Privacy Policy
Your privacy is important to us. This Privacy Policy explains what information we will take, why we need it and how we process it.
Personal Data We Collect To fully understand your estate planning needs and provide comprehensive advice, we need to obtain information about you, your family, your personal and financial circumstances and your preferences. Some of this information will be private and may be sensitive, such as your date of birth, property address(es) and outline details of savings, investments, life insurance, mortgage and loan balances. In order for us to provide suitable advice, we need you to disclose the information we request as openly and honestly as possible. If you prefer not to disclose some information, please tell us that you prefer not to disclose it and we will assess whether this will alter or impede the work we are doing for you. If you use the ‘contact us’ link via our website, your personal email address will be stored in our email applications. Your email address will only be used for communication between us and you.
How we use Personal Data The primary reason we process your Personal Data is to provide the Will Writing Services. Specifically, we use your Personal Data to: 1.Assess and provide advice to meet your needs and circumstances; 2.Administer cases and assist the processing of Documents; 3.Correspond with you; 4.Tell you about any changes to Documents we have arranged for you; and 5.Inform you about products and services we think may be suitable for you (unless you ask us not to send you this information). We may also process your Personal Data in order to meet our legal and regulatory obligations. These may include: 1.Complying with regulations set out by the Society of Will Writers and other regulators; and 2.Preventing financial crimes such as money laundering and fraud by passing your details to other relevant bodies such as the police and National Crime Agency where required. We may also process your Personal Data for our own legitimate interests. Typically, these would be limited to: 1.Analysing our business for trends and research as to how we can improve our service to Clients; 2.Reviewing the work we have carried out for Clients to ensure we have met the regulations and quality standards by which we are governed; and 3.Ensuring we are able to exercise our legal rights or defend legal challenges in the future.
Transfer of Personal Data to third parties Our Documents are drafted by WillPack. We routinely transfer your Personal Data to WillPack for the purposes of preparing the Documents. WillPack acts as Data Processor and we act as Data Controller. WillPack will process your Personal Data in accordance with their privacy notice, which can be consulted at https://www.willpack.co.uk/privacy-statement/. Other than as set out in this Policy, we do not share your Personal Information publicly or with third-parties, except when required to by law. Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and practices of these sites, and cannot accept responsibility or liability for their respective privacy policies. Your continued use of our website will be regarded as acceptance of our practices around privacy and Personal Data.
Personal Data retention We will only keep your Personal Data for as long as is necessary. How long that is depends on the type of Personal Data, the nature of the work we have carried out and the purposes for which we are retaining the Personal Data. In most cases, your Personal Data will be stored for a period of six (6) years from the date on which we provide your Document(s) to you, as we need to retain evidence for this period that we have fulfilled our legal and regulatory obligations.
Accessing your Personal Data To access a copy of the Personal Data that we hold about you, please write to the Data Protection Officer (contact details below) and we will provide this information within one (1) calendar month of receiving your request. We may need to verify your identity before providing this information.
Maintaining Accurate Personal Data You have the right to have your Personal Data corrected or completed by contacting the Data Protection Officer in writing (contact details below). Please be aware that we need to maintain records of information and Personal Data as it was at the time of the advice or transaction taking place.
Erasure of Personal Data If we have provided you with advice or processed a transaction on your behalf, we will not normally be able to erase your Personal Data. This is because we are obliged to maintain records of our advice and transactions to meet our regulatory requirements and in case we need to exercise or defend legal claims in future.
Cookies Cookies are small pieces of data stored on your browser. We only use such cookies as are essential for you to be able to navigate our website. These are listed below: 1. XSRF-TOKEN - Used for security reasons - retained for session duration 2. hs - Used for security reasons - retained for session duration 3. SSR-caching - Used to indicate the system from which the site was rendered - retained for 1 minute 4. _wixCIDX - Used for system monitoring/debugging - retained for 3 months 5. _wix_browser_sess - Used for system monitoring/debugging - retained for session duration 6. TS* - Used for security and anti-fraud reasons - retained for session duration 7. bSession - Used for system effectiveness measurement - retained for 30 minutes 8. Fedops.logger.X - Used for stability/effectiveness measurement - retained for 12 months For further information about cookies, please consult https://allaboutcookies.org/.
Complaints If you would like to make a complaint about how we have handled your personal data, please write in the first instance to the Data Protection Officer at the address below. If you are not satisfied with the Data Protection Officer’s response, you may make a complaint to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. The Information Commissioner’s Office can also be contacted by telephone at 03031231113 (local rate) or 01625 545 745 (national rate) or by email through their website at https://ico.org.uk/concerns/.
Further information
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If you would like further details on how we use your Personal Data or have any data protection queries, please write to the Data Protection Officer at the address below.
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Definitions
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“Data Protection Officer” means William Webb, who can be contacted at bill@rwwills.com.
“Documents” means Wills, Powers of Attorney or other legal documents produced as part of the Will Writing Services.
“Personal Data” means any information related to an identified or identifiable natural person.
“RW Wills” means Ray Webb Wills & Estate Planning, a Limited Liability Partnership;
“We” and “Us” mean RW Wills;
“WillPack” means Trust Wills and Probate Limited, registered at Eclipse House, Whisby Way, Lincoln, Lincolnshire, England LN6 3LQ, Company Number: 06540022; and
“Will Writing Services” means the provision of Wills, Lasting Powers of Attorney, Living Wills, Notices of Severance and other services related to estate planning provided by RW Wills
Except where otherwise defined in this Policy, capitalised terms shall have the same meaning as that given in the Data Protection Act 2018.