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theprobate.ie

Privacy Policy

How we handle and protect your information.

Last updated: 6 April 2026

1. Data controller

The data controller for this website is Effco Software Limited, trading as TheProbate.ie (CRO number 555439), with registered address at 17 Dundrum View, Ballinteer Road, D14 ND86 Dublin.

For any privacy-related queries, you can contact us at hello@theprobate.ie or call (01) 233 7777.

2. Information we collect

We collect personal information that you voluntarily provide when using our services. This may include:

  • Contact details: your name, email address, and phone number
  • Estate information: details about the deceased, the estate, assets, and beneficiaries that you provide through our assessment tool or during case coordination
  • Communication records: messages you send us through our contact form or by email
  • Authentication data: your email address, which you provide to receive magic links for secure access to case tracking

We understand that much of this information is sensitive, given the nature of probate and bereavement. We treat all data with the care and confidentiality it deserves.

3. Lawful basis for processing

Under the General Data Protection Regulation (GDPR), we process your personal data on the following lawful bases:

  • Contract: where processing is necessary to provide you with our probate coordination service, including matching you with solicitors, tax advisors, and property valuers
  • Legitimate interest: to improve our website, analyse usage patterns through cookieless analytics, and respond to enquiries
  • Legal obligation: where we are required to retain or disclose data to comply with Irish or EU law
  • Consent: where you have given specific consent, for example when opting into communications. You may withdraw consent at any time by contacting us

4. How we use your information

We use the personal information we collect to:

  • Provide our probate coordination service, including matching you with qualified professionals
  • Share relevant case details with the solicitor, tax advisor, or property valuer assigned to your case, so they can act on your behalf
  • Respond to your enquiries and provide customer support
  • Improve our website and services through anonymised, cookieless analytics
  • Send transactional emails, such as case submission confirmations and status update notifications
  • Comply with legal obligations, including tax and regulatory requirements

5. Sharing your information

We only share your personal data where necessary to provide our service or comply with the law. Specifically, we may share your data with:

  • Professional partners: solicitors, chartered tax advisors, and property valuers assigned to your case. They receive only the information needed to carry out their role
  • Hosting provider: our website is hosted on infrastructure within the European Economic Area (EEA)
  • Analytics provider: PostHog (see Section 8 below), which processes data in cookieless mode with no personal data stored on your device
  • Backend service provider: Convex, a backend-as-a-service platform that processes case data, handles authentication, and sends transactional emails on our behalf. Convex is governed by a data processing agreement and processes data in accordance with GDPR requirements

We do not sell your personal data. We do not share it with any third party for marketing purposes.

6. Data retention

We retain your personal data only for as long as necessary:

  • Assessment and case data: stored on our secure servers for the duration of case processing. Once a case is closed, this data is subject to the retention periods outlined below
  • Contact enquiries: retained for up to 12 months after your last communication with us, unless an ongoing case requires longer retention
  • Active case data: retained for the duration of the case and up to 7 years afterwards, in line with legal and tax record-keeping requirements in Ireland
  • Analytics data: aggregated and anonymised with no personal data retained (see Section 8)

7. Your rights

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

  • Right of access: request a copy of the personal data we hold about you
  • Right to rectification: ask us to correct any inaccurate or incomplete data
  • Right to erasure: ask us to delete your personal data where there is no compelling reason for us to continue processing it
  • Right to data portability: request your data in a structured, commonly used format
  • Right to restrict processing: ask us to limit how we use your data in certain circumstances
  • Right to object: object to processing based on legitimate interest

To exercise any of these rights, contact us at hello@theprobate.ie. We will respond within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Data Protection Commission (DPC), the supervisory authority for data protection in Ireland. The DPC can be contacted at dataprotection.ie.

8. Cookies and tracking technologies

We use PostHog for website analytics, configured in cookieless mode (memory-only persistence). This means:

  • No cookies are set on your device for analytics purposes
  • No data is stored in your browser's local storage by our analytics tool
  • Analytics data is held in memory only for the duration of your page visit and is not linked to you across sessions

Because we do not use cookies or store any analytics data on your device, a cookie consent banner is not required. We rely on legitimate interest as the lawful basis for this anonymised, cookieless analytics.

We do not use any third-party advertising trackers, social media pixels, or remarketing tools.

9. Third-party services

We use the following third-party services to operate our site:

  • Hosting: our website is hosted within the EEA. Your data does not leave the European Economic Area for hosting purposes
  • PostHog: cookieless web analytics (see Section 8). No personal data is stored on your device
  • Convex: backend-as-a-service platform used for case data processing, authentication, and transactional email delivery. Governed by a data processing agreement

All third-party services we use are bound by data processing agreements and comply with GDPR requirements.

10. Data security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

11. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this page periodically.

12. Contact us

If you have any questions about this privacy policy or how we handle your data, please contact us: