Privacy Policy

Privacy Policy – Officium Legacy 

1. Overview 

Officium Legacy is committed to handling personal information responsibly, transparently, and securely. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

Officium Legacy operates in England and Wales and is registered under company number 16034978. 

Registered office: 7 Holborne Close, Newbury, Berkshire, RG14 6ST. 

2. Personal Information We Collect 

To provide our services, we may collect and process the following categories of personal data: 

• Personal Identification Information 
  Including name, date of birth, and marital status. 
• Contact Information 
  Such as postal address, email address, and telephone number. 
• Financial Information 
  Payment details where services require a fee. 
• Estate Planning Information 
  Details relating to assets, beneficiaries, executors, trustees, and related instructions. 
• Special Category Data 
  In limited circumstances, we may process sensitive information (for example, relating to mental capacity or vulnerability due to bereavement) where necessary to deliver services appropriately and lawfully. 
• Technical and Website Data 
  Including IP address, browser type, and website usage data. Further details are set out in our Cookie Policy. 

3. Lawful Grounds for Processing 

We only process personal data where there is a lawful basis to do so. This may include: 

• Performance of a Contract 
  To deliver estate planning services such as wills, trusts, and related advice. 
• Legal and Regulatory Obligations 
  Including compliance with financial, taxation, and anti-money laundering requirements. 
• Legitimate Interests 
  Where processing is necessary to protect clients, prevent fraud, or support vulnerable individuals, without overriding your rights and freedoms. 
• Consent 
  Where required by law, such as for direct marketing communications. Consent may be withdrawn at any time. 

4. Sharing Your Information 

We do not sell or trade personal data. However, information may be shared where necessary with trusted third parties, including: 

• Countrywide Trust & Tax Corporation Ltd 
  For the preparation and administration of wills. 
• Officium Group 

Our group of companies including, Officium Digital and Officium Board. 

• Approved Software and Case Management Providers 
  Used for will drafting and secure record management. 
• Regulatory and Legal Authorities 
  Where disclosure is required by law, including HMRC or fraud prevention bodies. 
• Professional Service Providers 
  Such as payment processors or compliance partners, where required to fulfil our contractual obligations. 

All personal data is processed and stored within the United Kingdom. 

5. Data Retention 

We retain personal data only for as long as necessary and in line with legal and regulatory requirements: 

• Financial and Accounting Records 
  Retained for between 7 and 10 years following the end of the relevant financial year. 
• Estate Planning and Product Records 
  Retained indefinitely where necessary to meet long-term legal, contractual, or client obligations. 
• Marketing Records 
  Retained until consent is withdrawn or the data is no longer relevant. 

6. Data Security 

We take appropriate technical and organisational measures to safeguard personal information, including: 

• Encryption of data during storage and transmission 
• Role-based access controls to limit data access 
• Ongoing monitoring and periodic security reviews 

These measures are designed to protect data against unauthorised access, loss, or misuse. 

7. Your Data Protection Rights 

Under UK GDPR and the Data Protection Act 2018, you have the right to: 

• Request access to your personal data 
• Request correction of inaccurate or incomplete data 
• Request erasure of data where no lawful basis for retention exists 
• Request restriction of processing in certain circumstances 
• Object to processing based on legitimate interests 
• Request data portability in a commonly used electronic format 
• Withdraw consent for marketing communications at any time 

To exercise your rights, please contact: hello@officiumlegacy.uk or write to us at our registered address. 

8. Cookies and Online Tracking 

Our website uses cookies to ensure functionality and improve user experience. Full details of the cookies we use and how to manage them are available in our Cookie Policy. 

9. Complaints and Contact Details 

If you have any concerns about how your personal data is handled, you may contact our Data Protection Officer: 

Email: hello@officiumlegacy.uk 

Telephone: +44 7888 872060 

10. Changes to This Policy 

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. The latest version will always be available on our website and, where appropriate, notified to you directly. 

Last updated: February 2026