1) Who we are (the Data Controller)
Company: One Life Financial Services
Registered address: 28 Beacon Road, Walsall, WS5 3LF
Trading address (if different): 28 Beacon Road, Walsall, WS5 3LF
Email: enquiries@onelife-fs.com
Telephone: 0121 798 3452
Data Protection contact: C S Chaggar (Data Officer), dataprotection@onelife-fs.com, 0121 798 3452
If applicable:
FCA status/FRN: Not provided
ICO registration number: ZC101516
2) Standards we follow
Where we provide will-writing services, we aim to follow the STEP Code for Will Preparation in England and Wales as a professional standard of transparency, service and competency.
3) The personal data we collect
We may collect and process the following types of personal data (depending on the service you use):
A) Identity and contact details
- Name, date of birth, address, email, telephone number
- Copies of identity documents (where needed)
B) Financial and advice-related details
- Financial information relevant to the advice/service requested (e.g., assets, liabilities, income)
- Payment details where you pay us (e.g., invoice/payment records)
C) Estate planning and family information
- Details needed for wills, trusts, probate planning, and powers of attorney (e.g., executors, attorneys, beneficiaries, relationships)
D) Compliance / verification information
- Information required for AML/KYC checks (where applicable), and records needed to meet legal/regulatory obligations
E) Communications
- Emails, letters, and notes of meetings/phone calls
We do not record telephone calls.
F) Website and technical data
- IP address, device/browser information, pages viewed, and cookies (see “Cookies” below)
4) How we collect your data
We collect personal data:
- Directly from you (website forms, email, phone, meetings)
- From third parties you ask us to work with (e.g., solicitors, accountants, product providers)
- From compliance/verification providers where required (e.g., ID/AML checks)
- From public sources where lawful and relevant (e.g., Companies House) (if used)
5) Why we use your data and our lawful bases
UK GDPR requires us to have a lawful basis for processing. The main ones we rely on are described by the ICO as part of the “right to be informed” requirements.
We use your data to:
A) Provide services and manage our relationship with you
- Preparing documents and delivering agreed services (e.g., wills, trusts, LPAs, advice)
- Managing appointments, queries, and ongoing administration
Lawful basis: Performance of a contract / steps at your request before entering a contract.
B) Meet legal and regulatory obligations
- Record keeping, complaints handling, anti-fraud measures, and any required compliance checks
Lawful basis: Legal obligation.
C) Run our business and improve our services
- Quality control, internal administration, training, and service improvement
Lawful basis: Legitimate interests (to operate and improve our business responsibly).
D) Marketing (where applicable)
- Sending updates about our services, where you have opted in or where lawful
Lawful basis: Consent (for email/SMS marketing) and/or legitimate interests (where permitted).
You can opt out at any time (see “Marketing preferences”).
6) Special category data (health, etc.)
Sometimes you may choose to share information that could be classed as “special category data” (for example, health or disability information) where it’s relevant to your instructions (e.g., vulnerability considerations or accessibility needs).
Where we process special category data, we will only do so when we have an appropriate lawful basis and additional condition under UK GDPR, and we apply extra safeguards (restricted access, secure storage).
7) Who we share your data with
We may share personal data with trusted third parties where necessary, including:
- Professional advisers you instruct or where needed to deliver the service (e.g., solicitors, accountants)
- Product providers or third parties involved in delivering a requested service (where applicable)
- Compliance/verification providers (where applicable)
- Our IT providers (email, hosting, security, backup)
- Regulators, law enforcement, courts, or complaint bodies where required by law
We do not sell your personal data.
8) Email and hosting (Zoho)
We use Zoho Mail to provide our business email service. Zoho states that its mail service is GDPR-ready and provides tools to support GDPR rights (such as export). Zoho’s data centers are located in the EU and US, and they have UK representatives to support UK GDPR compliance.
Depending on configuration and support, your data may be processed or stored outside the UK (see “International transfers”).
9) International transfers
If any of our suppliers process personal data outside the UK, we will ensure appropriate safeguards are in place (for example, UK-approved transfer mechanisms such as the UK IDTA or UK addendum). You can contact us to ask for more detail about relevant safeguards.
10) How long we keep your data (retention)
We keep personal data only as long as necessary for the purposes we collected it for, including legal, accounting, or regulatory requirements.
Typical retention periods (may vary depending on the service and legal requirements):
- Enquiries / prospects (no engagement): up to [12–24 months]
- Client files and advice records: typically at least 6 years after our relationship ends (and longer where needed for legal/regulatory reasons or limitation periods)
- AML/KYC records (if applicable): 5 years after relationship ends or last transaction conducted (and longer where needed for legal/regulatory reasons or limitation periods)
- Marketing records: until you opt out (and we may keep a minimal suppression record to honour your opt-out)
11) Your rights
You have rights under UK GDPR, including:
- Right of access (to request a copy of your data)
- Right to rectification (to correct inaccurate data)
- Right to erasure (in certain circumstances)
- Right to restrict processing
- Right to data portability (in certain circumstances)
- Right to object (especially where we rely on legitimate interests or for direct marketing)
- Right to withdraw consent (where we rely on consent)
The ICO explains the privacy information organisations must provide and how individuals can be informed of their rights.
12) Complaints
If you have concerns, please contact us first so we can try to resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office (ICO):
ICO website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
13) Security
We use appropriate technical and organisational measures to protect personal data, including access controls, secure systems, staff confidentiality obligations, and secure disposal practices.
14) Cookies
Our website uses cookies and similar technologies. Some cookies are essential for the site to work; others (like analytics cookies) are used only if you consent. Please see our Cookie Policy for details, including how to manage preferences.
15) Marketing preferences
You can opt out of marketing at any time by:
- Clicking “unsubscribe” in an email (where provided), or
- Emailing us at enquiries@onelife-fs.com
Opting out of marketing will not affect service communications (e.g., messages about an ongoing matter).
16) Third-party links
Our website may contain links to third-party websites. We are not responsible for their privacy practices; please check their policies.
17) Changes to this notice
We may update this Privacy Notice from time to time. The latest version will always be posted on this page with the “Last updated” date.
Quick reference
- Registered address + contact email/phone: 28 Beacon Road, Walsall, WS5 3LF, enquiries@onelife-fs.com, 0121 798 3452
- Data Protection contact: C S Chaggar (Data Officer), dataprotection@onelife-fs.com
- ICO registration number: ZC101516
- Retention choices in section 10: enquiries up to 24 months, client records typically 6 years+, AML/KYC records 5 years+
- Cookie Policy - We use cookies only to preserve language setting and position on site.
- Analytics - we use Google Analytics to understand site usage and improve our services.