Privacy Policy
Last updated: 8 September 2026
This policy explains how Apliko Consulting OÜ (registry code 17488922, Sepapaja tn 6, Tallinn 15551, Estonia), trading as Apply-Assist, collects and uses personal data. We are the data controller.
Because we offer our service to people in the United Kingdom, we process personal data in accordance with the UK GDPR and the Data Protection Act 2018, as well as the EU GDPR.
- UK representative (UK GDPR, Article 27): Prighter Ltd (UK), 20 Mortlake High Street, London SW14 8JN, United Kingdom. You can contact our representative directly, including to make a data protection request, through their portal at app.prighter.com/portal/apply-assist.
- ICO registration number: [TBC].
1. What data we collect
- Applicant details: name, date of birth, address, email, telephone.
- Application details: the information needed to locate the correct register entry (for example names, dates and places of the marriage or civil partnership, and, where relevant, names of parents or spouses). Some of this may relate to other individuals named on the record.
- Payment information: processed by our payment provider; we do not store full card details.
- Website/usage data: see our Cookie Policy.
2. Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Providing the assistance service you ordered (preparing and submitting your application) | Performance of a contract, Art. 6(1)(b) |
| Paying the official fee on your behalf as your agent | Performance of a contract, Art. 6(1)(b) |
| Keeping records for tax, accounting and legal compliance | Legal obligation, Art. 6(1)(c) |
| Customer support, security and fraud prevention | Legitimate interests, Art. 6(1)(f) |
| Non-essential cookies / analytics | Consent, Art. 6(1)(a) |
Special category data: civil-status records are generally identity data. Where any information we process reveals special category data (for example health information such as a cause of death), we rely on your explicit consent (Art. 9(2)(a)) or the establishment of legal claims (Art. 9(2)(f)), and we process it only as necessary to carry out your application.
3. Who we share it with
- The relevant register office (GRO, GRONI or a Scottish local council registrar), in order to submit your application.
- Our payment provider, hosting provider, email provider and accountant, acting as processors on our behalf.
- Our UK representative for data protection matters.
- Public authorities where we are legally required to do so.
We do not sell your personal data.
4. International transfers
We are established in Estonia (EU) and serve customers in the UK. Personal data may be transferred between the EU and the UK. Transfers between the EU/EEA and the UK are covered by reciprocal adequacy decisions, so no additional safeguards are required for these transfers.
5. How long we keep it
We keep the details of your application (the information you submit and any attachments) for 12 months after your certificate is dispatched, after which they are deleted or anonymised. We keep financial records and invoices, which may include your name and the fact of the transaction, for 7 years, as required by Estonian and UK tax and accounting law.
6. Your rights
Under the UK GDPR you have the right to access, rectify, erase, restrict or object to the processing of your personal data, to data portability, and to withdraw consent where processing is based on consent. To exercise any of these rights, contact privacy@apply-assist.co.uk or our UK representative (see section 8).
If you are unhappy with how we handle your data, you can complain to the UK Information Commissioner’s Office (ico.org.uk). If you are in the EU you may also contact the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon).
7. Security
We use appropriate technical and organisational measures to protect personal data, including encryption in transit and access controls.
8. Our representative in the United Kingdom
We value your privacy and your rights as a data subject. As we are established outside the United Kingdom, we have appointed Prighter Group, through its local partner Prighter Ltd (UK) (20 Mortlake High Street, London SW14 8JN, United Kingdom), as our privacy representative under Article 27 of the UK GDPR and as your point of contact for the following region:
- United Kingdom (UK)
Prighter gives you an easy way to exercise your privacy-related rights, for example a request to access or erase your personal data. If you want to contact us through our representative, or make use of your data subject rights, please visit app.prighter.com/portal/apply-assist. You can also write to us directly at privacy@apply-assist.co.uk.
9. Contact
Data controller: Apliko Consulting OÜ, privacy@apply-assist.co.uk.