In the EU’s General 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.”

The following privacy policy will outline how The Society of Will Writers and Estate Planning Practitioners (SWW) will collect, store and use your data. This is done so that we can:

• Respond to your queries and information requests;
• Respond to service requests;
• Respond to any complaints;
• Store contact details, including but not limited to contact name, postal address, telephone, email address (if provided), your query with us, relationship to us, including information recorded through application forms, complaints, etc. on our Act! Database*;
• Create a suitable member listing for the public to contact;
• Provide member contact details to members of the public**;
• Display SWW Members in your area;
• Refine our website and improve your experience when using it through cookies.

*If your membership lapses, is resigned or is revoked, the SWW will still retain information under a lawful basis in order to assist members of the public with enquiries in relation to document storage, rewrites or updates.

**Members of the SWW understand that in the event a member of the public needs assistance in contacting them, for example due to outstanding work, locating documents etc., we are under obligation to provide such information in the best interests of said member of the public.

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.

The SWW may wish to contact you for marketing purposes, particularly as a SWW member, however we would contact you for additional consent for that purpose if not already given.

We may need to pass your details onto third parties who are either contracted to, or part of the SWW 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 info requests, queries, complaints, etc. 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.

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. As a member of the SWW, if you have opted to have your contact details listed on our ‘Find a Member’ function, you must contact us to let us know of any changes necessary. The SWW will issue occasional reminders to all members to keep their contact details up to date and will update them accordingly.

The personal data that we collect through this website will be added to our Act! Database, and if we email you, also our Outlook Contacts Management System.

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.

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.

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 the SWW 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 The SWW 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.

*As a not-for-profit organisation, the SWW is not required to be registered with the Information Commissioner’s Office (ICO) as per their assessment. We are however still required to be compliant with the EU’s General Data Protection Regulation.

The SWW will accept the following forms of ID when information on your personal data is requested:

Passport; Photo Driving Licence; Utility Bill (from the last three months); Notarised ID Document; SWW Membership ID Car

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.

Address: Chancery House, Whisby Way, Lincoln, Lincolnshire. LN6 3LQ England, UK

Email: [email protected]

Telephone: 01522 687888

The Society of Will Writers and Estate Planning Practitioners reserves the right to change this privacy policy and will post any revisions on this web site. Your continued use of this web site will be subject to the then-current privacy policy.