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privacy
Privacy Notice

This privacy notice tells you what to expect when we collect personal information.
Who are we?
In this notice, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to Harrisons Probate Solutions Group (A Trading name of Ultraviolet Genealogy Limited)
Your acceptance of this notice
When using our website or providing us with your information we will collect and use the information in the ways set out in this policy. If you do not agree to this notice please do not use our services.

What is personal data?

‘Personal data’ means any information that identifies a living person. This can include name, address, phone number or email address.
It also covers our use of any personal information you provide to us. This may be by phone, text message, email, letter, other correspondence, or in person. It can include IP addresses and other technical identifying information.
What is sensitive personal data?
Under the General Data Protection Regulation (‘GDPR’), ‘sensitive personal data’ means information on racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a person's sex life or sexual orientation.

What is data processing?

‘Data processing’ is any activity that involves use of personal data. It includes obtaining, recording or holding the data, organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties. Harrisons Probate Solutions Group falls into the GDPR’s definition of a ‘data controller’ because we are an organisation that processes data on our own behalf, for our own purposes.   
Contents:

1. People we collect information about

2. Why we hold your data

3. How we collect data

4. Processing and protecting your data

5. Communication preferences

6. Providing your data to others

7. Sensitive data

8. Your data on our website

9. Website hosting

10. Newsletters and marketing communications

11. Local Authority and Third Party contact data

12. How Can I Access My Personal Data?

13. Asking for your data to be deleted

14. The remit of this notice

15. Complaints

16. Changes To This Privacy Notice

17. How Do I Contact You?

1. People we collect information about

We need to collect and use your personal data if you connect or correspond with us for any reason, including if you are a:

• Client or prospective client
• Visitor to our website
• Employee or prospective employee
• Supplier or prospective supplier
• Family, relative, guardian and/or associate of the person whose personal information we are processing
• Persons within the legal services, empty home or bereavement sectors who works with us, including but not limited to local authority officers, solicitors, and other government officials.

2. Why we hold your data

We hold your details to:

• Communicate with you as a client or professional contact
• Respond to your enquiry or request for information
• Provide you with the service you have instructed us to carry out
• Provide a personalised service on our website, including the use of cookies
• Analyse and improve the business function of our website
• Keep a record of any contact we have with you.

3. How we collect data

We may collect and store information about you whenever you interact with us. For example, when you make an enquiry. Other examples include if you enter into a contract for our services, apply for a job, or otherwise provide us with personal information.
We may also receive information about you from third parties for a specific purpose. This is usually to give us necessary information relating to but not limited to the research matter or the probate administration matter on which you have instructed us.

4. Processing and protecting your data

As required by law, Harrisons Probate Solutions Group has informed the Information Commissioner’s Office (ICO) of why we collect and process data. You may wish to visit the Information Commissioner’s Office (ICO) website and view our registry entry. Our registration number is Z2796821

Data Protection Act and General Data Protection Regulation principles require Harrisons Research & Genealogy to process personal data fairly and lawfully. To comply, we will be clear about how we will use your information and ensure that our reason for collecting information is lawful.

We only hold data about you that is enough for our purpose, nothing more.

We work to make sure the data we hold is accurate and up to date.

We only hold personal data as long as necessary.

With regards to client files, following conclusion of the work we are retained to do, we will either electronically scan or retain both our papers on the matter and any documents that have been provided by you. We will hold these in safekeeping or electronically for up to 7 years for the purpose of continuity should you require further assistance on the matter, after which they may be securely destroyed or deleted.

Harrisons Probate Solutions Group may retain other personal data for differing periods of time for various lawful purposes relating to contractual and legitimate business interests.
We have systems in place to safeguard your personal data. Access to written and electronic personal data is restricted and has a level of security depending on the sensitivity of the data. All information and correspondence relating to clients is kept in locked offices accessible by staff only, and is password protected where stored digitally.

5. Communication preferences

Wherever possible it is our policy to communicate without the need to print paper. We will usually email or telephone you, but there are some occasions in which we will need to write to you, including but not limited to our initial contact letters and letters accompanied by cheques or sealed or original documents. However, you can expressly request if you prefer that we contact you by mail, telephone, email or if you require printed versions of any document or communication. You can do this by informing the Case Manager or staff member dealing with your instructions or by emailing the Data Protection Officer at nik@harrisonsprobate.com.

6. Providing your data to others

We will hold your personal information in strict confidence and in full compliance with the data protection legislation.

We will transfer your information internally between colleagues where necessary to follow up an enquiry or undertake instructions.

For the purposes of fulfilling the services outlined in Harrisons Probate Solutions Group’s Letter of Agreement, details may be passed onto other organisations who have an involvement in the case. This will vary depending on the particular circumstances of the case and can include, but is not limited to, the Government Legal Department, the Solicitor for the Affairs of the Duchy of Lancaster, asset holders and custodians and the organisation undertaking the administration process.

For the purposes of fulfilling the services outlined in Harrisons Probate Solutions Group’s Engagement Letter, details will be passed onto other organisations who are involved with the matter, each one of which has been deemed necessary to the particular circumstances of the matter. These organisations may include, but are not limited to, the Government Legal Department, the Solicitor for the Affairs of the Duchy of Lancaster, banks and building societies, councils or other asset custodians.

Your personal data will not be disclosed to any other person, company or third party without your permission.

Information or documents which are not already in the public domain will not be disclosed to third parties without your consent. Documents such as grants or wills, which include details of the Executor or Personal Representative, may be available in the public domain. For estates which have been administered by the Government Legal Department we will request consent from our client, the Personal Representative of that estate, for their details to be passed onto the Government Legal Department who may then make those details publicly available.

If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR.

7. Sensitive data

We do not usually have cause to record any information that falls under the definition of ‘sensitive data’ and which is subject to additional protections in law. However, if it is necessary to record and process any sensitive information we will ask for your explicit consent.

8. Your data on our website

If you use any email facilities or forms on our website to make an enquiry, we will capture your name, email address and any other information you choose to provide. This means we can respond to your enquiry or request for research or other assistance. Although we will temporarily retain any contact and other data that you provide in order to respond to you, if you subsequently choose not to instruct us we will not use it to contact you again.

9. Website hosting

We use third-party services to host our website. The site is hosted at Ionos.com.

10. Newsletters and marketing communications

We will only send you marketing communications, such as our newsletter, if you have provided consent for us to do so and we feel that they will be of genuine interest to you. We will make a record of the consent you have given, along with your preferences. You have the right to withdraw consent at any time. If you do not consent, we will not send you any marketing communications.

11. Local Authority and Third Party contact data

Harrisons Probate Solutions Group holds databases of local authority and other contacts who we believe may be interested in receiving and being consulted upon our reports and associated documents. From time to time Harrisons Research & Genealogy will send these contacts information within the genealogy and probate industries, pour services and other associated documents which we believe will be of interest or assistance. The lawful basis for doing this is that we have the explicit consent of the data subject. We only continue to send such communications to individuals who have opted in to receive them.

12. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 14 Days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

13. Asking for your data to be deleted

You can request that we erase your personal data at any time if:

• You believe it is no longer needed for the purpose it was originally collected or processed for;
• consent is our lawful basis for holding the data, and you wish to withdraw your consent;
• legitimate interests is our basis for processing, you object to the processing of your data, and there is no overriding legitimate interest to continue the processing;
• we are processing the personal data for direct marketing purposes and you object to that processing;
• or, you think we have processed the personal data unlawfully.

However, please note that we may not be able to comply with your request in all circumstances. For example, the right to erasure does not apply if processing is necessary

• to exercise the right of freedom of expression and information;
• to comply with a legal obligation;
• for the performance of a task carried out in the public interest;
• or for the establishment, exercise or defence of legal claims.

A request should be made in writing, either by letter or by email. We will comply or respond within two weeks.

14. The remit of this notice

This privacy notice does not cover information gathered by others outside of our control.

15. Complaints

If you are unhappy with the way that we have collected or processed your data, please contact us. If the issue is not resolved to your satisfaction, you can then complain to the Information Commissioner’s Office by contacting their telephone helpline on 0303 123 1113 or reporting your concern using their online form.

16. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available www.harrisonsprobate.com.

17. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Nik Harrison-Alway):
Email address: info@harrisonsprobate.com.
Telephone number: 01923 943499.
Postal Address: Oak House, Reeds Crescent, Watford, WD24 4PH.

Last Update: 22/02/2023

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