1. Who We Are

Executor Hub (“we,” “our,” “us”) provides a secure digital platform designed to assist executors, estate planners, and individuals in managing estate administration efficiently.

2. Information We Collect

We collect different types of information to provide and improve our services, including:

• Personal Information: Name, email address, phone number, and other contact details.

• Account Information: Login credentials and security questions.

• Estate & Legal Documents: Wills, trusts, LPAs, statements of assets, and other sensitive documents uploaded by users.

• Financial Information: If applicable, payment details for subscriptions.

• Communication Data: Correspondence with our support team or chatbot interactions.

• Usage Data: How you interact with the platform (e.g., pages visited, features used).

• Device Information: IP address, browser type, operating system, and other technical details.

• Cookies & Tracking Technologies: Used to improve functionality, enhance security, and personalize your experience.

3. How We Use Your Information

We use your information for the following purposes:

• To Provide Services: Securely store and process estate-related documents.

• To Improve Our Platform: Analyze usage patterns to enhance user experience.

• To Communicate with You: Provide updates, respond to inquiries, and send notifications.

• For Legal Compliance: Ensure compliance with applicable laws and regulations.

• For Security & Fraud Prevention: Protect accounts and prevent unauthorized access.

4. Sharing Your Information

We do not sell or rent your personal information. However, we may share information in the following situations:

• With Service Providers: Trusted third-party providers assisting with hosting, payment processing, or security.

• With Legal Authorities: When required by law, to enforce our Terms of Use, or to protect rights and safety.

• With Authorized Users: If you grant access to executors, solicitors, or family members.

5. Data Security

We take data security seriously and implement industry-standard measures to protect your information, including:

• Encryption: Secure encryption for stored and transmitted data.

• Access Controls: Restricted access to authorized personnel only.

• Regular Security Audits: Continuous monitoring for vulnerabilities.

However, no method of transmission over the internet is 100% secure. We encourage users to take precautions when sharing sensitive information online.

Executor Hub is committed to protecting the confidentiality, integrity, and availability of all personal data processed on our platform. This statement outlines the technical and organisational measures we currently have in place, in alignment with UK GDPR and industry best practices.

Hosting & Data Residency

Executor Hub is hosted on secure servers provided by Hostinger, with data centres based in the United Kingdom. This ensures all personal data remains within the UK and is managed under UK data protection law.

Encryption & Secure Transmission

We apply strong encryption measures to protect user data:

• In transit: All data is transmitted over encrypted connections using SSL/TLS protocols.
• At rest: Data stored on our servers is encrypted to prevent unauthorised access.

These measures are applied universally across user documents, communications, and account data.

Authentication & Access Controls

To prevent unauthorised access to user accounts and administrative systems:

• Executor Hub supports Two-Factor Authentication (2FA) for all user accounts.
• Passwords must comply with our custom Regex security policy, ensuring high complexity and resistance to brute force attacks.
• Only authorised Developer and Admin roles have access to the full database. All access is fully logged for auditing and traceability purposes.

Data Backup & Disaster Recovery

• Our hosting provider manages monthly backups of platform data.
• In the event of a serious system failure or data loss, our Recovery Time Objective (RTO) is approximately 48 hours.
• All backups are securely stored and encrypted.

Data Breach Response Protocol

Executor Hub maintains a formal Data Breach Response Protocol, which includes:

• Immediate logging and investigation of any breach
• Risk assessment and containment
• ICO notification within 72 hours, where required
• User notification where there is a high risk to their rights or freedoms
• Root cause analysis and preventive action

All incidents are recorded in our Breach Register, and lessons learned are integrated into security improvements.

Penetration Testing & Vulnerability Management

While we have not yet conducted formal third-party penetration tests or engaged an external security firm, we are actively reviewing our risk posture and plan to implement both automated and manual vulnerability assessments in line with industry growth and partner requirements.

Third-Party APIs & Integrations

Executor Hub does not use any third-party APIs to store or process client data. External APIs are used solely for limited platform features (e.g. notifications, calendar integrations) and do not interact with user-submitted estate planning data. All integrations are reviewed for security compliance and minimised to reduce exposure.

Regulatory & Compliance Information

• Executor Hub is registered with the UK Information Commissioner’s Office (ICO) under registration number ZB932381.
• We act as the Data Controller for personal data submitted to the platform, whether entered by users directly or by an authorised partner acting on their behalf.

6. Your Rights & Choices

You have certain rights regarding your personal information, including:

• Access & Correction: Request access to or correction of your personal data.

• Data Deletion: Request deletion of your account and associated data.

• Opt-Out of Communications: Unsubscribe from marketing emails and notifications.

• Manage Cookies: Adjust browser settings to control cookies.

To exercise these rights, contact us at hello@executorhub.co.uk.

7. Data Retention

We retain personal data only as long as necessary for legal, contractual, or operational reasons. Upon request, we will delete or anonymize your data where possible.

8. Third-Party Links

Executor Hub may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies.

9.International Data Transfers

If you access Executor Hub from outside the UK, your data may be transferred and processed in the UK or other jurisdictions with different data protection laws.

10.Disaster Management and Data Recovery

At Executor Hub, we take the security and integrity of our users’ data very seriously. In the unlikely event of a security breach or hacking incident, we have robust disaster management and recovery protocols in place to ensure minimal disruption and complete data protection.

Our system maintains automatic and encrypted backups of all essential data, including user accounts, subscription details, and service-related information. These backups are created at regular intervals and stored securely in separate locations to prevent data loss.

If the portal is ever compromised, our immediate response will involve isolating and deleting the affected system to prevent further damage. We will then redeploy the most recent secure backup to restore all services swiftly and safely. This ensures that your access to subscriptions, features, and services will remain uninterrupted.

We also want to assure our users that personal and financial information remains secure, as all sensitive data is encrypted and protected according to industry standards. Executor Hub does not store any payment card details directly on its servers, ensuring an additional layer of protection.

11. Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page, and significant updates will be communicated via email or platform notifications.

12. Contact Us

If you have questions about this Privacy Policy, please contact us at:h ello@executorhub.co.uk

By using Executor Hub, you acknowledge that you have read and understood this Privacy Policy. For further details, please review our Terms of Use.