Privacy Policy

Introduction

Anna Davies Wills and Estate Planning Limited (“we”, “us”, “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website, engage our services, or otherwise interact with us.

Who We Are

We are Anna Davies Wills and Estate Planning, a limited company incorporated in England and Wales with registered number 16395444 and registered office at Fraser Ross House, 24 Broad Street, Stamford, Lincolnshire PE9 1PJ. We are authorised and regulated by the Solicitors Regulation Authority (SRA number: 8012269).

We are the “data controller” of the personal information we process, which means we are responsible for deciding how we hold and use your personal data.

Personal Information

In providing you with legal advice, we will process and store your personal information, which may include special category data such as health details. We have legal and professional obligations to keep your personal information and special category data confidential. We comply with UK and EU data protection laws and with the Solicitors Regulation Authority rules on client and data confidentiality.

Information We May Collect

The information we hold about you may include personal information and special category data. It will typically include:

Your name, address, phone number/s, email address/es

• Identifiers such as date of birth; National Insurance, passport, visa, driving licence numbers; photographs or other digital images
• Financial details to include bank details, mortgage account, means questionnaire
• Client Information: information you provide to us in relation to your legal matter.
• Technical Data: IP address, browser type, operating system, and information about how you use our website.
• Marketing Preferences: your consent or objection to receiving marketing communications.
• Names of and other personal information on your family and relationships
• Details of your property
• Social media information
• Special category and (in some cases) data including health records, Trade Union membership, political affiliations, sexuality, ethnic origin, criminal records
• We do not provide services directly to children or proactively collect their personal information. However, we are sometimes given information about children while handling a matter. The information in the relevant parts of this notice applies to children as well as adults.

How We Collect Information

The data we hold will have come from:

• You in person, by telephone, by email, by SMS/text, or from your use of our website, through your initial enquiry, request for a quote, initial instructions, and when we deal with your matter; or when you subscribe to our e-newsletter.
• Engagement letters and legal work we carry out for you.
• Use of our website (cookies, analytics, and tracking technologies).
• Third parties, such as professional advisers, referrers, or publicly available sources (e.g. Companies House, HM Land Registry).
• Another firm that transfers your file to us.
• A client who names you as a joint party in a matter or other transaction, or as the joint owner of a property or business we are dealing with.
• A client who has named you as a witness in their matter.

It is very important to ensure that we hold up to date information, so please remember to tell us about any of the following as soon as possible:

• Changes of personal circumstances, such as relationship status or the birth of children
• Changes of name or address
• Change of contact details including mobile phone number and email address
• Bank details (if relevant to the retainer)

How We Use Your Information

We will process your data only where the law allows us to and only for the purpose of providing you with the legal services described in the enclosed client care letter. If the scope changes, we will tell you. With your consent, we may also use the data for advising you of our other products and services which we think may be of interest to you.

Typically, we use it to:

• Provide legal services to you.
• Comply with legal and regulatory obligations (e.g. anti-money laundering checks).
• Manage our business operations and relationship with you.
• Respond to enquiries.
• Improve our website and services.
• Send you updates, newsletters, or marketing communications (if you have consented).

Lawful Basis for Processing your data

The legal bases we rely on to process your personal data are as follows:

• Performance of our contract with you under article 6(1)(b) UK GDPR
• Compliance with a legal obligation to which we are subject, under article 6(1)(c) UK GDPR
• Consent under article 6(1)(a) UK GDPR, where you have given consent to the processing of your personal data for one or more specific purposes as listed in our Consent Form. Otherwise, we rely on (1) and (2)

If the information you provide us contains special category data, such as health, religious or ethnic information the legal basis in UK GDPR we rely on to process it is:

• Consent under article 9(2)(a)
• Establishment, exercise or defence of legal claims under article 9(2)(f)
• Consent for processing information relating to criminal convictions under Data Protection Act 2018 Schedule 1 Part (3)(29)

Sharing Your Information

We may share your personal data with:

• Barristers, experts, and other professional advisers engaged in your matter.
• Regulators, government bodies, or law enforcement where required.
• Third-party service providers (e.g. IT, document storage, compliance support).
• Other parties where disclosure is necessary to protect our legal rights or comply with legal obligations.

We will never sell your personal data to anyone.

Transfer of Data to Third Countries

Whilst we store our data in the United Kingdom (or the European Economic Area, to which equivalent protections apply) we will, with your consent, transfer your data to third countries if your matter requires. For example, if you are a resident of China, we will email you there. You must be aware that third countries do not offer the same degree of protection as the UK and in particular email correspondence might be subject to government surveillance or other interception or monitoring. We are not responsible for data security in third countries. If requested, we will agree suitable password protection or other encryption for email correspondence.

Data Security

We are committed to keeping your personal information secure.  We have put in place appropriate physical, electronical and operational policies designed to safeguard and to secure the information we collect and hold against unauthorised access, loss, misuse, or disclosure.

How Long We Keep Your Information

We will keep your information for only as long as necessary and in accordance with UK and EU law. We will retain your file for at least 7 years. In some cases such as trusts advice, the file may be retained indefinitely. Even if your matter does not complete, the Money Laundering Regulations 2017 require us to keep evidence of your identity, with supporting documentation, for 5 years after we complete our work for you.

Your Rights

Under data protection law, we need to tell you about your rights. Those available to you depend on our reason for processing your information.

• Right of access – you can ask for copies of your personal information. There are some exemptions, which means you may not always receive all the information we process
• Right to rectification – you can ask us to rectify information you think is inaccurate, or incomplete
• Right to erasure – in certain circumstances, you can ask us to erase your personal information
• Restriction of processing – in certain circumstances you can ask us to restrict processing to specified activities
• Objection to processing – for example to direct marketing
• Data portability – you can ask us to transfer the information you gave us to another firm, or to give it to you

Technical and Organisational Security Measures

We take great care of our clients’ data. We have robust data protection and information security policies. Our database is encrypted, and backed up frequently. All our systems are password-protected, with appropriate anti-virus and other security measures. Access is on a need-to-know basis only. We do not set out bank details in emails.

Cookies

Our website uses cookies to improve user experience and analyse website traffic. You can control cookie settings through your browser preferences. For more details, see our Cookie Policy.

Your Right to Complain

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact Anna Davies (our Data Protection Officer) at using the contact details below and we’ll investigate and respond in accordance with our complaints procedure:

Anna Davies Wills and Estate Planning
Fraser Ross House, 24 Broad Street, Stamford, Lincolnshire PE9 1PJ
Email: anna@annadavieswills.com
Phone: 07833 143010

If you remain dissatisfied, you can complain about the way we process your personal information to the Information Commissioner. You should do this within three months of our response.

You can contact the Information Commissioner’s Office:

• By phone: 0303 123 1113 or 01625 545745
• By email or live chat on the ICO website: https://ico.org.uk/make-a-complaint/your-personal-information-concerns/
• By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

You should also write to Anna Davies if you would like a copy of the personal information we hold about you, or to ask us to correct any inaccurate information, or to remove (where justified) your personal information from our records.

Last updated: September 2025