Privacy Notice

Last updated: 16 October 2026

Formsure Ltd, trading as FormSure, respects your privacy. This notice explains how we collect, use, store and share personal information when you visit our website, contact us or use our services.

1. Who we are

Formsure Ltd provides administrative support with Court of Protection and Lasting Power of Attorney forms. We do not provide legal advice.

Formsure Ltd is the data controller responsible for the personal information used in providing these services. We are a separate company from Gain Capacity Experts Ltd.

Address: 1 Union Street, Long Eaton, Nottingham, NG10 1HH
Privacy contact: Victoria Sample, Director
Email: info@formsure.co.uk
Website: formsure.co.uk

2. Information we collect

We collect information needed to respond to enquiries and provide the service requested. This may include:

Names, addresses, telephone numbers and email addresses.

Information provided in screening questionnaires, application questionnaires and correspondence.

Details about the person an application concerns, proposed deputies or attorneys, relatives and other relevant individuals.

Financial, property and family information required for the forms.

Relevant health, disability and mental capacity information contained in questionnaires or supporting documents.

Records of your instructions, payments and the work we complete.

Please provide only information relevant to your enquiry or application.

3. Where information comes from

We usually receive information directly from you. We may also receive information from a person arranging a service on your behalf, an authorised representative or a professional involved in the matter.

If you provide information about someone else, please explain your relationship to them and any authority you have to act on their behalf. Where appropriate, please share this notice with them. We remain responsible for meeting our own data protection obligations.

4. How we use your information

We use personal information to:

Respond to enquiries and assess whether our service is suitable.

Prepare, check and amend forms according to your instructions.

Request missing information and communicate about progress.

Deliver completed documents.

Arrange agreed referrals or related services.

Process payments and maintain business records.

Respond to queries, complaints and disputes.

Protect our systems and meet legal obligations.

If information essential to the service is not provided, we may be unable to accept your instruction or complete your application.

5. Our lawful bases for using information

We rely on the following lawful bases, depending on the purpose:

Contract: To take steps at your request before you purchase a service and to fulfil our agreement with you.

Legitimate interests: To respond to enquiries, administer our business, handle complaints, prevent misuse and process necessary information about other people involved in an application. We balance these interests against individuals’ rights and interests.

Legal obligations: To meet applicable legal requirements, including accounting, taxation and data protection obligations.

Consent: Where we ask for permission for a specific use of information. You can withdraw consent by contacting us. This does not affect processing that was lawful before withdrawal.

6. Health and mental capacity information

Health and mental capacity information receives additional protection under data protection law.

We only use this information where necessary for the service and where both a lawful basis and an appropriate additional legal condition apply.

Where processing is necessary to establish, exercise or defend legal rights, including relevant Court of Protection proceedings, we may rely on Article 9(2)(f) of the UK GDPR.

Where we rely on explicit consent, we obtain it separately and explain what it covers. We do not assume that a relative can consent on another adult’s behalf simply because they are related.

7. Who we share information with

Where necessary, we may share relevant information with:

Authorised staff and contractors assisting with our services.

Providers of cloud storage, website hosting, email, messaging, form-processing and payment services.

Accountants, insurers and professional advisers.

Professionals or service providers involved in an agreed referral.

Courts or public bodies where submission is expressly included in the agreed service.

Authorities or regulators where disclosure is required by law.

We limit disclosures to information needed for the relevant purpose. We do not sell personal information.

Referrals to Gain Capacity Experts Ltd

If you agree to a referral to Gain Capacity Experts Ltd, we share only the contact details needed to arrange it. We do not automatically transfer your questionnaires, completed applications or supporting documents.

Gain Capacity Experts Ltd is separately responsible for information it processes when providing its assessment services.

8. How we store and protect information

We store personal information in cloud-based storage that uses encryption to protect data both when stored and during transfer.

We take appropriate technical and organisational measures to protect information against unauthorised access, loss, disclosure and misuse. Access is limited to authorised people who need information for their work.

9. Email and WhatsApp

We use email and WhatsApp to communicate about enquiries and services. These providers also handle information under their own privacy arrangements.

Please contact us before sending medical reports, identity documents or detailed financial information through WhatsApp so we can explain how to provide documents appropriately.

10. How long we keep information

Completed application files

We retain completed application files, including questionnaires, supporting documents and related correspondence, for 12 months from completion of our service. This enables us to respond to queries about our work and provide copies where needed.

After this period, we securely delete the files unless specific information must be retained to comply with a legal obligation or address an ongoing complaint, dispute or legal claim. We retain only the information necessary for that purpose.

Enquiries and instructions that do not proceed

We retain information only for as long as reasonably necessary to deal with the enquiry, close any outstanding matters and meet applicable legal obligations. The period depends on whether a service was commissioned, payment was made or a complaint or dispute remains unresolved.

Accounting and business records

Payment, accounting and essential business records are retained separately for the periods required by applicable law.

Please retain your own copies of completed applications and supporting documents, as we may be unable to provide replacements after deletion.

11. Website information and cookies

For information about the website’s cookies, analytics, storage periods and how to manage your choices, read our Cookies and analytics notice.

12. Your rights

Depending on the circumstances, you may have the right to:

Access your personal information and obtain a copy.

Have inaccurate or incomplete information corrected.

Request deletion of your information.

Restrict how your information is used.

Receive certain information in a portable format.

Withdraw consent where processing relies on consent.

You have the right to object to processing based on legitimate interests. You can also object to the use of your information for direct marketing at any time.

These rights are subject to legal conditions and exceptions.

To exercise your rights, email info@formsure.co.uk or write to us at the address above. We may need to verify your identity and, if you are acting for someone else, your authority. We normally respond to rights requests within one month, subject to any extension permitted by law.

13. Complaints

If you have concerns about how we handle personal information, please contact Victoria Sample at info@formsure.co.uk so we can investigate.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

Website: ico.org.uk

15. Changes to this notice

We review this notice and update it when our services or information-handling arrangements change. The latest version will be published on our website with its update date.