Privacy notice

This notice explains what personal information Stamp Expert Limited collects, why we collect it, who we share it with and what your rights are. It covers people who visit our website, people who work at firms that use Stamp, homebuyers who use our online check, tax advisers on (or applying to join) our adviser panel, and people who introduce business to us.

1. Who we are

Stamp.Expert ("Stamp", "we", "us") is run by Stamp Expert Limited, a company registered in England and Wales (company number 16479048).

Registered office: Unit 14 Hoddesdon Enterprise Centre, Pindar Road, Hoddesdon, Hertfordshire EN11 0FJ
Trading address: Oru Space, 7 Throwley Way, Sutton, London SM1 4AF
Email for privacy matters: privacy@stamp.expert
Phone: 020 7843 3777
ICO registration number: ZC093086

Our privacy lead (a director) handles questions about this notice. You can reach them at privacy@stamp.expert.

2. When we are responsible for your information

Who is responsible for your information (the "controller") depends on how you come into contact with us.

Website visitor, or someone who sends us an enquiry or books a demo: Stamp.
Someone who works at a conveyancing firm or mortgage brokerage that uses Stamp: Stamp, for managing our relationship with your firm.
A homebuyer whose firm has sent you a Stamp link, before you start the check: your firm. We act on its instructions (as its "processor") to set up and send your link.
A homebuyer who has accepted our client terms and started the check: Stamp, for running the check, taking payment and keeping the record of your answers and result.
A homebuyer who instructs an adviser from our panel: the adviser's firm, for the advice it gives you. Stamp is responsible for passing your details to it and collecting its fee.
A tax adviser on, or applying to join, our panel: Stamp.
An introducer: Stamp.

3. What we collect, why, and our lawful basis

We only use your information where the law allows. The lawful bases we rely on are: contract (we need it to provide a service you have asked for), legal obligation (the law requires it), legitimate interests (it is needed for a genuine business reason, and that reason is not outweighed by your rights), and consent (you have agreed, and you can withdraw your agreement at any time).

Website visitors and enquiries

Answering your enquiry or arranging a demo. Information: name, job title, firm, email, phone, your message. Lawful basis: legitimate interests (replying to you and developing our business).
Sending you our updates and insights. Information: name, email, firm, your marketing choices. Lawful basis: consent, or legitimate interests for business contacts at companies and LLPs (you can opt out at any time).
Running and securing the website. Information: IP address, device and browser details, pages visited. Lawful basis: legitimate interests (keeping the site working and secure).
Measuring visits and advertising (only if you accept these cookies). Information: cookie identifiers, pages visited, how you arrived. Lawful basis: consent (see our Cookie policy).

People at firms that use Stamp

Setting up and running your firm's account. Information: name, role, work email and phone, login details. Lawful basis: contract with your firm, and legitimate interests.
Reporting to your firm on activity and any fee share. Information: activity on your firm's account (no more client detail than your firm already holds). Lawful basis: contract with your firm.
Support, service updates and training. Information: name, work contact details, support messages. Lawful basis: legitimate interests.
Marketing about Stamp. Information: name, work contact details, marketing choices. Lawful basis: legitimate interests (you can opt out at any time).

Homebuyers using the check

Setting up and sending your link, on your firm's behalf. Information: name, email, mobile number, matter reference, property address. Your firm is responsible for this (see section 2).
Running the check and giving you your result. Information: your answers about the purchase, for example price, location, who is buying, whether you own or will keep other property, whether you are replacing your main home, first-time buyer status, and UK residence for stamp duty purposes. Lawful basis: contract with you.
Taking payment. Information: payment amount and reference. Card details are handled by our payment provider, and we never see or store your full card number. Lawful basis: contract with you.
Sending your result and the record of your answers to the firm that sent you the link. Information: your answers, your result, date and time stamps. Lawful basis: contract with you (it is part of the service), and legitimate interests (your firm needs it for its file).
Recording that you were shown, and accepted, the risk warning if you decide not to take advice. Information: the warning shown, your confirmation, date and time. Lawful basis: legitimate interests (keeping an accurate record for you, your firm and us).
Passing your details to the panel adviser you choose. Information: name, email, phone, property address, price, your answers, your result and the reference for your check. Lawful basis: contract with you (you have asked us to instruct them).
Collecting the adviser's fee for them and handling refunds. Information: payment amount, reference, refund details. Lawful basis: contract with you.
Service messages about your check, for example that it isn't finished or your result is ready. A reminder about choosing an adviser only if you ask for one. Information: name, email, mobile number, status of your check. Lawful basis: legitimate interests for service messages; consent for an adviser reminder (you can withdraw it at any time).
Keeping records so we can answer questions and deal with claims. Information: everything above. Lawful basis: legitimate interests (defending legal claims) and legal obligation (accounting and tax records).
Improving the check. Information: answers and results, de-identified where we can. Lawful basis: legitimate interests.

We do not ask for health information or other "special category" information, and we do not use homebuyers' details for marketing other services.

Panel advisers and applicants

Checking your application against our panel criteria. Information: name, firm, qualifications, professional body membership, disciplinary record, years of SDLT experience, professional indemnity insurance details. Lawful basis: legitimate interests, and steps before entering into a contract.
Showing your firm's profile to clients. Information: firm name, bio, location, fees, qualifications, insurance details. Lawful basis: contract.
Sending you instructions and paying your fees. Information: contact and bank details, instruction history. Lawful basis: contract.

Introducers

We use your name, contact details, bank details and the introductions you make to run our agreement with you and pay you. Our lawful basis is contract. Your portal shows activity on your introductions, but not the clients' personal details.

4. Where we get your information

From you, when you use our website, our forms or the check, or when you contact us.
From your firm, when it sends you a Stamp link. It gives us your name, contact details, matter reference and property address, sometimes automatically through its case management system.
From our payment provider, which confirms whether a payment went through.
From public sources, such as Companies House and professional body registers, when we check panel applicants and firms.

5. How the check sorts your purchase

The check is automated. Your answers are run through a set of rules based on stamp duty law. If your result is standard, you get one figure straight away. If it is non-standard (something in your answers can change how much stamp duty you pay), you get a low and a high figure instead, the reason, and the option to take advice from an independent adviser on our panel.

The result does not decide what tax you pay. You, your conveyancer and (if you choose one) your adviser decide what goes on the return. If you think your result is wrong, you can contact us and a person will look at how the check handled your answers, or you can take advice from a panel adviser.

We never sell your personal information. We share it only as follows.

The firm that sent you your link. We send it your result, the record of your answers and, if relevant, your confirmation of the risk warning.
The panel adviser you choose, only once you have chosen them and confirmed you want your details passed on. The adviser is responsible for how it then uses your information, under its own privacy notice.
Service providers that help us run Stamp. They only act on our instructions, under written contracts.
Our professional advisers, such as lawyers, accountants, our bookkeeper and insurers.
HMRC, regulators, the police or a court, where the law requires it.
A buyer of our business, or an investor carrying out checks, under confidentiality terms, and only if our business, or part of it, is sold or restructured.

Our service providers

Wix.com: hosts our website. Data may go to the UK, EU, US and Israel.
HighLevel, Inc. (GoHighLevel): our forms, CRM (including notes about referrals), enquiry handling and email marketing. Data may go to the US.
Our platform hosting provider: hosts the Stamp platform and its database.
Revolut: takes card and wallet payments, and handles your card details itself.
Google: business email and documents; website analytics (GA4) only if you accept analytics cookies. Data may go to the UK, EU and US.
Xero: our accounting system, for invoices, payments and refunds.
LinkedIn: measures our LinkedIn adverts, only if you accept marketing cookies. Data may go to the US and Ireland.
Our email and text-message services: send links, results and reminders for the platform.
SmartSearch (SmartCredit Limited): checks your name and address to confirm your identity (an anti-money-laundering check), only when you instruct a panel adviser. It is not a credit search.

The current list of providers that handle data for firms using Stamp is in our Data processing terms.

7. Transfers outside the UK

Some of the providers above store or access data outside the UK, including in the US. When they do, we make sure the transfer is protected. We rely on a UK government decision that the country has adequate protection (for example, the UK Extension to the EU–US Data Privacy Framework, for certified US companies), or on the ICO's International Data Transfer Agreement or Addendum. You can ask us for details at privacy@stamp.expert.

8. How long we keep your information

Completed checks (your answers, result, risk-warning confirmation and payment records): 7 years from the date of the check.
Links that were never used, and checks that weren't finished: 12 months from your last activity (any payment record is kept for 7 years).
Records of a referral to a panel adviser, and the fee we collected for them: 7 years from the referral.
Website enquiries and demo requests that don't lead to anything: 2 years from our last contact.
Marketing contacts: until you opt out, or 2 years without any contact from you. We keep a short suppression record so we don't contact you again.
Firm and introducer account records: for as long as the account is open, then 7 years.
Panel adviser records: for as long as the firm is on the panel, then 7 years.
Unsuccessful panel applications: 12 months.

9. Keeping your information secure

We use encryption in transit, access controls and logging. Only people who need to see your information to do their job can see it. Our service providers must keep it secure too. If a breach puts your rights at risk, we will tell you and the ICO where the law requires.

10. Your rights

You have the right to:

ask for a copy of the information we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete your information, where we have no good reason to keep it
ask us to restrict how we use it, or object to how we use it, including for direct marketing (you can always opt out of marketing)
ask us to move information you gave us to another organisation, where the law provides for this
withdraw your consent at any time, where we rely on consent
challenge an automated result and ask for a person to review it (see section 5)

Email privacy@stamp.expert to use any of these rights. It's free in most cases. We will reply within one month, or tell you within that month if we need up to two more months for a complex request. We may need to confirm who you are first. If your firm sent you your link and your request is about your firm's file, we will pass it to your firm, or tell you to contact it.

Your right to object. You can object at any time to our use of your information where we rely on legitimate interests, and to direct marketing. If you object to marketing, we'll stop straight away.

You don't have to give us your information. But without it, we can't run the check, take payment or pass your details to an adviser.

11. Complaints about how we use your information

If you're unhappy with how we have handled your information, tell us first. Email privacy@stamp.expert or see our Complaints page. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.

You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113. The ICO usually expects you to raise it with us first.

12. Cookies

We use cookies on our website. Cookies that aren't strictly necessary only load if you accept them. See our Cookie policy.

13. Changes to this notice

We will update this notice when the way we use information changes. The version number and the "last updated" date at the top of this page show the latest version. If a change significantly affects you, we will tell you directly.