Privacy Policy

Versatile Wills Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, who we share it with, and what rights you have.

1. Who we are

Versatile Wills Limited is a company registered in England and Wales (company number 15577368), with our registered office at AFE Accountants Ltd, Building 3 North London Business Park, Oakleigh Road South, London N11 1GN, and our trading office at 77 Marsh Wall, London E14 9SH.

We are registered with the Information Commissioner's Office (ICO) as a data controller under registration reference ZB772823. You can verify our registration at ico.org.uk.

For any questions about this policy or your personal data, contact us at info@versatilewills.co.uk or call 020 3930 3430.

2. What personal data we collect

When you contact us through our website, by phone, by WhatsApp, or in person, we collect:

• Your name
• Your phone number
• Your email address (if provided)
• Any information you choose to share about your circumstances or requirements
• Preferred times to call you back

If you go on to instruct us, we will collect further information necessary to draft your will, LPA, trust, or other estate planning document. This typically includes:

• Your date of birth, marital status, and family circumstances
• Details of your assets, property, and beneficiaries
• Identification documents for verification
• Any other information relevant to your instructions

3. How we use your personal data

We use your personal data only for the following purposes:

• To respond to your enquiry and arrange your free consultation
• To provide the will writing, LPA, trust, or estate planning services you have instructed us to carry out
• To verify your identity in accordance with anti-money laundering regulations
• To communicate with you about your matter
• To keep records of our work as required by professional standards and law
• To comply with our legal and regulatory obligations

We will never sell your personal data, and we will not use it for marketing without your explicit consent.

4. Legal basis for processing

Under UK GDPR, we rely on the following lawful bases:

• Consent, when you submit an enquiry form, you consent to us contacting you about that enquiry
• Contract, when you instruct us to provide services, we process data necessary to perform that contract
• Legal obligation, for anti-money laundering checks and record keeping requirements
• Legitimate interests, to maintain the integrity of our records and respond appropriately to any complaint or claim

5. Who we share your data with

We share personal data only with parties who need it to deliver our services to you. These may include:

• Qualified will writers and estate planning specialists who draft documents on your matter
• The Office of the Public Guardian (for LPA registration)
• HM Land Registry, banks, or other third parties where necessary to fulfil your instructions
• Our accountants, IT providers, and document storage providers (under written confidentiality terms)
• Regulators, law enforcement, or courts where we are legally required to do so

We do not transfer your personal data outside the UK unless adequate safeguards are in place under UK GDPR.

6. How long we keep your data

We retain personal data only for as long as necessary:

• Enquiry only contacts (you contacted us but did not instruct us): up to 12 months, then deleted
• Client files: minimum of 7 years from completion of the matter, in line with professional standards and limitation periods, and where required for the lifetime of the will or LPA
• Financial and accounting records: 6 years, in line with HMRC requirements

7. Your rights under UK GDPR

You have the right to:

• Access, request a copy of the personal data we hold about you
• Rectification, ask us to correct inaccurate or incomplete data
• Erasure, ask us to delete your data (subject to legal retention obligations)
• Restriction, ask us to limit how we use your data
• Objection, object to certain processing, including direct marketing
• Portability, receive your data in a portable, machine readable format
• Withdraw consent, where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, email info@versatilewills.co.uk. We will respond within one month.

8. Third party processors we use

We use a small number of trusted third party providers to operate this website and run our business. They process personal data on our behalf under written data processing terms:

We do not transfer your personal data outside the UK or EEA unless adequate safeguards (UK International Data Transfer Agreement, Standard Contractual Clauses, or an adequacy decision) are in place.

9. Cookies and website analytics

Our website uses cookies as follows:

• Strictly necessary cookies: required for the site to function (for example, remembering your cookie choice). These are set without consent under the PECR Regulation 6(4) exemption.
• Analytics cookies (Google Analytics 4): set only after you accept via our cookie banner. Used to understand how visitors use our site so we can improve it; never used to identify you personally.
• Advertising cookies (Google Ads conversion tracking): set only after you accept via our cookie banner. Used to measure the effectiveness of our advertising.

Our tracking implementation uses Google Consent Mode v2: until you grant consent, no analytics or advertising cookies are placed. You can change your cookie preferences at any time by clearing your browser cookies for this site or contacting us at info@versatilewills.co.uk.

10. Anti Money Laundering (AML)

When you instruct us to provide services, we are required by the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 to verify your identity. This typically involves checking a government issued photo ID and proof of address. We retain these records for the statutory minimum period (five years after the end of the business relationship) and may share them with the National Crime Agency where we have a legal obligation to do so. We will not proceed with your matter if we are unable to verify your identity to the required standard.

11. Automated decision making and profiling

We do not use automated decision making or profiling that produces legal or similarly significant effects on you. All decisions about your matter are made by qualified humans.

12. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encrypted communications, secure storage, role based access controls, and limited internal access on a need to know basis. Despite these measures, no system can be guaranteed 100% secure; we will notify you and the ICO without undue delay if a breach affecting your rights occurs.

13. Marketing

We will only send you marketing communications about our own services if you have explicitly opted in, or where you are an existing client and we are relying on the "soft opt in" exception under PECR. Every marketing email contains an unsubscribe link. We do not share your details with third party marketers.

14. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top reflects the latest version. Significant changes will be communicated to clients directly where appropriate.

15. Complaints

If you have a complaint about our service generally, please see our complaints procedure. If you are unhappy specifically about how we have handled your personal data, please contact us first so we can put it right. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk