Privacy Policy

We value your privacy. This privacy policy details who we are, how and why we collect, store, use, and share your personal data, your rights, and how to contact us or supervisory authorities if you have a complaint.

Who We Are

When we use your personal data, we are regulated under the EU General Data Protection Regulation (GDPR), which applies across the European Union and in the United Kingdom. We are the ‘controller’ of that personal data under GDPR, meaning we determine how and why your personal data is processed.

Key Terms

• We, us, our: Swiftwills
• Personal data: Information relating to an identified or identifiable individual.
• Special category personal data: Personal data revealing racial/ethnic origin, political opinions, religious beliefs, health data, or data concerning a person's sex life or orientation.

Personal Data We Collect About You

We may collect:

• Your name, address, and contact details (phone, email)
• Information to verify your identity (e.g., date of birth, passport details).
• Information related to our services, such as will-writing details.

We may also collect (where relevant):

• Bank or building society details.
• Details of dependents, spouses, or family members.

How Your Personal Data Is Collected

We collect most information directly from you or through our secure online portal.

Additional sources include:

• Public sources (e.g., Companies House, HM Land Registry).
• Third parties (e.g., credit reference agencies, sanctions screening).
• Our website (via cookies; see our Cookies Policy for more details).
• Our IT systems (e.g., case management systems, automated monitoring).

How and Why We Use Personal Data

Under data protection law, we only use personal data with a valid reason, such as:

• Legal and regulatory compliance.
• Contract performance (to provide services at your request).
• Legitimate interests (to manage and improve our business).

Examples of Usage:

What We Use Personal Data For	Our Reason
Providing will-writing services	For performance of our contract with you
Client identity verification	To comply with legal obligations
Gathering information for audits or regulatory inquiries	To comply with legal obligations
Security and efficiency	For our legitimate interests in business integrity
Marketing our services	For our legitimate interests in promoting our business
External audits and quality checks	For our legitimate interests and to comply with legal obligations

Special Category Personal Data

Special category data (sensitive data) is only processed if:

• Necessary for legal claims (e.g., to establish or defend legal rights).
• Required by law or explicit consent has been given.

Promotional Communications

We may use your personal data to send updates about our services and special offers. We process this data based on legitimate interest but will ask for consent if required.

You can opt-out of these communications at any time by:

• Contacting us at hello@swiftwills.com.
• Using unsubscribe links in emails or texts.

Who We Share Your Personal Data With

We routinely share personal data with:

• Insurers and brokers
• External auditors (for regulatory compliance).
• Banks and external service providers.

We require our service providers to protect your data and only use it to fulfill their services to us. We may also share data to comply with legal obligations or as part of a business sale or restructuring.

Where Your Personal Data Is Held

Your personal data may be stored at our offices or with trusted third-party service providers. In some cases, your data may be transferred to and stored in locations outside the United Kingdom (UK) or European Economic Area (EEA).

How Long Your Personal Data Will Be Kept

We retain your data only for as long as necessary, including:

• To respond to questions, complaints, or claims.
• To demonstrate compliance with legal obligations.
• To maintain records required by law or regulation.

Retention periods depend on the nature of the data and applicable legal requirements.

Transferring Your Data Outside the UK and EEA

When we transfer personal data outside the UK or EEA, we ensure that appropriate safeguards are in place. These may include:

• Standard Contractual Clauses approved by the UK or EU authorities.
• Other legal mechanisms to ensure your data remains protected.

Your Rights

You have the following rights regarding your personal data:

• Access: Obtain a copy of your personal data.
• Rectification: Correct any inaccuracies in your data.
• To be forgotten: Request deletion of your personal data in certain circumstances.
• Restriction of processing: Limit how we process your data.
• Data portability: Transfer your data to a third party.
• To object: Object to processing for direct marketing or legitimate interests.
• Not to be subject to automated decisions: Avoid decisions made solely by automated processing that impact you legally.

To exercise your rights, contact us at hello@swiftwills.com with proof of identity.

Keeping Your Personal Data Secure

We implement strict security measures to protect your data from unauthorized access, use, or disclosure. Access is restricted to those with a genuine business need. In the event of a data breach, we will follow legal protocols to manage and report it.

How to Complain

If you have a complaint about how we handle your personal data, please contact us at:

Email: hello@swiftwills.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Visit: https://ico.org.uk/concerns
Call: 0303 123 1113

Changes to This Privacy Policy

This privacy policy was published on 14 November 2024. Any future updates will be communicated via email or on our website.