Privacy Policy

Olimaine Wills & Estate Planning customer privacy notice

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.

 

Contact details

Telephone    01803 391529

Email        info@olimaine.co.uk


What information we collect, use, and why

 

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses
  • Date of birth
  • Purchase or account history
  • Payment details (including card or bank information for transfers and direct debits)
  • Health information (including dietary requirements, allergies and health conditions)
  • Account information
  • Website user information (including user journeys and cookie tracking)
  • Records of meetings and decisions
  • Identification documents

We also collect or use the following information to provide services and goods, including delivery:

  • Health information

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details
  • Addresses
  • Payment details (including card or bank information for transfers and direct debits)
  • Purchase history
  • Account information, including registration details
  • Marketing preferences

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Purchase or viewing history

We collect or use the following information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents
  • Financial transaction information

We also collect or use the following information to comply with legal requirements:

  • Health information

 

Lawful bases

 

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Consent
  • Contract
  • Legal obligation

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent
  • Contract
  • Legal obligation

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent

Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent
  • Contract
  • Legal obligation

 

Where we get personal information from

  • People directly
  • Legal and judicial sector organisations

 

How long we keep information

 

Olimaine Wills and Estate Planning Data Retention Schedule

 

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.

 

Key Components

 

  1. Type of Record: Identifies the records to be retained.
  2. Retention Period: Specifies how long each type of record should be kept.
  3. Legal and Regulatory Requirements: Ensures compliance with relevant laws and regulations.
  4. Destruction Method: Details how records will be securely destroyed after the retention period.

 

Data Retention Schedule

 

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


Who we share information with

 

Data processors

 

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.

 

Others we share personal information with

 

  • Professional or legal advisors

 

Your data protection rights

 

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.

 

How to complain

 

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

Last updated

6 July 2024