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RegInspect · Legal

Client Account Privacy and Terms

Your personal client account, firm workspaces and saved personal copies.

Version client-2026-10-05 · Updated

1. Your account and the firms you work with

RegInspect Ltd provides this client account service to help you respond to professional firms and keep eligible personal copies. This document applies to you as the individual account holder. It does not make you a subscribing firm, transfer a firm’s regulatory responsibilities to you, or require you to buy a firm subscription. Your applicable statutory rights are unaffected.

Use your own account, provide accurate information and protect your sign-in factors. A firm confirms the authority for access to its workspace. Someone representing a company or another person must have current recorded authority. Access can be restricted where necessary for security, expiry of authority, unlawful use or a legal requirement. Contact us if you need help accessing or recovering your account.

2. Who controls your information

RegInspect Ltd controls the separate personal account and archive service. Each firm controls its own engagement and compliance records; RegInspect processes those records under the firm’s instructions and data processing agreement. This notice supplements our Privacy Policy and does not replace the firm’s privacy notice.

We receive account details and service preferences from you, identity and session verification from the identity provider, and requests, documents and engagement information from firms you are authorised to access. We record your submitted answers, messages, document choices and instructions, together with necessary security and audit information.

3. Purposes and lawful bases

We use information needed to provide the personal account, archive and transfers you request under the account service contract. Our legitimate interests include protecting access, preventing misuse, resolving disputes and maintaining proportionate security evidence. Legal obligations may require particular records to be retained or disclosed. We assess these interests against your rights.

Your sharing confirmation authorises the selected delivery. It is not blanket consent to every later use by a receiving firm. The firm determines and explains its own lawful basis and any additional conditions for sensitive or criminal-offence information. This portal does not make automated regulatory decisions about you.

4. Personal copies and explicit sharing

You may retain only eligible personal documents explicitly made available to you. Do not use the personal archive for other people’s information, medical information, suspicious-activity reports or confidential company material. Documents that remain restricted to a firm workspace depend on your current authority there.

Before sending a personal copy, check the receiving firm, request, purpose and exact versions. The firm receives independent copies. Deleting your personal copy or leaving the firm does not withdraw evidence already delivered. A saved or shared document is for human review; it is not an automatic identity or compliance approval. Each firm sees its own workspace, not your personal library or another firm’s records.

5. Retention, closure and recovery

Unsubmitted drafts expire 30 days after a deliberate save. Incomplete uploads and generated export files are short-lived and expire within 24 hours. A personal copy has a displayed retention date no later than 24 months after retention. We ask you to review whether you still need it after 12 months and notify you before expiry. Viewing, saving or restoring does not silently extend that date.

Deleting a personal copy removes access immediately. You normally have 30 elapsed days to recover it if its original retention date has not passed. After the recovery window, stored versions are removed unless a documented hold requires preservation. Holds preserve relevant information without restoring revoked access. Firm evidence follows the firm’s separately applicable retention rules.

After 12 months without a deliberate action, we send an inactivity notice. Closure requires verified delivery followed by 90 days without a deliberate keep-active action. Background refreshes do not count as activity. Account closure removes access immediately and has a 30-day protected recovery window. Recovery does not automatically restore firm memberships. Identity-provider deletion and personal-data disposal are separately verified after that window.

Backups expire under the verified operational schedule shown in your account privacy details; they are not instantly erased by deleting a live copy. Restore procedures reapply revocations, holds and deletion records before access opens. Minimal security identifiers, delivery and disposal receipts can remain where required to prevent replay, demonstrate your instructions or preserve firm evidence. These are pseudonymous records, not a claim that every record is anonymous.

6. Providers, location and service messages

Identity, hosting, private storage, malware scanning and service-email providers support the features you use. Authorised personnel have access only where needed for the service, security or support. We do not sell your information or use your documents for advertising. See our Subprocessors and Privacy documents for feature-dependent recipients and safeguards.

The initial client-account service supports United Kingdom firm workspaces in the London hosting estate. Some suppliers or support activities can involve international processing. Applicable transfer safeguards are described in our Privacy Policy and supplier information; London hosting does not mean every supplier operates only in the UK.

Firm-message and request-reminder preferences are separate from essential security, expiry and account notices. Service notices contain a sign-in link rather than confidential document content. Open and click tracking is disabled for these client-account notices.

7. Your rights, support and changes

Contact RegInspect about access, correction, deletion, restriction, objection or portability of your personal account information where applicable. Contact the relevant firm about its engagement records. We verify identity proportionately and explain where legal retention or a documented hold limits a request. A selected-document export is useful for your records but is not necessarily a complete response to a formal data-rights request.

Email jason@reginspect.co.uk for privacy or account support. Do not send identity documents in ordinary email; we will arrange an appropriate verification route. You can complain to the UK Information Commissioner’s Office. We welcome the chance to address a concern first, but this does not limit your right to complain.

The account supports your dealings with professional firms; it is not legal, tax or compliance advice. Keep any independent copies you need and check saved outcomes after an interrupted request. We use reasonable care in providing the service, but maintenance and provider failures can interrupt it. We show a fixed notice version and explain material changes; revised terms do not remove rights you already have under applicable law.