We explain what an executor must do with digital assets in a modern UK estate. Digital accounts can be as vital as the keys to a house. A clear plan avoids delay, extra paperwork and stress for loved ones.
Our aim is practical help, not sharing everything. We outline simple steps you can take now, where to note details, and what an executor can do after a death.
We contrast financial accounts that affect estate value with personal accounts that reflect family wishes. We also introduce the role of a digital executor so duties are straightforward and manageable.
This guide shows the types of accounts to list, why platforms may refuse access, and safe options to hold key details. We keep examples everyday: email, cloud photo libraries, online banking and subscriptions, making this doable rather than technical.
Key Takeaways
- Plan early to reduce delay and stress for family members.
- List both financial and personal digital assets clearly.
- Consider a digital executor to handle online matters.
- Choose trusted methods for secure storage of passwords for executors uk.
- Simple steps now save months of admin later.
Understanding what counts as digital assets in a UK estate
An estate today includes both money held on online platforms and personal files kept in cloud folders. We mean anything stored electronically — on websites, apps or devices.
Financial digital assets that may need urgent access: online bank and investment accounts, PayPal and other wallets, cryptocurrencies and trading platforms. Some of these affect the estate’s value and can change quickly.
Personal and sentimental items: email inboxes, family photos and video collections in cloud storage like Google Drive, iCloud or Dropbox. Email often acts as the master recovery route for many other accounts.
Social accounts and subscription services: social media accounts (Facebook, Instagram, X), streaming and shopping subscriptions such as Netflix, Amazon and Spotify. These can keep charging after death and may need cancelling or memorialising.
Digital property can also include domain names, websites, NFTs and gaming profiles. Every platform treats the user relationship differently, so it helps to list what exists. For a helpful checklist, see what counts as a digital asset.
Why access to accounts can be difficult after a death
When someone dies, missing login details often turn a simple task into a long, frustrating delay. An executor can face unknown phones, old devices and two-factor codes that never arrive.
Missing details slow the probate process
Missing passwords and hidden devices stop discovery. If accounts can’t be opened, valuing or closing them takes time. That slows the wider estate administration and raises costs.
Platform terms and unclear ownership
Many providers treat accounts as licences rather than transferable property. Their terms can forbid sharing logins and limit what an executor may do. Some platforms also ask for probate or other documents before they act.
Privacy and data protection limits
Data rules mean firms often withhold messages and content without the right paperwork. Different platforms and overseas host rules add extra steps. Good planning cuts this friction and reduces repeated provider contact.
- Missing logins and 2FA tied to unknown devices cause delays.
- Provider terms may forbid unauthorised access even by close family.
- Formal documents are usually required to gain access or to close accounts.
Secure storage of passwords for executors UK
Choosing the right tools and a backup routine stops minor issues becoming major problems. We outline practical options so an executor can act quickly and calmly.
Using a password manager with emergency access
Password managers keep logins in one place and offer an emergency access feature. You name a trusted person who can request access. You set a waiting period so access is only granted if you do not respond.
Digital vaults built for wills and documents
Dedicated vault services encrypt documents and use two-step verification. They work well for wills, account details and key instructions. This reduces the risk of scattered files and missing records.
Cloud folders, offline options and backups
Cloud folders can use controlled permissions and inactivity tools. An encrypted USB or password-protected hard drive is useful if you prefer a physical copy.
Good planning: keep the “where to find it” note separate from the actual passwords. Make at least two copies in different locations (home safe, solicitor or a trusted family member).
- Avoid saving passwords in browsers or email.
- Label devices clearly but discreetly.
- Review instructions and details every year.
Appointing a digital executor and clarifying their role
Choosing who will look after your digital legacy helps your family carry out your wishes without delay.
What a digital executor does: this person manages online accounts after death. They may close or transfer accounts, cancel subscriptions and preserve family photos. They work alongside the main executor or act alone, if named.
Picking the right person
Look for someone you trust who is organised and calm with everyday tech. They do not need IT qualifications. A clear head, patience and attention to detail matter most.
Formalising authority and recording wishes
Record consent in your Will and add brief instructions in separate documents. Clear written permission helps when providers ask who can act.
| Task | Example instruction | Why it helps loved ones |
|---|---|---|
| Photos | “Please download family photos from iCloud.” | Prevents loss and speeds access. |
| Social accounts | “Please close my Facebook or request memorialisation.” | Avoids distress and unwanted posts. |
| Subscriptions | “Please cancel recurring services.” | Stops charges after death. |
Good planning reduces guesswork and spare loved ones extra work. Next, create a usable digital inventory your digital executor can follow.
Creating a digital inventory your executor can actually use
A small, well‑labelled inventory turns a confusing pile of logins and gadgets into a usable roadmap.
Start with a clear account list that groups similar entries. Use plain names like “Main email” or “Savings account” and add the platform link and username.
What to include
Note each account, the platform, the recovery route (which email or phone is tied to it) and where the real login lives. If a password is kept in a manager, write “password stored in password manager” rather than the password itself.
Where to keep the instructions
Keep a one‑page “start here” with your Will papers or with your solicitor. Also keep a digital copy inside a trusted service with emergency access. Make sure loved ones know where to look.
Keeping the inventory current
- Date the document and use plain labels.
- Map devices so the executor knows which phone or laptop holds codes and backups.
- Review at least once a year and after major changes like moving house, new devices or switching banks.
Small, regular updates make the process simple. A few minutes every few months keeps recovery routes working and saves your loved ones weeks of searching.
How executors can access digital accounts in practice
A calm, methodical search usually reveals many hidden digital assets that an executor will need to find. We suggest clear first steps so the process feels manageable during a difficult time.
Starting points for discovery
Begin with the deceased’s email inbox. Search for account confirmations, password reset messages and subscription receipts.
Check paper bank statements and direct debits for named services. Look at phone app lists and recently used devices.
Keep devices charged and do not erase data. If a phone or laptop is locked, note model and any obvious recovery clues before seeking professional help.
Using provider processes and legacy settings
Many platforms offer specific routes for deceased users. Follow the provider’s online form rather than guessing logins.
Examples include Google’s Inactive Account Manager and Facebook’s memorialisation options. These built‑in settings can simplify access or preservation.
Tip: Search each platform for “deceased user”, “legacy”, or “memorialise” to find the right process.
What proof platforms may ask for
Platforms commonly request a death certificate, identity documents and probate papers where applicable. Keep copies and reference numbers to hand.
Some services still refuse data even with documents. In those cases, aim for practical outcomes — cancel, transfer or download — rather than full content access.
Keep a simple log of every contact: date, who you spoke to, case number and what documents were sent. This record helps track progress across multiple accounts and platforms.
| Action | What to provide | Expected result |
|---|---|---|
| Email searches | Account recovery links, timestamps | Identify linked services and recovery routes |
| Contact a platform | Death certificate, ID, probate (if asked) | Account closure, memorialisation or data download |
| Handle devices | Device details, passcodes if known | Preserve data; avoid wiping or selling devices |
For a step‑by‑step approach to gathering details and storing instructions, see our guide on creating a digital asset inventory and legacy. Small, clear steps reduce delay and protect data during probate.
Legal and security considerations when handling logins and data
Even with good intentions, an executor can face legal and technical walls when trying to manage online accounts.
UK privacy rules and provider terms often limit what firms will release after a death. Ask for the right documents and follow the provider’s online process rather than guessing logins.
Staying within the law and respecting privacy
We recommend using formal routes and keeping a clear paper trail. Keep at least two copies of any vital documents that platforms may request.
Avoiding fraud and common pitfalls
- Beware phishing after a death and SIM‑swap fraud aimed at accounts.
- Don’t cancel services until you have statements needed for estate accounts.
- Keep a log of every contact, what was sent and which tools you used.
“An executor’s role is to protect assets and follow wishes, not to read private messages.”
If you are unsure about authority or ownership, pause and seek legal advice. For guidance on naming someone to take this role, see our page on appoint a digital executor.
Conclusion
Simple actions today make a big difference to how an estate is managed tomorrow.
Plan, name one trusted digital executor, and make a short, usable inventory. These three steps help protect the estate, preserve value and cut delays across accounts and digital assets.
Remember that planning covers more than money. It protects family memories, messages and the wishes you leave behind. Small steps now are kinder than leaving loved ones to piece together logins and devices while grieving.
Review the list each year and keep one clear instruction with your Will. You do not need to be technical — just organised and to pick one reliable contact.
For a simple tool to help with that last step, try our reliable password manager.