Harpenden Wills Privacy Policy

1.0 - Your Privacy
1.1 Harpenden Wills takes your privacy extremely seriously and this policy lays out how we collect and use the information you provide us with. Your personal data will ony be collected and processed when necessary. We will never sell, rent, distribute or otherwise make public your personal information.   

2.0 Relevant Legislation
2.1 Our business, along with this website, is designed to be compliant with the following national and international legislation:

  • UK Data Protection Act 2018
  • EU Data Protection Directive 1995 (DPD) 
  • EU Data Protection Regulation 2018 (GDPR) 
  • EU Privacy and Electronic Communications Regulations 2003 (PECR)

2.2 The scope of this privacy policy covers all geographic territories as well as employees, contractors, third parties and any others who process personal information on behalf of Harpenden Wills. For the avoidance of doubt, this includes third countries outside the EU.

3.0 What Personal Information We Collect
3.1 Under the EU’s General Data Protection Regulation (GDPR), Personal Data is defined as “…any information relating to an identified or identifiable natural person ("data subject"); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.”

3.2 The information we collect may include the following:

  • Information you have given us to enable us to organise your Will, Lasting Power of Attorney, Trust, or any other service we offer. This may include so-called special categories of data such as health or ethnic information alongside standard personal information such as your name, age, gender and address. 
  • Information you have entered into our website for the purposes of contacting you or which you give us to provide you with advice or a service.
  • If you call us we may keep information from that call.
  • Details of your visit to our website and the pages you access. This may include location and device data.
  • Details from public sources such as HM Land Registry.

3.3 We use cookies and similar tracking technologies to track the activity on the site and hold certain information. Cookies are text files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from this website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyse our site's performance.You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our service. Examples of Cookies we use: session cookies (we use these cookies to operate our Service) and preference cookies (we use these cookies to remember your preferences and various settings). 

4.0 How We Use Your Information
4.1 We will process your personal information to fulfil the nature of the contract you enter into with us when you engage our services. This includes the need to correspond with you and to provide you with information that may be relevant to your specific case.
4.2 We may also be required to process your personal information for compliance with a legal obligation to which we are subject.
4.3 We may also use your information for statistical or archival purposes.
4.4 Processing data constitutes as collecting, storing and using. We will process this data in accordance with the GDPR using appropriate technical and security measures to keep it protected. Harpenden Wills Limited may issue occasional reminders to all customers to keep their contact details up to date and we will update them accordingly.
4.5 It may be the case that we need or are required to share your information with sub-contractors and third parties in order to fulfil our contract with you or other legitimate interests. You can be assured that in any such case we will ensure they apply the same or greater controls in terms of data protection as Harpenden Wills does.
4.6 Our website contains links to other external sites. You should note, that if you click through to any of these external sites, we do not have control over that site. We cannot be responsible for the protection of any information that you provide to these other websites as they are not governed by this privacy statement. You should always exercise caution and look at the privacy statement of whichever website it is that you are visiting.

5.0 How We Store Your Information
5.1 The personal information you submit to us through this website is always transmitted in an encrypted format and is saved on our database in an encrypted entry. Any information you provide to us during the course of a meeting will be recorded and stored using appropriate security and technical measures.
5.2 We will not keep hold of your information and longer than is strictly necessary, however we are required by law to maintain client files for a period of 6 years after your death, or for a period of 6 years after you have notified us in writing that your document(s) have been revoked, whichever event occurs first.
5.3 Harpenden Wills will report any unlawful data breach of this website’s database or our client records to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen. You will also be notified without undue delay if a breach results in a high risk of adversely affecting your rights and freedoms.

6.0 Under What Circumstances Will We Contact You?
6.1 We will only ever contact you when necessary, or when you have requested that we do so. We do not mean at any point to be intrusive or ask for unnecessary information.
6.2 We loathe spam as much as you do!

7.0 Can you find out about the personal data that we hold about you?
7.1 If you want to see what personal data we hold on you and how it is processed, you may contact us to request this. You must request this in writing (either by post or email) providing the necessary identification before any information is released.
7.2 Necessary identification that Harpenden Wills will accept includes: Passport; Photo Driving Licence; Utility Bill (from the last three months); Bank or Building Society Account Statement; Notarised ID Document.
7.2 You have the right to correct, erase, restrict or object to any of the processing mentioned in section 4.0 of this policy. However, this may affect the extent to which we are able to carry out your wishes. You may also object to profiling for direct marketing purposes. Harpenden Wills does not engage in profiling for marketing purposes at present, but we will update this policy if that were to change in the future. We would also seek your explicit consent before engaging in this.
7.3 If you wish to raise a complaint on how your personal information has been handled, please contact us and we will investigate further. If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law, you can complain to the Information Commissioner’s Office (ICO). You may write to them at the following address: Wycliffe House, Water Lane, Wilmslow, SK9 5AF. Alternatively you can email them at casework@ico.ork.uk or visit their website at www.ico.org.uk.

8.0 Data Controller and Data Protection Officer
8.1 The Data Controller for this website and any additional data processing we carry out is Harpenden Wills, a UK private limited company with company number 11572836. Our registered offices are located at: Wellington House, 273-275 High Street, London Colney, St. Albans, AL2 1HA.
8.2 The Data Protection Officer is Mrs. Carolle Harris, Director, Harpenden Wills. 

9.0 Changes To Our Privacy Policy
9.1 This privacy policy may change from time to time in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes as we do not wish to spam you. Instead, we recommend you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.
9.2 If any court or competent authority finds that any provision of this privacy notice (or part of any provision) is invalid, illegal or unenforceable, that provision or part provision will, to the extent required, be deleted. The validity and enforceability of other provisions of this privacy policy will not be affected.
9.3 This policy was endorsed by our policy committee on January 19, 2019 and approved by us on January 19, 2019. It applies from January 19, 2019 and will be enforced from January 20, 2019.
9.4 Change log

19/01/2019 - Privacy policy instigated.