1. Who We Are
Pro-Gen Research Limited is a genealogical research company specialising in the tracing of beneficiaries, executors and heirs in connection with estate administration. We act on instruction from solicitors, legal professionals and other authorised parties.
We are registered as a data controller with the Information Commissioner's Office (ICO). Our registration number is ZA189173.
Our registered office is Suite 9c, Keswick Hall, Norwich NR4 6TJ. You can contact us at info@pro-gen-research.co.uk or 01603 561105, or by writing to us at the address above.
Our website is www.pro-gen-research.co.uk.
2. What This Notice Covers
This notice explains how Pro-Gen Research Limited collects, uses, stores and shares personal data in the course of our work. It applies to individuals whose personal data we process in connection with genealogical research and estate administration, including beneficiaries, executors, heirs and other persons whose details are relevant to a matter on which we have been instructed.
This notice also applies to individuals who contact us directly, visit our website, or engage with us in connection with our services.
3. The Personal Data We Collect
In the course of our work, we may collect and process the following categories of personal data:
We do not routinely collect special category data. If special category data is relevant to a particular matter, we will handle if in accordance with UK GDPR and will identify an appropriate additional lawful basis for its processing.
4. How We Obtain Personal Data
We obtain personal data from a number of sources, depending on the nature of the matter. These include:
We access these sources solely for the purpose of carrying out legitimate genealogical research and estate administration work on instruction from authorised professionals.
5. Why We Process Personal Data & Our Lawful Basis
We process personal data for the following purposes:
5.1 Tracing Beneficiaries, Executors & Heirs
We process personal data to locate individuals in connection with the administration of estates. Our lawful basis for this processing is legitimate interests under Article 6(1)(f) UK GDPR. The legitimate interest pursued is the proper administration of estates in accordance with the law, on instruction from regulated legal professionals. We have assessed that this processing is necessary for that purpose and that it does not disproportionately override the interests or rights of the individuals concerned.
5.2 Contacting Individuals
Where our instruction includes making contact with a located individual, we process personal data for the purpose of that communication. Our lawful basis is legitimate interests as described above.
5.3 Providing Our Services
We process personal data to fulfil our obligations to instructing solicitors and other clients, to issue invoices and manage our business relationships. Our lawful basis is the performance of a contract or the taking of steps prior to entering into a contract under Article 6(1)(b) UK GDPR, or legitimate interests where no direct contractual relationship exists.
5.4 Legal & Regulatory Compliance
We may process personal data where necessary to comply with a legal obligation, including responding to regulatory enquiries or complying with data subject requests. Our lawful basis is compliance with a legal obligation under Article 6(1)(c) UK GDPR.
6. Systems & Storage
We use a number of systems in the course of our work. Personal data may be held or processed in the following:
Where personal data is held in cloud-based systems, we take steps to ensure that the relevant providers operate under data processing terms compatible with UK GDPR
7. Who We Share Personal Data With
We share personal data only where necessary for the purposes described in this notice. Recipients may include:
Instructing solicitors and other authorised legal professionals who have engaged us in connection with a matter;
Overseas researchers and genealogical research agencies acting as our sub-contractors in connection with specific matters, where the tracing work extends to other jurisdictions. Where data is transferred outside the UK, we take appropriate steps to ensure adequate protection in accordance with UK GDPR;
Regulatory bodies, including the ICO, where we are required to do so by law or in connection with a regulatory enquiry.
We do not sell personal data to third parties. We do not share personal data for marketing or commercial purposes unrelated to the matter in connection with which it was obtained.
We are in the process of formalising written data processing agreements with all third-party sub-contractors with whom we share personal data.
8. How Long We Keep Personal Data
We retain personal data for as long as is necessary for the purpose for which it was collected, and in accordance with our data retention policy. As a general principle:
* personal data collected in connection with a specific matter is retained for six years following the conclusion of that matter, after which it is securely deleted or destroyed
* business and financial records are retained for a minimum of six years in accordance with HMRC requirements
* correspondence and records relating to complaints or regulatory matters are retained for a minimum of six years.
Personal data is not retained for longer than is necessary. We review our retained data periodically and delete data that is no longer required.
9. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
* the right to be informed about how your personal data is used - this notice fulfils that obligation
* the right of access - you may request a copy of the personal data we hold about you
* the right to rectification - you may ask us to correct inaccurate data
* the right to erasure - in certain circumstances you may ask us to delete your personal data
* the right to restrict processing - in certain circumstances you may ask us to limit how we use your data
* the right to object - you have the right to object to processing based on legitimate interests
* the right to data portability - where applicable, you may ask us to transfer your data in a structured format
To exercise any of these rights, please contact us at info@pro-gen-research.co.uk. We will respond within one month of receiving your request.
If you are not satisfied with our response, you have the right to complain to the ICO at www.ico.org.uk, by telephone on 0303 123 1113, or by post at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
10. Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction or disclosure. Access to personal data is limited to those who need it for the purposes described in this notice.
1. Who We Are
Pro-Gen Research Limited is a genealogical research company specialising in the tracing of beneficiaries, executors and heirs in connection with estate administration. We act on instruction from solicitors, legal professionals and other authorised parties.
We are registered as a data controller with the Information Commissioner's Office (ICO). Our registration number is ZA189173.
Our registered office is Suite 9c, Keswick Hall, Norwich NR4 6TJ. You can contact us at info@pro-gen-research.co.uk or 01603 561105, or by writing to us at the address above.
Our website is www.pro-gen-research.co.uk.
2. What This Notice Covers
This notice explains how Pro-Gen Research Limited collects, uses, stores and shares personal data in the course of our work. It applies to individuals whose personal data we process in connection with genealogical research and estate administration, including beneficiaries, executors, heirs and other persons whose details are relevant to a matter on which we have been instructed.
This notice also applies to individuals who contact us directly, visit our website, or engage with us in connection with our services.
3. The Personal Data We Collect
In the course of our work, we may collect and process the following categories of personal data:
We do not routinely collect special category data. If special category data is relevant to a particular matter, we will handle if in accordance with UK GDPR and will identify an appropriate additional lawful basis for its processing.
4. How We Obtain Personal Data
We obtain personal data from a number of sources, depending on the nature of the matter. These include:
We access these sources solely for the purpose of carrying out legitimate genealogical research and estate administration work on instruction from authorised professionals.
5. Why We Process Personal Data & Our Lawful Basis
We process personal data for the following purposes:
5.1 Tracing Beneficiaries, Executors & Heirs
We process personal data to locate individuals in connection with the administration of estates. Our lawful basis for this processing is legitimate interests under Article 6(1)(f) UK GDPR. The legitimate interest pursued is the proper administration of estates in accordance with the law, on instruction from regulated legal professionals. We have assessed that this processing is necessary for that purpose and that it does not disproportionately override the interests or rights of the individuals concerned.
5.2 Contacting Individuals
Where our instruction includes making contact with a located individual, we process personal data for the purpose of that communication. Our lawful basis is legitimate interests as described above.
5.3 Providing Our Services
We process personal data to fulfil our obligations to instructing solicitors and other clients, to issue invoices and manage our business relationships. Our lawful basis is the performance of a contract or the taking of steps prior to entering into a contract under Article 6(1)(b) UK GDPR, or legitimate interests where no direct contractual relationship exists.
5.4 Legal & Regulatory Compliance
We may process personal data where necessary to comply with a legal obligation, including responding to regulatory enquiries or complying with data subject requests. Our lawful basis is compliance with a legal obligation under Article 6(1)(c) UK GDPR.
6. Systems & Storage
We use a number of systems in the course of our work. Personal data may be held or processed in the following:
Where personal data is held in cloud-based systems, we take steps to ensure that the relevant providers operate under data processing terms compatible with UK GDPR
7. Who We Share Personal Data With
We share personal data only where necessary for the purposes described in this notice. Recipients may include:
8. International Data Transfers
If we transfer your personal data outside the UK or EEA, we ensure appropriate safeguards are in place, suchas Standard Contractual Clauses, to protect your information.
9. Updates to This Privacy Policy
We may update this policy from time to time to reflect changes in legal requirements or our practices. Any updates will be posted on our website, and where appropriate, we will notify you of significant changes.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us:
Pro-Gen Research
Email: privacy@pro-gen-research.co.uk
Phone: 01603 561105
Website: www.pro-gen-research.co.uk
Pro-Gen Research is committed to protecting your privacy and ensuring your personal data is handled with care and professionalism. Thank you for trusting us with your information.
Whether you’re handling a complex probate case, verifying family trees, or searching for missing beneficiaries, Pro-Gen Research is here to help. With over 15 years of experience and a proven track record, we provide tailored solutions to save time, reduce stress, and deliver reliable results.
