Privacy
Conveyancing Chaser is used by conveyancing firms on their own client files. The firm decides what goes in and why, so the firm is the controller of that data and we are its processor. This page says plainly what we hold, where it sits and who else can see it.
What is stored
- The firm’s name and the email addresses of the people who use it.
- Matter records: the firm’s own reference, the property address and postcode, the title number, the client’s initials, and the dates the firm enters. We ask for initials rather than a client’s name.
- Documents the firm uploads (TR1, SDLT5, title register, charge deed, ID forms, plans, a lease, an LPE1 form) and the fields read out of them.
- Letters sent to managing agents and freeholders, and the replies the firm records.
- An audit log of who did what, with the IP address stored only as a salted hash, never in the clear.
How long
Documents are deleted 30 days after they are uploaded, and matters and pack requests 60 days after they are created, by a job that runs every morning. A firm can shorten this in its settings. The audit log is kept longer, because a record of who sent a letter is the point of having one, and it holds no client documents. “Delete matter and all documents” removes the records and the files immediately, and the firm’s owner can delete the whole firm from Settings — every record it holds here, the audit log included.
Who else can see it
- Cloudflare (United States and EU) — serves the site and runs the code.
- Supabase (EU) — the database and the file storage. Files are private and are only ever handed out as links that expire in fifteen minutes.
- Sendinblue SAS, 9-17 rue Salneuve, 75017 Paris (trading as Brevo) — sends the emails: the sign-in links and the letters the firm chooses to send.
- PostHog (Germany) — counts how the product is used. No names, no addresses, no matter references: categories and numbers only, and nothing is stored on your device, so there is no cookie banner because there are no cookies to consent to.
- OpenRouter — reads the text of an uploaded document into fields, when the firm leaves that switched on. Every request is sent with zero data retention and with data collection denied, so the document is not kept or used for training. A firm that would rather not use it can turn it off in settings and type the fields in; everything else works the same.
Transfers outside the EEA rest on the standard contractual clauses.
What we do not do
We do not sell data, we do not advertise, we do not profile anybody, and we do not submit anything to HM Land Registry. The product never emails a managing agent by itself: a person presses Send.
Asking us
Write to privacy@vitersoft.com. A client of the firm should ask the firm, since it is the firm’s file; if you write to us we will pass it on and help the firm answer.