Privacy – 15.8. When you work with us to execute a will (as an Executor, Associated Charity or Beneficiary)

Purpose of processing

Leeds Cares will collect this data to ensure we can communicate with you, understand the wishes of the deceased and work together to resolve the will.

What information we need

Executors (Individuals)

  • Name
  • Address
  • Email address
  • Phone number
  • Details of the deceased and will information
  • Solicitors information (name and address)
  • Estate agent information
  • Relationship to the deceased

Other Named Charities

  • Charity name
  • Charity address
  • Name of charity representative
  • Email address of charity representative
  • Telephone number of charity representative
  • Position/Job title of charity representative

Beneficiaries

  • Name
  • Address
  • Relationship to the deceased

You may notify us directly of a legacy due to Leeds Cares. We also use a probate search company, Smee & Ford, who conduct searches of grants of probate from courts in England and notify us of any potential legacies. Where we are provided your details by Smee & Ford, we will always notify you and provide you with this Privacy Notice within one month. This information is publicly available once probate has been granted.

Legal basis and why we need the information

Leeds Cares requires personal data in order to identify you and verify you have authority to administer the estate, and to communicate with you in relation to the legacy/donation. Our basis for processing this data is our legal obligation (to satisfy the details of the will) and our legitimate interests (in order to process the legacy/donation being gifted to Leeds Cares).

Where Leeds Cares is left a legacy along with other charities, we contact the charity representatives to ensure that we co-ordinate our correspondence with the administrator/executor and therefore require contact details for such charity representatives in charge of legacies. We do this on the basis of legitimate interests of Leeds Cares (in collecting legacies left in wills to Leeds Cares).

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may share the data with third parties in order to assist in the execution of the will; such as:

  • Leeds Cares’ Solicitors
  • Legal counsel
  • Mediator
  • The courts

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

We will retain your data for six years after the estate has been wound up.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.