Privacy Policy

Effective Date: 01/01/2025
Last Updated: 25/05/2025

1. Introduction

Welcome to New Forest Wills. We are a paralegal firm providing will writing, probate, power of attorney, and trust services. Protecting your personal data is important to us, and this Privacy Policy explains how we collect, use, and safeguard your information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect your personal data. By using our services or accessing our website, you agree to the practices outlined below.

2. Data We Collect

We only collect the personal data necessary to deliver our services effectively and comply with legal obligations. This may include:

A. Personal Information

• Full name

• Address

• Email address

• Phone number

• Date of birth

B. Identity Verification

• Passport or driving licence details (where required for legal compliance)

C. Financial and Estate Information

• Payment details (limited to what is necessary for processing)

• Information relating to estate assets, property, and liabilities

D. Special Category Data (only with explicit consent)

• Relevant health conditions (e.g. for health-related provisions in LPAs or trusts)

3. How We Collect Your Data

We collect data directly from you via:

• Consultations (in person, by phone, or online)

• Forms and documentation during will writing or estate planning

• Email or phone communications

We may also receive personal data from:

• Executors, attorneys, or beneficiaries (with appropriate consent)

• Publicly available sources for legal verification, if necessary

We do not collect data from marketing databases or unrelated third parties.

4. Why We Process Your Data

We use your personal data for the following purposes:

• To provide our legal services (e.g. will writing, probate, LPA)

• To fulfil contractual and legal obligations

• To verify identity, prepare documentation, and maintain accurate records

• To process payments

• To communicate with you about your case or service

We do not use your data for profiling, automated decision-making, or unsolicited marketing.

5. Legal Basis for Processing Your Data

Under UK GDPR, we process your data under the following legal bases:

• Contractual Necessity – To deliver the legal services you request.
• Legal Obligation – To comply with UK wills, probate, and estate administration laws.
• Legitimate Interests – To maintain service records and manage client relationships.
• Consent – Where required, such as for processing sensitive personal data (e.g., health-related provisions in wills).

6. Data Sharing & Disclosure

We do not sell, trade, or rent your data. However, we may share your data with:

• Third-party will drafting specialists – To ensure legal accuracy and validation.
• Regulatory bodies – If required by UK law (e.g., HMRC, probate courts).
• Payment processors – To handle transactions securely.

We will only share necessary data and ensure third parties comply with data protection laws.

7. Data Retention Policy

We retain personal data only for as long as necessary to:

• Fulfill our contractual and legal obligations.
• Comply with UK regulatory requirements.

Retention Periods

• Wills & estate planning documents – Retained for up to 6 years after our last interaction.
• Financial records – Retained for 7 years for tax and legal compliance.
• General inquiries – Deleted after 12 months if no service is provided.

After these periods, data is securely destroyed.

8. Your Data Protection Rights

Under UK GDPR, you have the following rights:

• Right to Access – Request a copy of the data we hold about you.
• Right to Rectification – Correct inaccurate or incomplete information.
• Right to Erasure (“Right to Be Forgotten”) – Request data deletion where legally applicable.
• Right to Restrict Processing – Ask us to limit how we use your data.
• Right to Object – Opt out of certain uses, such as marketing.
• Right to Data Portability – Request transfer of your data to another service provider.

To exercise your rights, contact us at admin@newforestwills.com.

9. Data Security Measures

We implement strict security measures to protect your personal data, including:

• Encryption of sensitive information.
• Access restrictions, ensuring only authorized personnel handle data.
• Regular security reviews to prevent unauthorized access.

If a data breach occurs, we will notify you and report it to the Information Commissioner’s Office (ICO) in line with UK GDPR.

10. Cookies and Website Tracking

If our website uses cookies, they are limited to essential and analytical purposes. For further details, please refer to our Cookie Policy.

11. Contact Information & Complaints

If you have any privacy concerns, contact us at:

Email: admin@newforestwills.com
Phone: 01590 682199
Address: 2 Hawthorne Drive, Sway, Lymington SO41 6DX

If you’re not satisfied with our response, you can file a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

12. Changes to This Privacy Policy

We may update this policy to reflect legal changes or business practices. Any updates will be posted on our website with the effective date clearly stated.