PRIVACY POLICY
Coastal Wills Ltd is committed to protecting the individual privacy rights and choices of all our clients, visitors to our site and any personal information that you share with us.
Our privacy notice contains important information about the types of personal information we collect and process; what we do with it; who we may share it with and why; and your rights when it comes to the personal information you provide us with.
We may need to make changes to our Privacy Notice in line with regulatory requirements; so please check our website for updates from time to time. If there are significant changes such as where your personal data will be processed; we will contact you to let you know. This version of our privacy notice was last updated on 18th February 2022.
Who we are
This privacy notice applies to Coastal Wills Limited. Registered in England & Wales. Company No: 13871565. Registered office: Carew Airfield Business Park, Sageston, Tenby, Pembrokeshire, SA70 8SX.
How to contact us
Should you have any questions about our Privacy Notice or the information we collect and use about you, please contact;
Coastal Wills Limited, Carew Airfield Business Park, Sageston, Tenby, Pembrokeshire, SA70 8SX
Email: enquiries@coastalwills.co.uk
Collecting and using your information
THE INFORMATION THAT WE COLLECT AND USE
Depending on how you choose to interact with us, the information about you that we collect and process includes:
- Information about who you are such as your name, date of birth, address, gender.
- This may include some special category personal information relating to your health or marital status. This information will only be collected and used where it is needed to provide the products or services you have requested or to comply with our legal or regulatory obligations.
- Information you may provide to us about other people such as joint applicants or executors, beneficiaries, attorneys or trustees for products or services you have with or through us.
- Information on children for example where a child is named as a beneficiary in your will or a trust taken. In these cases, we will collect and use only the information required to identify the child (such as their name, age, gender)
- Contact Information such as addresses, contact numbers and email addresses.
- Financial and estate information such as assets and liabilities, information on your income and tax status and bank account details.
- Information from any contact with us such as in meetings or via phone calls, emails and letters, or information obtained via the contact form on our website.
- Information that is automatically collected, for example via cookies when you visit our website.
- Information relating to vulnerabilities – health, life events, resilience, and capability when this has been provided by you as part of a discussion about your overall circumstances
- Marketing and communication preferences if applicable
WHERE AND HOW WE COLLECT YOUR INFORMATION
We may collect your personal information directly from you, or from a variety of sources, including:
- In our meeting or discussions with you which can be either in person, via virtual video conferencing, telephone conversations or in emails and letters that you send to us.
- Application forms for a product or a service.
- Through our online services such as our website or social media.
- The information will normally be collected by one of our will writers within our fact find document.
THE REASONS WE COLLECT YOUR INFORMATION FOR
We take your privacy seriously and we will only ever collect and use information that is personal to you where it is necessary, fair and lawful to do so. We will collect and use your information only where:
- Where you have given us your permission to provide information on the products and services or selected third parties we have chosen to work with.
- The information obtained is necessary to perform our contract to provide you with the products or services that you have requested. For example if you wish to set up a will we would require personal information such as your name, address, date of birth along with information of your executors, trustees and beneficiaries.
- It is necessary for us to meet our legal or regulatory obligations.
- To deliver appropriate information and guidance so you are aware of the options that will help you get the best outcome from your product or service
- If applicable, to better understand you and your needs so we can send you more relevant communications about the products you have with us and to develop new products and services.
- It is in the legitimate interests of a third party e.g. sharing information with the providers of products or services you have chosen through us.
If you do not wish us to collect and use your personal information in these ways, it may mean that we will be unable to provide you with our products or services. We will only use your personal data when the law allows us to.
Most commonly, we will use your personal data in the following circumstances:
- To provide the services you have requested of us or to facilitate a product you have requested
- Where necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation
Click below on the link to find out more about the types of lawful basis that we will rely on to process your personal data:
https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/
We rely on consent as a legal basis for processing your personal data only in relation to sending third party or direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting us.
WHERE WE MAY SHARE YOUR INFORMATION
We may share your information with third parties for the reasons outlined in ‘What we collect and use your information for.’ These third parties include:
- Our compliance department within New Leaf Will Writers’ Federation who check over the wills, trusts and powers of attorney documents that we produce.
- The Office of Public Guardian who register Power of Attorney documents.
- Golden Charter who we use for pre-paid funeral plans.
- Our partnered legal firms who provide probate services.
We will never sell your details to someone else. Whenever we share your personal information, we will do so in line with our obligations to keep your information safe and secure.
LINKS TO OTHER WEBSITES
Our website may contain links to enable you to visit other websites of interest easily. Once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to the website in question
Processing, protecting and storing your information
WHERE INFORMATION WE COLLECT IS PROCESSED
The majority of your information is processed in the United Kingdom. However, some of your information may be processed by us or the third parties we work with outside of the UK, such as the EEA.
Where your information is being processed outside of the UK, we take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by UK data privacy laws e.g. we will put in place legal agreements with our third party suppliers and do regular checks to ensure they meet these obligations.
Our security controls are aligned to industry standards and good practice; providing a controlled environment that effectively manages risks to the confidentiality, integrity and availability of your information.
HOW WE KEEP YOUR INFORMATION SAFE
Any personal information which is collected, recorded or processed in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection responsibilities.
Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our staff are trained to protect sensitive or confidential information when storing or sharing data.
HOW LONG WE KEEP YOUR INFORMATION
We will keep your personal information where it is necessary to provide you with our products or services while you are a customer with us and where it is reasonably required for the purposes set out in this privacy notice. We may also keep your information after this period but only where it is required to meet our legal, regulatory, tax or accounting obligations. For example, we are required to retain accurate records of your dealings with us to respond to any complaints, challenges, litigation or queries that you or others may raise in the future. Therefore, length of time we keep your information for these purposes will vary depending on the obligations we need to meet.
THE RIGHTS YOU HAVE TO YOUR INFORMATION
You have several rights in relation to how Coastal Wills Limited uses your information. They are:
- The right to be informed - you have a right to receive clear and easy to understand information on what personal information we have, why and who we share it with.
- The right of access - you have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a data subject access request (DSAR) by contacting us.
- The right to request that your personal information be rectified - if your personal information is inaccurate or incomplete, you can request that it is corrected.
- The right to request erasure - you can ask for your information to be deleted or removed if there is not a compelling reason for Coastal Wills Ltd to continue to have it.
- The right to restrict processing - you can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it in the future for those reasons you have restricted.
- The right to data portability - you can ask for a copy of your personal information for your own purposes to use across different services. In certain circumstances, you may move, copy or transfer the personal information we hold to another company in a safe and secure way.
- The right to object - you can object to Coastal Wills Limited processing your personal information where: it’s based on our legitimate interests (including profiling); for direct marketing (including profiling); and if we were using it for scientific/historical research and statistics.
Marketing
We would like to send you information about our products and services which may be of interest to you. If you have agreed to receive marketing information, you may opt out at a later date.
You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us.
How to make a complaint
We will always strive to collect, use and safeguard your personal information in line with data protection laws under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 (DPA18). If you do not believe we have handled your information as set out in our Privacy Notice, please write to us using the contact details above and we will do our utmost to make things right.
If you are still unhappy, you can make a complaint to our Supervisory Authority. Their contact details are: https://ico.org.uk/
COOKIES
Our website may use cookies to distinguish you from other users of our website. This helps us to continually improve our site and optimise your browsing experience. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We may use the following cookies:
- Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
- Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
- Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties.
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Legal Notice
Name of company
Coastal Wills Limited trading as Coastal Wills.
Registered office
Carew Airfield Business Park, Sageston, Tenby, Pembrokeshire, SA70 8SX
Contact details
Phone: 01834 815062 / Email: enquiries@coastalwills.co.uk
Business ID no.
Coastal Wills is registered in England & Wales, Company Number: 13871565
Regulatory authority
We are a member of the Society of Will Writers and the New Leaf Will Writers' Federation. Will writing and Estate Planning is unregulated.
Coastal Wills Limited is registered in England & Wales. Company No. 13871565. Registered Office: West Offices, Carew Airfield Business Park, Sageston, Tenby, Pembrokeshire, SA70 8SX.
© 2022 Privacy Notice