Nisa Estate Planning

Privacy Policy

1. Introduction

Nisa Estate Planning Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data in connection with our estate planning services, including Wills, Trusts, Lasting Powers of Attorney (LPAs), Inheritance Tax planning and Probate support.

This policy applies to all personal data we collect through our website at nisa-ep.com and its subdomains, including our online enquiry and Clarity Quiz forms, as well as data collected by telephone, by email, and in the course of delivering our services. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Nisa Estate Planning Ltd is the Data Controller for the personal data described in this policy. If you have any questions, you can contact us at:

• Email: [email protected]
• Telephone: 0808 502 2786
• Post: Nisa Estate Planning Ltd, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ

2. What personal data we collect

Depending on the services you enquire about or engage us for, we may collect and process the following categories of personal data.

2.1 Identity and contact data

• Full name, date of birth, and marital or civil partnership status
• Home address, email address and telephone numbers
• Details of family members, including spouses, children and dependants, where relevant to your estate plan

2.2 Financial and estate planning data

• Details of your assets, property, savings, investments and liabilities
• Inheritance tax exposure information and gift history
• Details of proposed executors, trustees, attorneys and beneficiaries, including third-party personal data provided by you
• Business ownership interests, where relevant to business property relief or business continuity planning

2.3 Special category data

In limited circumstances we may need to collect and process special category data, including information relating to physical or mental health or capacity where this is necessary to ensure appropriate advice is given or documents are validly executed, and bereavement or vulnerability status where this affects the nature of our service.

We will only process special category data where we have a lawful basis to do so, such as your explicit consent, or where processing is necessary to establish, exercise or defend legal claims.

2.4 Technical and website data

• IP address, browser type and device information
• Pages visited, time spent on our website and referring URLs
• Cookie, advertising and tracking identifiers (see Section 9)

2.5 Communications data

• Records of correspondence by email, telephone, SMS, messaging apps or post
• Appointment notes, consultation recordings, transcripts and call summaries (see Section 10)

Where you provide us with personal data about a third party, for example a proposed executor, beneficiary or attorney, you confirm that you have authority to do so and that the individual concerned has been informed of our identity as Data Controller and of the nature of the processing taking place.

3. How we use your data

We process your personal data on the following lawful bases.

3.1 Performance of a contract

To deliver the estate planning services you have engaged us for, including preparing Wills, Trust deeds, LPA documents and associated legal instruments; to communicate with you during the delivery of those services; and to notify you of any changes to your documents or our services.

3.2 Legal obligation

To comply with applicable legal and regulatory requirements, including financial record-keeping obligations, anti-money laundering checks, and any reporting duties imposed by HMRC or other bodies.

3.3 Legitimate interests

To protect the interests of our clients, including identifying and supporting vulnerable clients; to prevent fraud; to maintain accurate business records; to review and improve the quality of our consultations and customer experience; and to contact existing clients about changes to our services, products or policies.

3.4 Consent

Where required by law, for example to send you direct marketing by email or SMS where you are not an existing client, or to place non-essential cookies and similar technologies on our website. You may withdraw consent at any time by contacting [email protected] or by using the unsubscribe link in any marketing message.

4. How we share your data

We do not sell or rent your personal data to any third party. We may share your information with the following categories of recipient:

• Specialist legal drafting partners who produce Will, Trust and LPA documents on our instruction. These partners act as data processors on our behalf and are bound by data processing agreements.
• Customer relationship management, communications and appointment scheduling providers used to manage enquiries, bookings and correspondence.
• Website, application and infrastructure hosting providers.
• Consultation recording, transcription and quality review providers (see Section 10).
• Advertising, social media and analytics platforms used to measure and improve our marketing (see Section 9).
• Payment processors used to take and reconcile payments.
• Regulatory and legal authorities where required by law, including HMRC, the Office of the Public Guardian, fraud prevention agencies, or a court of competent jurisdiction.
• Professional advisers such as solicitors, accountants or financial advisers acting in connection with your estate plan, with your consent.

All third parties with whom we share personal data are required to apply equivalent or greater levels of data protection. We use data processing agreements and confidentiality provisions as part of our third-party controls. We can tell you which specific providers we use on request; please contact [email protected].

5. International transfers

Most personal data we hold is stored and processed within the United Kingdom. Some of the service providers described in Section 4 process personal data outside the UK, including in the United States.

Where personal data is transferred outside the UK, we take steps to ensure an appropriate level of protection, relying on UK adequacy regulations where they apply, or on International Data Transfer Agreements or the UK Addendum to the EU Standard Contractual Clauses, together with any additional safeguards required. You may request further information about the safeguards applied by contacting [email protected].

6. How long we retain your data

We retain personal data only for as long as is necessary for the purposes for which it was collected, in accordance with our retention policy. In practice this means:

• Estate planning documents: retained indefinitely, as they may be required to resolve legal, probate or family matters arising after your death.
• Financial and transactional records: retained for a minimum of seven years from the end of the relevant financial year, in line with HMRC requirements.
• Consultation recordings and transcripts: retained for as long as we consider them necessary for service delivery, quality review and the defence of legal claims.
• Marketing and prospect data: retained until you withdraw consent, or until we reasonably determine the data is no longer relevant.
• Website and technical data: retained for a maximum of 12 months from collection, subject to your cookie preferences.

If any of your personal data changes, please let us know and we will update our records within seven working days.

7. How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or disclosure. These include encryption of personal data in transit and at rest, role-based access controls so that only authorised personnel can access client data, regular internal security reviews, and staff training on data protection and confidentiality.

8. Your rights

Under the UK GDPR and the Data Protection Act 2018 you have the following rights in relation to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to have inaccurate or incomplete personal data corrected.
• Right to erasure: to request deletion of your personal data where there is no lawful basis for continued retention.
• Right to restrict processing: to ask us to limit how we use your data in certain circumstances.
• Right to object: to object to processing carried out on the basis of our legitimate interests, including direct marketing.
• Right to data portability: to receive your personal data in a structured, commonly used, machine-readable format.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

To exercise any of these rights, contact [email protected] or write to us at the registered address above. We will respond within one calendar month of receiving your request.

9. Cookies, tracking and advertising

Our website uses cookies and similar technologies to make the site work, to understand how it is used, and to measure the effectiveness of our marketing. The categories we use are:

• Essential cookies: necessary for the website to function. These cannot be disabled.
• Preference cookies: remember your settings and choices.
• Analytics cookies: help us understand how visitors interact with the site.
• Marketing and advertising cookies: used to deliver relevant content and to measure advertising performance. These are only set with your consent.

Where you consent to marketing and advertising cookies, we use measurement tools provided by advertising and social media platforms. These tools may receive identifiers associated with you, including an encrypted (hashed) form of your email address, telephone number or name, and an advertising click identifier, so that the platform can measure whether an advertisement led to an enquiry. We do not send these platforms the details of your estate, your assets or your family circumstances.

You can manage your preferences at any time using the cookie settings on our website, and you can control advertising personalisation within the settings of the relevant platform. Disabling certain cookies may affect how parts of our site function.

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites and we encourage you to review their own privacy policies.

10. Consultations, recordings and quality review

We may record and transcribe consultations, including Clarity Calls, for training and quality purposes, so that we can keep improving the advice and experience we give you.

Where a consultation is recorded, you will be informed at the time and you may ask us not to record it. Recordings and transcripts are stored securely and access is restricted to authorised personnel.

We use transcripts to review the quality of our consultations against our internal standards. All decisions affecting you, including your eligibility for our services and the advice you receive, are taken by a person.

11. How we collect data from you

We collect personal data directly from you through completion of our online enquiry, Clarity Quiz and intake forms; telephone consultations and Clarity Call appointments; email or written correspondence; SMS and messaging apps; and in-person or video consultations.

Clear information is provided at the point of collection and a record of consent is retained where consent is the lawful basis. Where you provide personal data about a third party, you confirm that you have their authority to do so.

12. Complaints

If you have a concern about how we handle your personal data, please contact us first at [email protected] or by post at the registered address above, and we will do our best to put it right.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services or the law. Any changes will be posted on this page with an updated "last updated" date. Where changes are material we will notify affected clients by email where reasonably practicable.