Ashfords LLP (we, our, us) is committed to protecting and respecting the personal information you provide through your use of the Service.

This policy forms part of the Digital Legacy Service Agreement ("Agreement") and sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully. By using the Service you are agreeing to these terms.

If you have any queries regarding this policy or complaints about our use of your information please contact our nominated representative (whose contact details are set out below) and we will do our best to deal with your query or complaint as soon as possible.

Ashfords LLP (company number: OC342432, registered address: Ashford House Grenadier Road, Exeter, EX1 3LH) is registered as a data controller with the Office of the Information Commissioner under reference Z8806652.

Our nominated representative for the purpose of the Data Protection Legislation is Samantha Palmer, Partner and Head of Professional & Financial Risks, and can be contacted via email sm.palmer@ashfords.co.uk or 01392 33 3628.

Information we may collect and process

We may collect and process the following personal data about you:

  • information that you provide to us by registering to use our Services or contacting us in relation to the Services and Content that you upload onto or input into the Services, which may include your name, address, email address, phone number, financial and credit card information, personal description and photograph;
  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our Services (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page. To the extent that this information constitutes personal data as defined under the Data Protection Legislation, we will process this personal data in accordance with the Data Protection Legislation;
  • information obtained by us from third parties that may help us provide the Services i.e. providers of hosting, development, technical and payment services. This information may include personal data which will be processed in line with the Data Protection Legislation.

How do we use the information we collect about you?

  • To provide the Services to you and make improvements. We use personal data to provide the Services to you, to provide you with information and support in relation to the Services, to allow you to participate in interactive features of the Services, to process and complete payments or transactions and to administer the Services and for internal operations, including troubleshooting, data analysis, research and statistical purposes. We may also use personal data to improve the Services and make sure that content is presented in the most effective manner for you.
  • To contact you. We will use your personal data to send you e-mail notifications in relation to your account and the Services and we may contact you about any changes to the Services.
  • For legal/contractual reasons. We may use and share personal data to comply with legal obligations and where necessary in relation to the Agreement or because you have asked us to do something so that we can enter into a contract with you. We will only use this information to the extent necessary to provide the Services.

We will process any personal data collected in accordance with the Data Protection Legislation.

We may combine the information we collect from you with information we collect from other sources for the purpose of providing the Services.

We may share your information with:

  • Affiliates. Our subsidiaries and parent company and businesses, and other affiliated legal entities and businesses with whom we are under common corporate control. We will make sure that all of our parent, subsidiary, and affiliated legal entities and businesses that receive your information from us will comply with the terms of this policy.
  • Third-Party Service Providers. Who help us provide the Services e.g. providers of hosting, development, marketing, technical and payment services, and need to process the information on our behalf so that we can provide the Services in accordance with the Agreement. We will only disclose the information to the extent necessary to provide the Services.
  • Third Party purchasers. In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.

We may disclose your personal information to third parties:

  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or in order to enforce or apply our Agreement;
  • to protect the rights, property, or safety of Ashfords LLP, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction; or
  • where we have your consent to do so.

We will make sure that your information is kept in a secure manner and not used for the third party's own purposes.

We will retain your personal data for as long as necessary but in any event no later than six years following your decision to terminate your use of the services ("Retention Period").

Where will we store your personal data?

The data that we collect from you may be transferred to, and stored at, a destination inside or outside the European Economic Area (EEA). It may also be processed by staff operating inside or outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the processing of your payment details and the provision of support or hosting services. By submitting your personal data, you agree to this transfer, storing and/or processing. We will take such steps as we consider reasonably necessary to ensure that your data is treated securely and in accordance with this policy.

All information you provide to us is stored on secure servers and any payment transactions will be encrypted using SLL technology.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to try to prevent unauthorised access. You are responsible for keeping your account details confidential.

Cookies

We use cookies to distinguish you from other users of the Service. This helps us to provide you with a good experience when you use the Services and allows us to make improvements. For detailed information on the cookies we use and the purposes for which we use them please see our Cookie Policy.

Your rights

You have the right to request a copy of your information which we hold (this is known as a subject access request). If you would like a copy of some or all of it, please:

  • email, call or write to our nominated representative using the details above;
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know the information you want a copy of, including any account or reference numbers, if you have them.

You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by contacting our nominated representative.

If we no longer have a legal basis to process your personal data or if the legal basis that we are relying on is consent and you subsequently withdraw your consent then we will stop processing your personal data. If you inform us that you no longer wish to be contacted by us we will need to maintain a record of that to make sure that we do not contact you again in the future.

You have the right to contact us to correct any inaccuracies in your personal data. Under certain circumstances you may have the right to instruct us to erase your personal data or provide the data to another organisation.

Changes to our privacy policy

We may update this policy at any time without notice. Any changes we may make to this policy in the future will be posted on this page.

Your continued use of the Services, following the posting of changes to this policy, will mean that you accept these changes.

Contact

Questions, comments and requests regarding this policy are welcomed and should be addressed to digitallegacy@ashfords.co.uk.

Please contact us if you have any concerns with the way in which your data is processed. If you are not happy with the way we process your data you have the right to contact the Information Commissioner.