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Introduction
This document sets out our Privacy Policy and defines data processing of personal records in accordance with General Data Protection Regulations.
Scope
This policy is applicable to all areas processing personal records containing personal data at Tyto Property and Probate Lawyers Limited.
Responsibilities
Business details of Data Processor/Controller
Tyto Property and Probate Lawyers Limited is a company registered in England and Wales under company number 15453858 and with a registered office at 90A, High Street, Crowle, DN17 4LB
Privacy Policy
Data Controller or Processor
If Tyto Property and Probate Lawyers Limited is provided with personal information under contract via a third party, it is likely we will be acting as a Data Processor or acting as Joint Controllers. If this is not the case, then Tyto Property and Probate Lawyers Limited will be acting as the Data Controller.
To progress your enquiry, we will ask for your consent based on your acceptance of this privacy policy and understanding how we process your personal data.
Collecting personal information
We may collect, store and use the following kinds of personal information:
(a) information about your computer and about your visits to and use of our website including your IP address, search terms, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths;
(b) Information that you provide to us when registering with our website including your email address & contact details;
(c) information that you provide when completing your profile on our website including your name, address, gender, date of birth, relationship status, employment records & payment details;
(d) Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters;
(e) Information that you provide to us when using the services on our website, or that is generated in the course of the services we provide.;
(f) Information relating to any payment for services or any other transactions that you enter into through our website or directly through contact with our office including your name, address, telephone number, email address and card details;
(g) Information that you provide when responding to customer service feedback or complaints.;
(h) Information contained in or relating to any communication that you send to us or send through our website, email, post, or telephone calls (call recording) including the communication content and metadata associated with the communication; and
(i) Payment data when paying for services.
Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy, for example, where you are obtaining a gift of funds for your deposit from a 3rd party.
We may also record phone calls for the purposes of staff training, mitigation of disputes and the collection of consent from data subjects.
Using personal information
Personal information submitted to us through our website, phone calls, post, emails or in person will be used for the purposes specified in this policy.
We may use your personal information to:
(a) administer our website and business;
(b) personalise our website for you;
(c) enable your use of our services;
(d) send you information;
(e) process payments;
(f) send statements, invoices and payment reminders to you, and collect payments from you;
(g) send you non-marketing commercial communications;
(h) send you email notifications that you have specifically requested that form part of the service;
(i) send you marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);
(j) provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information);
(k) deal with enquiries and complaints;
(l) keep our website secure and prevent fraud; and
(m) verify compliance with the terms and conditions governing the use of our website (including monitoring private messages sent through our website private messaging service, when this function is operational).
(n) We may pass your name and email address to a customer review service to enable us to conduct product-specific customer satisfaction reviews. We may also from time to time enter in to sector specific awards that may also conduct consumer reviews.
(o) We will not, without your expressed consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.
(p) All our website and financial transactions are handled through our payment services provider. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, directly, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
Disclosing personal information
We may disclose your personal information to any of our employees, officers, insurers, professional advisers, consultants, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy and in the delivery of our services.
We also share your data with Mortgage Companies, Government Agencies, Estate Agents, Mortgage Brokers, Insurance Brokers, Search Companies, other legal firms, financial Institutes, valuers and The Council for Licensed Conveyancers for the purposes of delivering our services. (please note this list is not exhaustive)
We may disclose your personal information:
(a) to the extent that we are required to do so by law;
(b) in connection with any ongoing or prospective legal proceedings;
(c) in order to establish, exercise or defend our legal rights including providing information to others for the purposes of fraud prevention and reducing credit risk;
(d) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling;
(e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
(f) except as provided in this policy, we will not provide your personal information to third parties.
Retaining personal information
This section sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Without prejudice to other obligations set out in this contract or legal obligations, we will usually delete personal data falling within the categories set out below at the date/time set out below:
(a) personal & sensitive data of a financial nature
(b) when you ask us to erase your data compliant with GDPR Article 17;
Notwithstanding the other provisions of this contract, we will retain documents & records containing personal data:
(a) to the extent that we are required to do so by law;
(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
There is no statutory period defined in legislation, so our retention period is based on recommendations from the Council for Licensed Conveyancers, purchase and all other (save for sales) conveyancing files will be kept for a minimum of 15 years and sales for 6 years. Wills for a minimum of six years after the testator has died and probate files for a minimum of 6 years from the end of the executor’s year.
Security of personal information
We will take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall-protected) cloud based case management system.
All communications via our website, payment transactions, electronic documents and database records will be protected by encryption technology.
You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except during authenticating access to electronic systems).
Amendments
We may update this policy from time to time by publishing a new version on our website.
You should check this page occasionally to ensure you are happy with any changes to this policy.
We may notify you of any changes to this policy by email.
Please let us know if the personal information that we hold about you needs to be corrected or updated.
Your rights
You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) there is no payment required; and
(b) the supply of appropriate evidence of your identity for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a recent utility bill showing your current address.
(c) We may withhold personal information that you request to the extent permitted by law.
(d) You may instruct us at any time not to process your personal information as permitted by law.
(e) You can instruct us to erase your data, compliant to GDPR Article 17.
(f) You have the right to lodge a complaint with the Data Protection Authority, if you consider your rights have been breached in any way.
Note: The UK Data Protection Authority can be contacted on the following link: https://ico.org.uk/global/contact-us/
Third party websites
Our website includes hyperlinks to, and details of, third party websites.
We have no control over, and are not responsible for, the privacy policies and practices of third parties if you register with them independently.
Cookies & Trackers
Please refer to our cookies policy for information about cookies, what they are used for and your rights to object to them.
Data protection registration
We are registered as a data controller with the UK Information Commissioner’s Office.
Our data protection registration can be found here:
Our details
Our website and offices are owned and operated by Tyto Property and Probate Lawyers Limited
We are registered in England and Wales under registration number 15453858, and our registered office is at 90A High Street, Crowle, North Lincolnshire, DN17 4LB
You can contact us: by post, using the postal address given above; by telephone, on the contact number published on our website; or by email, using the email address published on our website. Or you can contact our Data Protection officer directly by email at info@tytoppl.co.uk.
Tyto Property & Probate Lawyers Ltd is authorised and regulated by the Council for Licensed Conveyancers (Licence Number: 14731).
Tyto Property & Probate Lawyers is a trading name of Tyto Property & Probate Lawyers Ltd, a company registered in England and Wales, Company No.15453858, registered Address 90A High Street, Crowle, North Lincolnshire DN17 4LB
