Privacy Notice

Your privacy

Heyford Solicitors is committed to protecting the privacy and security of personal information entrusted to us.

This Privacy Notice explains how we collect, use, store and protect personal information, when that information may be shared with others and the rights available to you under UK data protection law.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025. The Data (Use and Access) Act 2025 amended, rather than replaced, the existing UK GDPR and Data Protection Act framework.

Heyford Solicitors is the trading name of Heyford Law Limited, a company registered in England and Wales under company number 17357074.

Heyford Law Limited is the data controller responsible for the personal information described in this Privacy Notice.

Contact us about your information

Heyford Solicitors
Heyford Law Limited
Heyford Park Innovation Centre
77 Heyford Park
Upper Heyford
Bicester
OX25 5HD
Email: enquiries@heyfordsolicitors.co.uk
Telephone: [telephone number]

Data protection contact:
Sofia Galic
Director and Solicitor

Information we collect

The information we collect will depend on our relationship with you and the legal services being provided.

We may collect and process:

• your name, address and contact details;
• your date of birth and identification information;
• passport, driving licence and other identity documentation;
• information required for identity verification, anti-money laundering and sanctions checks;
• financial information, including details of assets, liabilities, income and taxation;
• source of funds and source of wealth information where relevant;
• bank and payment information;
• information concerning your family relationships and personal circumstances;
• information relating to beneficiaries, executors, trustees, attorneys and other individuals connected with a matter;
• information relating to Wills, trusts, Lasting Powers of Attorney, probate and estate administration;
• correspondence, attendance notes and records of communications;
• information provided through enquiries or our website; and
• other information reasonably necessary to provide legal services or comply with our legal, professional and regulatory obligations.

Sensitive personal information

The nature of private client work may require us to process information which is afforded additional protection under data protection legislation.

This may include information concerning:

• physical or mental health;
• mental capacity;
• racial or ethnic origin;
• religious or philosophical beliefs; and
• other sensitive personal circumstances relevant to the services we provide.

We will only process special category personal information where we have an appropriate lawful basis and, where required, an additional legal condition permitting us to process that information.

Information about other people

In the course of providing legal services, we may receive personal information concerning other individuals, including family members, beneficiaries, executors, trustees, attorneys and professional advisers.

We may also obtain personal information from third parties where this is relevant to your matter or to our legal, professional or regulatory obligations.

We will handle such information in accordance with applicable data protection and confidentiality requirements.

How we obtain information

We may obtain personal information:

• directly from you;
• from someone acting on your behalf;
• from beneficiaries, executors, trustees, attorneys or family members;
• from solicitors and other professional advisers;
• from financial institutions;
• from government departments, courts, tribunals and public bodies;
• from identity verification, anti-money laundering and sanctions-checking providers;
• from public registers and other publicly available sources; and
• through our website and other communications with us.

How we use your information

We may use personal information to:

• respond to enquiries;
• determine whether we are able to act, including conducting conflict checks;
• provide legal advice and legal services;
• verify identity and undertake regulatory checks;
• comply with anti-money laundering, sanctions and other legal obligations;
• prepare Wills and provide succession-planning advice;
• prepare and advise upon Lasting Powers of Attorney;
• advise upon and administer deceased persons' estates;
• advise upon trusts where applicable;
• communicate with clients and relevant third parties;
• establish, exercise or defend legal claims;
• maintain client and matter records;
• issue invoices and process payments;
• manage professional and business risk;
• comply with our legal, professional and regulatory obligations;
• handle enquiries and complaints;
• protect the security and integrity of our systems; and
• provide information about our services where permitted by law.

Our lawful bases for using your information

We will only process personal information where we have a lawful basis for doing so.

Contract

We may process personal information where it is necessary to enter into or perform our contract with you, including providing legal services in accordance with your instructions.

Legal obligation

We may process personal information where it is necessary for compliance with a legal or regulatory obligation.

This may include obligations relating to anti-money laundering, sanctions, taxation, regulatory compliance and the administration of justice.

Legitimate interests

We may process personal information where this is necessary for our legitimate business or professional interests, or those of another person, provided those interests are not overridden by your rights and interests.

Such interests may include operating and managing our legal practice, maintaining appropriate records, protecting the security of our systems and establishing or defending legal claims.

Consent

We may rely upon consent where this is an appropriate lawful basis.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Where we process special category or criminal offence information, we will also rely upon any additional condition required by applicable law.

Who we may share your information with

Where necessary and lawful, we may share personal information with:

• solicitors, barristers and other legal professionals;
• accountants, tax advisers and other professional advisers;
• courts and tribunals;
• HM Courts & Tribunals Service;
• HM Revenue & Customs;
• the Office of the Public Guardian;
• the Probate Registry;
• banks and financial institutions;
• medical and other experts;
• identity verification, anti-money laundering and sanctions-screening providers;
• IT, cloud storage and practice management providers;
• insurers and insurance brokers;
• auditors and compliance advisers;
• the Solicitors Regulation Authority;
• the Legal Ombudsman;
• law enforcement agencies and other public authorities where disclosure is required or permitted by law; and
• other recipients where it is reasonably necessary to carry out your instructions or provide our legal services.

We do not sell your personal information.

Confidentiality and security

Confidentiality is fundamental to the solicitor-client relationship.

We maintain appropriate technical and organisational measures designed to protect personal information against unauthorised or unlawful access, accidental loss, alteration, destruction or damage.

Access to personal information is restricted to those who require it for legitimate purposes.

Where third-party service providers process personal information on our behalf, we take appropriate steps to ensure that suitable contractual and data protection arrangements are in place.

International transfers

Certain technology or professional service providers may process or permit access to personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate measures required by UK data protection legislation to ensure that it remains appropriately protected.

How long we keep your information

We retain personal information for no longer than is reasonably necessary, taking account of:

• the purpose for which it was collected;
• our professional and regulatory obligations;
• statutory requirements;
• applicable limitation periods;
• the nature of the legal work undertaken; and
• the potential need to establish, exercise or defend legal claims.

Retention periods may therefore differ according to the nature of the matter and information concerned.

Where appropriate, more specific information concerning retention will be provided during or following the conclusion of a client's matter.

When information is no longer required, it will be securely deleted or destroyed, subject to any continuing legal or regulatory obligation to retain it.

Marketing communications

We may provide information about our services where permitted by law.

Where consent is required, we will obtain it before sending the relevant communication.

You may ask us to stop sending marketing communications at any time by contacting us at enquiries@heyfordsolicitors.co.uk or by using any unsubscribe facility provided with the communication.

Your data protection rights

Depending upon the circumstances and subject to applicable legal exemptions, you may have the following rights:

Access

You may ask us for a copy of the personal information we hold about you and information about how it is used.

Rectification

You may ask us to correct personal information which you believe is inaccurate or to complete information which you believe is incomplete.

Erasure

In certain circumstances, you may ask us to delete your personal information.

Restriction

In certain circumstances, you may ask us to restrict how we use your personal information.

Objection

You may have the right to object to certain uses of your personal information.

Data portability

Where applicable, you may have the right to ask us to transfer certain information to you or another organisation.

Withdrawal of consent

Where we rely upon consent, you may withdraw that consent.

These rights are subject to applicable legal requirements and exemptions. Our legal and professional obligations, including duties of confidentiality and requirements concerning the retention of client files, may affect whether a particular request can be fulfilled.

To exercise any of these rights, please contact:

Sofia Galic
Heyford Solicitors
Heyford Park Innovation Centre
77 Heyford Park
Upper Heyford
Bicester
OX25 5HD
Email: enquiries@heyfordsolicitors.co.uk

We may require reasonable information to verify your identity before responding to a request.

How to make a data protection complaint

If you have a concern or complaint about the way in which we have collected, used or otherwise handled your personal information, you may make a data protection complaint to us.

Please contact:

Sofia Galic
Director and Solicitor
Heyford Solicitors
Heyford Park Innovation Centre
77 Heyford Park
Upper Heyford
Bicester
OX25 5HD
Email: enquiries@heyfordsolicitors.co.uk

We will take appropriate steps to investigate your complaint and will keep you informed of its progress and outcome.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Further information is available at www.ico.org.uk.

The ICO confirms that the Data (Use and Access) Act 2025 introduced new requirements concerning organisations' handling of data protection complaints and that the relevant data protection provisions are now in force.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, systems, suppliers, business practices, legal obligations or regulatory requirements.

The latest version will be published on this website.

Last updated: November 2026