ProIdentify privacy notice
Last updated 9 November 2026
1. About this notice
This notice explains how your personal information is used when you complete an ID check in the ProIdentify app.
In this notice:
- “the firm” means the law firm, estate agent or other organisation that asked you to complete the check;
- “we”, “us” and “ProConvey” mean ProConvey Limited, which provides ProIdentify.
The firm’s own privacy notice also applies to you. It explains why the firm needs the check and how it uses the results.
2. Who is responsible for your information
ProIdentify is provided by ProConvey Limited, registered in England and Wales, company number 13905278. Our registered office is 45 Fitzroy Street, London, England, W1T 6EB. We are registered with the Information Commissioner’s Office, registration number ZB544378.
- Your ID check and its results. The firm is the controller. It decides that the check is needed and what to do with the results. We run the check for the firm, on its instructions, as its processor.
- Your app account. We are the controller of your ProIdentify account (your mobile number, password and sign-in records), the security records we keep to protect the app, and the error reports the app sends us.
Our Data Protection Officer is Christopher Scantlebury: chris.scantlebury@proconvey.co.uk.
3. The information we collect
From the firm, when it orders the check: your name, your mobile number, your email address if it has one, and, if the check is for a property transaction, the property address and your role in the transaction (for example seller or buyer).
From you, in the app:
- your mobile number and the password you create;
- your full legal name, date of birth and home address;
- what you type into the address search;
- photos of your passport or driving licence, and the information on it, such as the document number, nationality and expiry date;
- if you scan your passport chip, the information and photo stored on the chip;
- a short video of your face, which records sound as well as images, and the comparison of your face with the photo on your document or passport chip. This is biometric data, which the law treats as special category data.
- if the firm asks for them, proof of address documents (a bank or building society statement, utility bill or council tax bill) and proof of ownership documents, the property’s address, and whether you live there. These documents can show other information, such as bank account details and balances.
Created during the check:
- the results of a database check, which compares your name, date of birth and address with records held by credit reference agencies, the electoral roll and death records;
- the results of screening against sanctions lists, lists of politically exposed persons (PEPs) and adverse media. These results can include information about alleged offences;
- if the firm chooses ongoing monitoring, any new screening matches found during the monitoring period;
- information about your phone and connection, used to detect fraud;
- sign-in records kept by our sign-in provider, including your IP address, an approximate location worked out from it, and your device details;
- error and crash reports from the app: what went wrong, your phone’s model and operating system, and an anonymous account number. They do not include your name, phone number, email address or IP address.
The app does not ask for access to your location or contacts. It opens your photo library only if you choose to upload a document.
Kept on your phone. The app stores some information on your phone, encrypted in the phone’s secure storage:
- your sign-in session, mobile number, account number and any name on your account, so the app can open without a connection. A number you type on the sign-in screen is stored as soon as you tap Continue, even if you don’t sign in;
- the details you enter for your check, until the check is finished.
Signing out or deleting your account clears this from your phone. If you uninstall the app without signing out, some of it may stay on an iPhone.
4. How your information is used
- To verify your identity: to check that your document is genuine, read your passport chip, check that the face video is of a real person, and compare your face with the photo on your document or chip.
- To screen and check your details: the database check and the sanctions, PEP and adverse media screening, so the firm can meet its anti-money laundering duties.
- Ongoing monitoring, only if the firm chooses it: your name and date of birth are screened regularly for up to 12 months from the check, and the firm is told about any new match. The firm can stop monitoring at any time. If the firm stops using our services, we stop any monitoring as part of closing its account, and your data is then deleted on the schedule in section 8.
- To prevent and detect fraud, both in the check and in protecting accounts.
- To produce the report the firm receives. It includes your details, the results, an image of your document and a photo from your face video, and any documents you uploaded.
- To run your account: to create it when the firm orders the check, text you sign-in codes and let you sign in.
- To send you messages about your check: the invite by text and email, and email reminders if you start a check but don’t finish it. Reminders are sent in the firm’s name, and the firm can turn them off.
- To show you a map of the address you choose, so you can confirm it.
- To help you when you contact us, and to fix problems and keep the app secure.
We do not use your information for marketing and we do not sell it. The app has no advertising and no tracking.
5. Our legal reasons for using your information
| What | Who decides | Lawful basis |
|---|---|---|
| ID verification, database check and screening | The firm | Legal obligation, where the firm must check your identity under the Money Laundering Regulations 2017. Otherwise legitimate interests in preventing fraud and meeting HM Land Registry and lender requirements. |
| Ongoing monitoring | The firm | Legal obligation (ongoing monitoring under the Money Laundering Regulations 2017), or legitimate interests. |
| Face video and face comparison (biometric data) | The firm | Substantial public interest: preventing or detecting unlawful acts, meeting regulatory requirements about unlawful acts and dishonesty, and preventing fraud (Data Protection Act 2018, Schedule 1, paragraphs 10, 12 and 14). The firm keeps an appropriate policy document. |
| Screening results about alleged offences | The firm | A condition in Schedule 1 to the Data Protection Act 2018 (for example paragraph 10 or 12), with an appropriate policy document. |
| PEP results, which may reveal political opinions | The firm | Substantial public interest, with a condition in Schedule 1, Part 2 to the Data Protection Act 2018. |
| Your app account, sign-in codes, security records, error reports and support | ProConvey | Legitimate interests in providing a secure app that works, while the account is set up on the firm’s order; contract (our app terms) once you accept them. |
Where we or the firm rely on legitimate interests, you can object (see section 11).
6. Who receives your information
The firm receives the report and the results, and can see how far you have got with the check.
Our service providers work on our instructions and only for the purposes in this notice:
| Provider | What they do | What they receive | Where |
|---|---|---|---|
| Entrust (the Onfido identity verification service) | Identity verification, database check, screening, ongoing monitoring, and capturing proof documents | Everything you provide in the check steps, and the results | European Union (Ireland, with backups in Germany) |
| Clerk | Sign-in and app accounts | Your mobile number, password, any name on your account, and sign-in records | United States |
| Telnyx | Text messages | Your mobile number and the text (invites and sign-in codes) | United States |
| Mapbox | Maps on the address screens | Your phone’s IP address and the map position of the address. These are sent when the map loads, before you confirm the address. Mapbox keeps the IP address for 30 days, and says it may use de-identified data for its own purposes as an independent controller. | United States |
| Ideal Postcodes | Address search | What you type into the address search, sent through our servers | United Kingdom and European Economic Area |
| Amazon Web Services | Our database, and our email service for invites and reminders | Your check record; your email address and the emails we send | United Kingdom (London) |
| Vercel | Runs our servers, and stores the firm’s documents, including your report | Everything the app sends to our servers; the report | Servers: United Kingdom (London) |
| Sentry | Error and crash reports | Your anonymous account number, phone model, operating system and error details | United States |
| Cloudflare | Delivers and protects the proidentify.com website | Your IP address when you visit the website | Global |
If you download the app from the App Store or Google Play, Apple or Google handles your download under its own privacy policy.
We may also share information where the law requires it, to establish, exercise or defend legal claims, or with a buyer, investor or adviser if our business is sold or restructured, under a duty of confidence.
7. Transfers outside the UK
Some providers process your information outside the UK:
- European Economic Area: the transfer relies on the UK’s adequacy regulations.
- United States (Clerk, Telnyx, Mapbox and Sentry): the transfer relies on the UK Addendum to the EU Standard Contractual Clauses and, where the provider is certified, the UK–US data bridge.
You can ask our Data Protection Officer for more information about these safeguards.
8. How long your information is kept
- Your check at our identity verification provider. We ask the provider to delete your check data (document images, face video, passport chip data, and the database and screening results) 90 days after the report is sent to the firm, or when ongoing monitoring ends if that is later. The provider takes up to 20 more days to complete the deletion. We delete our own copies of your proof documents and the property address at the same time.
- Checks that aren’t finished. If a check has no activity for 90 days, it is cancelled automatically, and its data is deleted 90 days after that. If the firm cancels a check, its data is deleted no later than 90 days after the cancellation.
- Your app account. It is deleted after 12 months with no activity, as long as you have no open check. You can also delete it yourself at any time (see section 12).
- The report the firm keeps. The report, with its images, becomes part of the firm’s records, and the firm decides how long to keep it. Anti-money laundering law usually requires firms to keep ID check records for five years after the business relationship ends. A summary of the results also stays on the firm’s record of the check.
- Other records. Mapbox keeps your IP address for 30 days. Sign-in records, text message records and error reports are deleted when each provider’s retention period ends. Our Data Protection Officer can tell you how long each is kept.
9. Automated checks and decisions
The check uses automated technology to examine your document, compare your face with it, and screen your details against lists. The results go to the firm as “Clear” or “Consider”, with the reasons. We do not decide anything about you. The firm reviews the results and decides what they mean for your matter. If you think a result is wrong, tell the firm.
10. How we protect your information
Information is encrypted when it travels between the app and our servers and providers, access is limited to people who need it, and details kept on your phone are stored in the phone’s encrypted secure storage.
11. Your rights
You have the right to:
- be told how your information is used;
- get a copy of your information;
- have inaccurate information corrected;
- have your information erased, where the law allows;
- restrict how it is used;
- receive it in a portable format, where the law allows;
- object to its use, including where it relies on legitimate interests;
- withdraw consent at any time, where it relies on consent; and
- not be subject to decisions made solely by automated means that significantly affect you.
Some rights apply only in certain circumstances. For example, a firm may have to keep your check results by law even if you ask it to delete them.
About your check and its results: contact the firm, as it decides how to respond. You can also contact us, and we will pass your request to the firm.
About your app account: contact our Data Protection Officer at chris.scantlebury@proconvey.co.uk. We reply within one calendar month. If a request is complex we may extend that by up to two more months, and we will tell you within the first month. We may need to confirm your identity. There is normally no fee.
12. Deleting your app account
In the app: on My checks, tap the Account icon, then Delete account, and enter your password.
Deleting your account removes your app account: the mobile number, password and any name held on it. The firm keeps the mobile number it has for you in its own records. Deleting your account does not delete checks you have already sent. Those belong to the firm, which keeps the report in its records, and they are deleted on the schedule in section 8. If you share your mobile number with someone else who has a check, deleting the account removes their checks from the app too.
If you delete your account and still need to complete a check, ask the firm to send it again.
You can also ask us to delete your account by emailing support@proconvey.co.uk or calling 020 4592 0899 (Monday to Friday, 9am to 5pm). We may ask you to confirm it’s you.
13. Invites you weren’t expecting, and shared numbers
Your account is linked to the mobile number the firm gave us. Anyone who signs in with that number can see the checks ordered for it, including the name of the person each check is for and, where there is one, the property address.
- If you get an invite you weren’t expecting, or the app shows a check that isn’t for you, don’t continue. Contact us.
- You can’t change your mobile number in the app. If it needs to change, contact the firm.
14. Cookies and tracking
The app uses no cookies, no advertising identifiers and no tracking. We set no cookies on the proidentify.com website and use no analytics there.
15. Children
ProIdentify is only for people aged 18 and over.
16. Changes to this notice
We update this notice when our practices change. The date at the top shows when it was last changed.
17. Contact us and complaints
- Data Protection Officer: Christopher Scantlebury, chris.scantlebury@proconvey.co.uk
- Post: Data Protection Officer, ProConvey Limited, 45 Fitzroy Street, London, England, W1T 6EB
- Support: support@proconvey.co.uk, 020 4592 0899 (Monday to Friday, 9am to 5pm)
If you are unhappy with how your information has been handled, please tell our Data Protection Officer first. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome. You can also complain to the Information Commissioner’s Office at www.ico.org.uk or on 0303 123 1113.