In the EU’sGeneral Data Protection Regulation (GDPR), Personal Data is defined as “…any information relating to an identified or identifiable natural person (“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.”
How we use your information
Your Data is recorded either electronically or on paper instruction forms:
- Personal Information about you, if applicable your spouse and family
- Information about your marital status
- Summary of your Assets
- Summary of your Debts
- Current Will and Power of Attorney provisions
- Your Estate Planning aims and objectives
- Names of people in your Will, Trust and or Lasting Power of Attorney who will represent your interests
- Nomination of Beneficiaries
- Above information obtained from the Executors appointed in a Will in the event of bereavement for probate administration.
This is done so that:
We can have your legal documents prepared in accordance with the Data collected from you or for probate administration purposes.
Why do we need to collect and store personal data?
In order for us to do any of the above, we must collect and store your data firstly for correspondence purposes. We will ensure that the information collected will only be used for its intended purpose and does not constitute an invasion of your privacy.
Olympian Estate Planning Solutions may wish to contact you for marketing purposes; however we would contact you for additional consent for that purpose if not already given.
Will we share your personal data with anyone else?
We may need to pass your details onto third parties who are either contracted to, or part of the Olympian Estate Planning Solutions group of companies. Any third parties who we do pass your details onto are obliged to store your details securely and only process them if responding to preparing Wills, Lasting Power of Attorney,Trusts and Probate Administration on our behalf. When the time comes that they no longer require your personal data, they will dispose of this accordingly and in line with our company policy. If we wish to pass your personal data to a third party, we will only do so with your explicit consent, unless we are legally obliged to do so otherwise. The details of third parties who currently process data for the clients of Olympian Estate Planning Solutions are:
- WillPack Chancery House, Whisby Way, Lincoln, LN6 3LQ – Preparation of Wills and Lasting Power of Attorney.
- SWW Trust Corporation, Unit 3, Checkpoint Court, Sadler Road, Lincoln, LN6 3PW– Preparation of Speciality Trusts and Probate Administration.
- Fidelis Legal Services Limited, Fidelis House, The Point, Weaver Road, Lincoln, LN6 3QN– Preparation of Wills, Lasting Power of Attorney and Speciality Trusts
- Kings Court Trust Ltd, Spectrum House, Bond Street, Bristol, BS1 3LG – Probate Administration and Storage of legal documents.
- Premier Solicitors, Premier House, Lurke Street, Bedford, MK40 3HU – Probate Administration and other legal services e.g. conveyance, litigation,
- Canopy Law Suite 14, Stanta Business Centre, 3 Soothouse Spring, St Albans, Herts, AL3 6PF – Company ownership law – e.g. selling or buying a business, shareholder or partnership agreements or reorganising shares.
How will we use the personal data we collect about you?
Processing data constitutes as collecting, storing and using. We will process this data in accordance with the GDPR. We will do our utmost to keep your information accurate and up to date and not keep it longer than is necessary. Olympian Estate Planning Solutions may issue occasional reminders to all customers to keep their contact details up to date and will update them accordingly.
Please be advised that there is information that we are required to keep in accordance with the law, such as information needed for tax and audit purposes. Personal data may be held for longer than these periods, however this will depend on the individual needs of the company.
Under what circumstances will we contact you?
We will only ever contact you when necessary, or when you have requested that we do so. We do not mean at any point to be intrusive or ask for unnecessary information. We will do our best to ensure that the information we hold is as secure as possible to minimise the risk of unauthorised access or disclosure.
Can you find out about the personal data that we hold about you?
If you want to see what personal data we hold on you and how it is processed, you may contact us to request this. This is known as a Data Subject Access Request (DSAR) and you must request this in writing (either by post or email), providing the necessary identification before any information is released. If Olympian Estate Planning Solutions do store any of your personal data, you may request information on the following:
- Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
- Contact details of the GDPR owner, where applicable.
- The purpose of the processing as well as the legal basis for processing.
- If the processing is based on the legitimate interests of Olympian Estate Planning Solutions or a third party, information about those interests.
- The categories of personal data collected, stored and processed.
- Recipient(s) or categories of recipients that the data is/will be disclosed to.
- If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
- How long the data will be stored.
- Details of your rights to correct, erase, restrict or object to such processing.
- Information about your right to withdraw consent at any time.
- How to lodge a complaint with the supervisory authority.
- Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
- The source of personal data if it wasn’t collected directly from you.
- Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID will you need to provide in order to access this?
Olympian Estate Planning Solutions will accept the following forms of ID when information on your personal data is requested:
1 item from A
A – Passport; Photo Driving Licence; Notarised ID Document;
1 item from B
B – Utility Bill (from the last three months); Current Council Tax Bill; Bank statement (from the last three months);
Contact details of the GDPR Owner
If you wish to submit a DSAR, or have any questions regarding this privacy statement, you must do so in writing using the following information.
B Daved t/a Olympian Estate Planning Solutions 39 Kilmarnock Drive Luton LU2 7YP
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- i) First Party Cookies
These are cookies that are set by this website directly.
There are also cookies that store basic data on your interactions with the Outlook Contacts Management System running this website.
- ii) Third Party Cookies
These are cookies set on your machine by external websites whose services are used on this site. Cookies of this type are the sharing buttons across the site allow visitors to share content onto social networks. Cookies are currently set by Twitter, Facebook and Google+. If you want to prevent sites setting third party cookies, instructions to do so are here.
iii) Log Files
Log files allow us to record visitors’ use of the site. These logs are automatically generated from all our visitors, which we use to make improvements to the layout of the site and to the information in it, based on the way that visitors move around it. Log files do not contain any personal information about you.
Links to other websites
Our website contains links to our partners, as well as other external sites. You should note, that if you click through to any of these external sites, we do not have control over that site (unless it is a website which forms part of the Olympian Estate Planning Solutions Group of companies.) We cannot be responsible for the protection of any information that you provide to these other websites as they are not governed by this privacy statement. You should always exercise caution and look at the privacy statement of whichever website it is that you are visiting.