This privacy notice tells you what to expect us to do with your personal information.
We have a joint controller relationship with Accord Legal for the purpose of Accord Legal being the legal provider used to produce & store the wills and estate planning requirements of Olimaine Wills & Estate Planning clients.
Telephone 01803 391529
Email info@olimaine.co.uk
We collect or use the following information to provide services and goods, including delivery:
We also collect or use the following information to provide services and goods, including delivery:
We collect or use the following information for the operation of customer accounts and guarantees:
We collect or use the following information for service updates or marketing purposes:
We collect or use the following information to comply with legal requirements:
We also collect or use the following information to comply with legal requirements:
Our lawful bases for collecting or using personal information to provide services and goods are:
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Our lawful bases for collecting or using personal information for legal requirements are:
Introduction
Olimaine Wills and Estate Planning is committed to managing records and data in compliance with UK law. This Data Retention Schedule outlines the retention periods for various types of records and the procedures for their destruction after the retention period.
1. Client Records
Type of Record: Client personal information, copies of wills, trusts, and power of attorney documents.
Retention Period: Indefinitely or until the service is no longer provided plus an additional 7 years.
Legal Requirement: GDPR compliance and other data protection laws.
Destruction Method: Shredding of physical documents, secure deletion of electronic records.
2. Financial Records
Type of Record: Invoices, receipts, tax records, financial statements.
Retention Period: 7 years.
Legal Requirement: HMRC requirements.
Destruction Method: Shredding of physical documents, secure deletion of electronic records.
3. Correspondence
Type of Record: Emails, letters, and other communications with clients.
Retention Period: 7 years.
Legal Requirement: Business needs and potential legal claims.
Destruction Method: Secure deletion of electronic records, shredding of physical documents.
4. Marketing Materials
Type of Record: Brochures, newsletters, advertising records.
Retention Period: 3 years.
Legal Requirement: Business needs.
Destruction Method: Recycling of physical materials, secure deletion of electronic records.
5. Operational Records
Type of Record: Internal policies, procedures, staff training records.
Retention Period: 7 years after superseded.
Legal Requirement: Business needs and compliance.
Destruction Method: Shredding of physical documents, secure deletion of electronic records.
6. Implementation and Review
Implementation: All staff at Olimaine Wills and Estate Planning must be aware of and adhere to this Data Retention Schedule.
Regular Review: This schedule will be reviewed annually to ensure compliance with any changes in legal or business requirements.
Approved by:
Elaine Wyatt, Proprietor
Olimaine Wills and Estate Planning
Date: 01/07/24
Accord Legal
This data processor does the following activities for us: Accord Legal process and store the wills and will trusts that our clients purchase.
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
6 July 2024