apply to our use of your personal data in specific circumstances from time to time.
• 1.4 When using our Service you are authorising us to use any information/data for the purposes of providing our Service.

2. What type of personal data do we collect and where do we get it from? The personal data we process is limited to

• Name of Purchaser(s)
• Current address of Purchaser (s)
• Purchaser(s) Date of Birth

3. What do we do with your personal data and why?

• 3.1 The use of your personal data is limited to carrying out a specified task i.e. the investigation of title to generate a title report and raising enquires before contract.

4. Who do we share your personal data with and why?

• 4.1 Sometimes we may be required to share your personal data with third parties where permitted by law, including the following: -
• • 4.1.1 our clients, barristers, other law firms and courts as applicable in the context of legal services we provide to our clients;
  • 4.1.2 Court and other judicial or official bodies, where we are asked to respond to a court order or other binding requests;
  • 4.1.3 Regulatory bodies and law enforcement authorities and agencies, where necessary for any investigations or to respond to enquiries in relation to our compliance with applicable law or regulations in connection with criminal investigations, where otherwise permitted or required by applicable law; and
  • 4.1.4 our professional advisers (such as third-party law firms and accountants) and other third parties in connection with legitimate business activities.

These organisations will have their own privacy notices which you should read, and they have their own responsibilities to comply with applicable data protection laws.

4.5 We utilise third party software in the delivery of our service. All platforms used are cloud based and fully GDPR compliant and implement the appropriate security standards.

5. Where is your personal data transferred to?

• 5.1 Your personal data will be not stored and processed outside the EU.

6. How do we keep your personal data secure?

• 6.1 We do not accept, hold or store hard copies (paper form) of any files or documentation. All documentation/information is encrypted and securely stored in digital form.
• 6.2 We will put in place appropriate security measures to protect your personal data from unlawful or unauthorised processing and accidental loss, destruction or damage. All steps have been put in place to protect and secure the transit and storage of your data. However as with all online activity we are unable to personally guarantee the security. Please ensure any passwords or system login credentials are not shared and are transmitted securely.

We have taken all reasonable steps to ensure the safety and security of our website and hub. It is however assumed that you have taken the appropriate internet security measures on all devices used to access our website and hub to prevent viruses, spyware and malware. We accept no liability for any loss suffered by yourselves as a result of linking to the website or hub. Please note all linking to websites is not in any way endorsed by us at ntitle.

​7. How long do we keep personal data for?

• 7.1 We will only retain your personal data for a limited period (3 months unless otherwise agreed between the parties), and for no longer than is necessary for the purposes we are processing it for. This will depend on several factors, including:
  • 7.1.1 any laws or regulations that we are required to follow;
  • 7.1.2 whether we are in a legal or other type of dispute with each other or any third party;
  • 7.1.3 whether we are asked by a regulatory authority to keep your personal data for a valid reason.
  • 7.1.4 After this period all such information/data will be securely deleted.

8. What are your privacy rights and how can you exercise them?

• 8.1 The processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. If you do decide to withdraw your consent we will stop processing your personal data for that purpose, unless there is another lawful basis we can rely on, in which case, we will advise you.
• 8.2 Where our processing of your personal data is based on legitimate interests you can object to this processing at any time. If you do this, we will need to show either a compelling reason why our processing should continue, which overrides our interest, rights and freedoms or that the processing is necessary for us to establish or defend a legal claim.
• 8.3 Depending on the circumstances, you may have the right to:
  • 8.3.1 access your personal data and to be provided with certain information in relation to it, such as the purpose for which it is processed, the recipients or categories of the recipient to whom it is disclosed and the period for which it will be stored;
  • 8.3.2 require us to correct any inaccuracies in your personal data without undue delay;
  • 8.3.3 require to erase your personal data;
  • 8.3.4 require us to restrict processing of your personal data
  • 8.3.5 receive the personal data which you have provided to us, in a machine-readable format, where we are processing it on the basis of your consent or because it is necessary for your contract with us and whether the processing is automated; and
  • 8.3.6 object to a decision that we make which is based solely on automated processing of your personal data. There are some limits and exceptions to this right.
• 8.4 Please contact team@ntitlesolutions.com if you would like to exercise any of your privacy rights. We also encourage you to let us know if you have any concerns about how we are processing your personal data so we can try to resolve your concerns.

Save from our obligations listed above, we will not share any information that we have gathered and hold with any third party without the express consent from our Client Company.

9. Third Party Processors

Our carefully selected partners and service providers may process personal information about you on our behalf as described below:

Digital Marketing Service Providers

• 9.1 We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include: (i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733.

You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: dpo@sopro.io.

We confirm that we cannot accept any liability for any loss caused due to the operation of the internet or other electronic means of transmission that is beyond our control.