Privacy policy.

Personal Data

1.           Introduction

Catherine Cole Will Writer (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

2.           Data Controller

For the purposes of data protection legislation, Catherine Cole Will Writer is the Data Controller. This means we are responsible for determining how and why your personal data is processed. 

3.           What Personal Data We Collect

We may collect and process the following categories of personal data:

·         Names, addresses, telephone numbers, and email addresses.

·         Details of your instructions and our advice.

·         Information relevant to your matter (including correspondence, identification documents, and financial information).

·         Any other information you provide to us in connection with our services. 

4.           How We Collect Your Data

We collect personal data directly from you when you:

  • Instruct us to provide will writing or related services.

  • Communicate with us by telephone, email, post, or in person.

  • Provide identification or other documentation. 

5.           How We Use Your Personal Data

We use your personal data to:

  • Provide will writing and related legal services.

  • Manage and administer your file.

  • Communicate with you regarding your instructions and updates.

  • Prepare invoices and manage payments.

  • Comply with our legal and regulatory obligations.

  • For marketing purposes, but only with your explicit consent. 

6.           Lawful Basis for Processing

We process your personal data on the following legal bases:

  • Performance of a contract with you.

  • Compliance with legal obligations.

  • Legitimate interests (such as managing our business and improving our services).

  • Consent (where required, e.g. for marketing communications). 

7.           Data Storage and Security

·         All client data is stored electronically on LEAP, a secure case management system.

·         Paper files and correspondence are stored securely and are not routinely destroyed, particularly where retention may be necessary in the event of a claim.

·         Access to client data is restricted to those who need it, including one virtual assistant who assists with administrative tasks and is bound by confidentiality obligations. 

8.           Sharing Your Personal Data

We will only share your personal data with third parties where necessary, including:

  • Our virtual assistant (for administrative purposes).

  • Third parties such as professional advisers (such as accountants and financial advisers).

  • HM Revenue & Customs, Land Registry, or other regulatory authorities.

We will only share your data with third parties with your explicit consent, unless required by law. All third parties are required to handle your data securely and in accordance with our instructions. 

9.           Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. Paper files are not routinely destroyed and may be retained where necessary to protect against potential claims. 

10.         Your Rights

You have the following rights regarding your personal data:

·         To request access to your personal data (Data Subject Access Request).

·         To request correction of inaccurate or incomplete data.

·         To request erasure of your data (subject to legal obligations).

·         To object to or restrict processing in certain circumstances.

·         To withdraw consent where processing is based on consent.

·         To lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise your rights, please contact us in writing at the address or email provided below. We may require proof of identity before responding to your request (acceptable forms include passport, photo driving licence, or recent utility bill). 

11. International Transfers

We do not routinely transfer your personal data outside the UK. If it becomes necessary, we will ensure appropriate safeguards are in place in accordance with data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law or our practices. The latest version will always be available on request.

13. Contact

For any queries regarding this Privacy Policy or your personal data, please contact:

Catherine Cole Will Writer
12 York Road, Calne, Wiltshire, SN11 8FW
Email: info@ccwills.co.uk
Telephone: 07940 820392