Your information

Privacy notice

This notice explains how we collect and use personal information, including information obtained from public deceased-estate notices, when we send an introductory letter, when you contact us, use our website or ask us to provide a service.

Who we are

M&J Property Solutions Ltd, trading as Probate Solution, is the controller of your personal information. Our company number is 16704652 and our registered office is 71–75 Shelton Street, London, WC2H 9JQ.

For privacy enquiries or to object to receiving marketing, email info@probatesolution.co.uk, telephone 01634 907280 or write to us at our registered office.

Information we may collect

• Your name, postal address and other contact details you choose to give us.
• Your role in relation to an estate or property, such as executor, administrator, beneficiary, solicitor or agent.
• Limited information appearing in a public deceased-estate notice, including the deceased person's name, date of death, address, the personal representative's name and correspondence address, and the notice and claims dates.
• Property details, instructions, access arrangements and information needed to understand or deliver a requested service.
• Emails, messages, call notes, quotations, agreements, invoices, complaints and records of work completed.
• Basic technical and security information supplied by our website and hosting providers.

Where information comes from

Most information comes directly from you. We may also receive information from executors, administrators, beneficiaries, solicitors, agents, contractors and publicly available property or estate records.

For our executor letters, the source is a deceased-estate notice published in The London Gazette. We do not obtain private information from The Gazette and we do not use the notice to contact relatives through email, text message or telephone.

Executor letters and legitimate interests

We may use limited information from a public deceased-estate notice to send the named personal representative one introductory letter by post. The letter explains the practical property-clearance, preparation and sale support available from Probate Solution. There is no obligation to respond or use our services.

Our lawful basis is legitimate interests. Our interests are making executors aware of relevant services and developing our business. We have considered the necessity and impact of this use, including the sensitive circumstances in which a notice is placed. Our safeguards include:

• using only limited information relevant to the estate and the postal communication;
• using a respectful, non-pressured letter rather than telephone, text or email marketing;
• sending no more than one introductory letter for an estate;
• not selling the information or using it for unrelated marketing;
• providing a clear and free way to object; and
• maintaining a restricted suppression record so an objection is respected in future.

You have an absolute right to object to the use of your personal information for direct marketing. You can use our do-not-contact form, email info@probatesolution.co.uk, telephone 01634 907280 or write to our registered office. We will stop using your information for marketing. You do not need to give a reason and there is no charge.

Other ways we use personal information

We use personal information to respond to enquiries, assess a property, prepare proposals, provide and manage services, communicate with relevant parties, maintain business records, handle complaints, establish or defend legal claims, prevent misuse and meet legal or regulatory duties.

Depending on the circumstances, our lawful basis is taking steps at your request before entering a contract, performing a contract, complying with a legal obligation, or our legitimate interests in operating, protecting and administering our business and services. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful processing.

Who we may share it with

Where needed, information may be shared with vetted clearance or maintenance contractors, estate agents, solicitors, surveyors, insurers, professional advisers, website, IT, communications and hosting providers, payment providers, regulators, courts or public authorities. We share only what is reasonably necessary for the relevant purpose. We do not sell personal information.

International processing

Some communications, website or technology providers may process information outside the UK. Where this happens, we require an appropriate legal safeguard, such as UK adequacy regulations or approved contractual protections, unless another lawful exception applies.

How long we keep it

We keep personal information only for as long as reasonably needed for the purpose collected and to meet legal, accounting, insurance and dispute-resolution requirements. In general:

• public-notice outreach information is reviewed and deleted when the introductory-letter process and any reasonable compliance follow-up are complete;
• an enquiry that does not proceed is normally retained for up to 12 months;
• service, transaction, accounting and contractual records are normally retained for up to six years after the relationship or relevant accounting period ends; and
• when someone objects to marketing, we retain only the minimum information needed on a restricted suppression record to ensure we do not contact them again.

We may retain information for longer where a law, regulator, insurer, complaint or legal claim requires it. Information no longer required is securely deleted or anonymised.

Security and automated decisions

We use appropriate organisational and technical measures to protect personal information and limit access to people and providers who need it for an authorised purpose. We do not make solely automated decisions about people that produce legal or similarly significant effects.

Your rights

Depending on the circumstances, you may have rights to be informed, access your information, correct inaccurate information, request erasure or restriction, object to processing, and receive certain information in a portable format. These rights are not absolute in every situation.

We normally respond within one month. We may ask for enough information to confirm your identity and understand your request. Exercising a right is normally free, although the law permits a reasonable fee or refusal in limited circumstances.

Please contact us first if you have a concern. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or by telephoning 0303 123 1113.

Website cookies and analytics

We do not currently use advertising, behavioural-profiling or non-essential analytics cookies. Essential technologies and limited technical information may be used by our hosting provider to deliver and secure the website. If this changes, we will update this notice and introduce consent controls where required.

Changes to this notice

We may update this notice when our services, providers or legal obligations change. The latest version will always be published on this page.

Last updated: 9 September 2026.