Privacy notice

Who we are

LegacySteps is run by [company name], [company number], of [registered address], Co. Kildare, Ireland. We are the data controller for the information you give us. You can contact us about your data at [privacy email address] or by post to the address above.

What LegacySteps does

LegacySteps helps a family tell banks, insurers, utilities, phone companies and public bodies that someone has died. Your funeral director provides it as part of their service. We do not charge you directly; the funeral director pays us a fee for each family they set up, and may include that in their own charges.

The information we hold

About the person who died: their name, date of birth, date of death, last address, marital status, and any account or policy references you give us. A scan of the death certificate, if you upload one. Their PPS number, only if you choose to notify Revenue or the Department of Social Protection, and only until those letters are marked as sent.

About you: your name, email address, phone number, your relationship to the person who died, and whether you are the executor. The letters you generate, which organisations you have told, and any notes you write. If you invite someone to help you, their name and email address.

About how you use the service: when you log in, what you view and download, and the device and browser you use. We keep this to protect your account and to investigate any problem.

We do not ask for, and you should not enter, the cause of death, any bank balances, card numbers, passwords or online banking details, or a copy of the will.

Why we hold it, and our legal basis

To provide the service to you: preparing letters, tracking replies, storing your documents. Our basis is the contract between you and us when you accept the terms of use. To keep the service secure and to investigate misuse: our basis is our legitimate interest in running a safe service, balanced against your interests. To answer your questions and requests: the contract, or a legal obligation where the law requires us to respond.

We do not use your information for marketing, we do not sell it, and we do not use it to make automated decisions about you.

Where your information comes from

Your funeral director gives us the name of the person who died, their date of death, and your name and email address, with your agreement, to set up your account. Everything else comes from you.

Who we share it with

The organisations you choose to notify. Only the information needed for that organisation, and only when you send it. In the current version you send the letters yourself; we do not send anything on your behalf.

Your funeral director sees only that your account is active and how far through the checklist you are. They cannot see what you enter.

Companies that run our systems for us: our database and file storage provider, and our email provider. They process your information on our instructions, under written agreements, and only within the European Union.

Anyone the law requires, such as a court order. We would tell you unless the law prevents it. We do not transfer your information outside the European Economic Area.

How long we keep it

Your case closes when you mark it complete, or after 12 months with no activity. Six months after the case closes we delete its contents. The PPS number is deleted as soon as the Revenue and Social Protection letters are marked as sent. We keep a record of who made each notification and when, without the case contents, for six years. Security logs are kept for 12 months. You can delete your whole case at any time from your account.

Your rights

You can see, download, correct and delete your information from inside your account. You also have the right to ask us for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a form you can move elsewhere. Write to [privacy email address]; we reply within one month. You can complain to the Data Protection Commission at dataprotection.ie if you are unhappy with how we handle your information.

Data protection law protects living people. The information about the person who died is not covered by it, but we treat it with the same care.

Speaking instead of typing

Each text box has a microphone button. If you use it, your device's own speech service (Apple on an iPhone or iPad, Google on Chrome) turns your voice into text, in the same way as the microphone key on your keyboard. We do not receive or keep any audio. The PPS number box does not have this option and is always typed.

Keeping it safe

Your information is encrypted, stored in the European Union, and protected by access rules so that only you and anyone you invite can see your case. We test our security independently. If a security breach ever affects your information, we will tell you.

Changes

If we change this notice, we will show you the new version the next time you log in and ask you to read it.

Draft, pending solicitor review. Version 0.1, September 2026.