Privacy Policy

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Last updated: 5 October 2025

1) Who we are (Data Controller)

This website is operated by Next Generation Consultants Ltd (company number 16716183) trading as Next Generation Wills (“we”, “us”, “our”).

For data protection purposes, the Data Controller registered with the Information Commissioner’s Office (ICO) is:

Sophie Elisabeth Swanborough
Other names: Next Generation Wills
ICO Registration reference: ZB653480

Contact for privacy matters:
Name: Sophie Swanborough
Email: sophie@nextgenerationwills.co.uk
Telephone: 07368 386540

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

2) What personal data we collect

We may collect and process:

Identity & contact data: name, address, email, phone, date of birth.

Matter & family details: information required to provide estate planning services (e.g., beneficiaries, executors, assets, instructions).

Financial data: payment details and billing records (where relevant).

Communications: emails, call/meeting notes, messages, and preferences.

Technical & usage data: IP address, device, browser, pages visited, and cookies (see Cookies below).

Marketing preferences: your consents or opt-outs.

We only collect what is necessary to deliver our services and run our business.

3) How we collect data

Directly from you: web forms, calls, emails, meetings, engagement letters.

Automatically: cookies/analytics when you use our website.

From third parties (where lawful): professional advisers, referrers, publicly available sources, or services you use to book with us (e.g., HubSpot).

4) Why we use your data (lawful bases)

We process personal data on one or more of the following bases:

Contract: to provide quotes, carry out consultations, and supply estate planning services.

Legal obligation: to comply with taxation, accounting, and regulatory duties.

Legitimate interests: to operate and improve our services, manage client relationships, and protect our business (balanced against your rights).

Consent: for email marketing and certain cookies. You can withdraw consent at any time.

5) How we use your data

We use your information to:

Provide advice and prepare documents (e.g., wills, trusts, LPAs).

Verify identity (if required), manage matters, and maintain records.

Take payments and administer accounts.

Communicate with you (updates, service messages).

Comply with laws, respond to regulators, and maintain insurance.

Send marketing emails where you’ve opted in (see Marketing).

We do not sell personal data.

6) Marketing

With your consent, we use Mailchimp to send updates about services, events, or content. You can unsubscribe at any time via the link in our emails or by contacting us. We keep a record of your consent and any opt-out to demonstrate compliance with PECR/UK GDPR.

7) Cookies and similar technologies

Our website uses cookies to function and to help us understand site use (e.g., pages visited). Where required, we will request your consent via a cookie banner. You can change your cookie settings in your browser at any time. Some features may not work without certain cookies.

A detailed Cookies Notice can be added to list cookie names, purposes, and durations—let me know if you’d like me to prepare this.

8) Sharing your data (third parties & processors)

We share data only when necessary and subject to appropriate safeguards:

IT, hosting & productivity: Microsoft (e.g., Microsoft 365/Exchange/SharePoint/OneDrive).

Bookings & CRM: HubSpot (for meeting scheduling and contact management).

Email marketing: Mailchimp.

Professional advisers & insurers: solicitors, accountants, compliance consultants, and insurers (where needed).

Authorities: HMRC, ICO, law enforcement/courts where legally required.

These providers act as data processors on our behalf unless they determine their own purposes (in which case they are controllers of their own processing). We have contracts in place with processors to ensure UK GDPR compliance.

9) International transfers

Some processors (e.g., HubSpot and Mailchimp) may transfer data outside the UK (e.g., to the United States). Where this occurs, we rely on appropriate safeguards such as the UK Addendum/International Data Transfer Agreement (IDTA) and/or Standard Contractual Clauses (SCCs), plus supplementary measures, to protect your information.

10) Data security

We use appropriate technical and organisational measures, including encryption, access controls, secure configuration, regular patching, and staff training, to protect personal data against unauthorised access, alteration, disclosure, or loss.

11) Data retention

We keep personal data only for as long as necessary for the purposes collected and to meet legal, accounting, and insurance requirements. Typical periods are:

Client/matter files: usually up to 6 years after the matter closes (longer where legal limitation periods or our professional obligations require).

Financial/tax records: 6 years.

Marketing records (consent/opt-out): maintained while you are subscribed and for a short period after to demonstrate compliance.

We securely delete or anonymise data when no longer needed. If your matter requires a longer retention (e.g., in connection with wills or trusts), we will retain only what is necessary.

12) Your rights

You have the right to:

Access your personal data.

Rectify inaccurate or incomplete data.

Erase data (where applicable).

Restrict or object to processing (in certain circumstances).

Data portability (for data you provided to us, where processing is by consent or contract and automated).

Withdraw consent at any time where processing is based on consent.

Complain to the ICO: ico.org.uk or 0303 123 1113.

To exercise your rights, contact Sophie Swanborough at sophie@nextgenerationwills.co.uk or 07368 386540.

13) Children’s data

Our services are intended for adults. We do not knowingly collect children’s data without appropriate parental/guardian authority and only where necessary for the matter.

14) Third-party links

Our website may contain links to third-party websites. We are not responsible for their content or privacy practices. Please review their policies.

15) Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always appear on this page with the effective date above.

16) Contact us

Data Controller: Sophie Elisabeth Swanborough
Trading as: Next Generation Wills (Next Generation Consultants Ltd, 16716183)
Address: 4 Coronation Terrace, Tarporley, Cheshire, CW6 0AU
Email: sophie@nextgenerationwills.co.uk
Telephone: 07368 386540