Privacy Policy

April King Legal – Privacy Policy

Introduction

April King Legal (‘we’, ‘us’, or ‘our’) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information, and outlines your rights under the UK General Data Protection Regulation (UK GDPR) and related data protection laws. We aim to use plain English so this information is clear and easy to understand.

We process personal data in accordance with core data protection principles. This means:

• We will process your personal data lawfully, fairly, and transparently.

• We will collect your data only for specific, explicit, and legitimate purposes and not use it in a manner incompatible with those purposes.

• We will collect only the data that is relevant and necessary for those purposes.

• We will take reasonable steps to ensure your personal data is accurate and kept up to date.

• We will keep your data only as long as necessary for the purposes described here (unless a longer retention is required or permitted by law).

• We will ensure appropriate security of your personal data, protecting it against unauthorised or unlawful processing and against accidental loss, destruction, or damage.

Who We Are

April King Legal is the data controller responsible for your personal data. April King Legal is a trading name of AK Lawyers Ltd, a company registered in England and Wales (Company Number 12248940). Our registered office is at 4 Castlebridge Office Village, Kirtley Drive, Nottingham, NG7 1LD, United Kingdom. We are registered with the Information Commissioner’s Office (ICO) as a data controller (Registration No. ZB296825).

Contact Us

If you have any questions about this Privacy Policy or about how we handle your personal data, please contact us:

• Email: legal@aprilking.co.uk

• Postal Address: April King Legal, 4 Castlebridge Office Village, Kirtley Drive, Nottingham, NG7 1LD, UK

• Telephone: 0800 788 0500 (Monday–Friday, 9am–5pm)

We take your privacy seriously and will respond to any questions or concerns you might have.

Your Responsibilities

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes. For example, let us know if you move house, change your phone number, or get a new email address so we can update our records accordingly.

Third-Party Links

Our website may include links to third-party websites or content. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy practices. When you leave our website, we encourage you to read the privacy policy of every website you visit.

What Personal Data We Collect

“Personal data” (or ‘personal information’) means any information about an individual from which that person can be identified. We may collect and use various types of personal data about you. This includes:

• Identity and Contact Data: such as your name, address (including street, town/city, county, and postcode), email address, telephone number (including mobile number), date of birth, and marital status.

• Financial Data: such as the last four digits of your payment card details or bank account information (for processing payments or transactions).

• Case Information: details relevant to the legal services you request from us. This may include information about your personal and family circumstances, assets, or other details you provide so that we can advise or represent you.

• Communications: records of our communications with you, whether by phone, email, post, or otherwise. For example, if you call us, we may record the call for training and quality purposes (we will inform you at the start of the call if recording is in progress).

• Marketing Preferences: your preferences in receiving marketing or informational materials from us (e.g. whether you wish to subscribe to our newsletter).

• Technical and Usage Data: when you use our website, we may collect technical information such as your Internet Protocol (IP) address, your browser type and version, time zone setting, and information about how you use our website (for instance, which pages you visit). This data is collected through cookies and similar technologies on our site.

Additionally, there are a few specific types of data usage we want you to be aware of:

• Communication Records: If you communicate with us, we may monitor or record those communications. For example, telephone calls with our office and staff may be recorded, and we may retain copies of correspondence such as emails or letters. We do this for several reasons: to check the quality of the service we provide, for training purposes (so our staff can learn and improve), to prevent fraud, and to ensure compliance with our legal and regulatory obligations. Recorded calls or saved communications are secured and only accessed by authorised personnel. (See also the Call Recording section below for more on telephone calls.)

Call Recording and Monitoring

As noted earlier, our telephone calls may be recorded. We want to be fully transparent about why and how we record calls. Remember, any call recordings are kept confidential. They are treated with the same level of security as the rest of your personal data. We do not share call recordings with external parties except if required by law (such as a lawful request by authorities or for regulatory compliance).

• • Purpose: Call recordings are used strictly for quality control and training. By listening to calls, we can ensure we maintain high standards in our communication with you and identify any areas where we can improve our service. In some cases, recordings might also serve as a record of what was discussed or agreed, helping to prevent misunderstandings.

  • Legal Basis: Our legal basis for recording calls is our legitimate interest in delivering high-quality legal services and effectively training our staff, while ensuring this practice does not override your privacy rights. We take steps to minimise any impact on your privacy; for instance, recordings are kept secure and are only accessible to authorised personnel (e.g., for training or oversight purposes).

  • Retention: We do not keep call recordings longer than necessary. They are retained for a limited period sufficient to fulfil the training and quality assurance purposes mentioned, and then automatically deleted or securely destroyed. We do not use call recordings for any kind of marketing or profiling.

  • Your Acknowledgement: When you call us, we will inform you if the call may be recorded. By proceeding with the call after being informed, you acknowledge and accept that the conversation may be recorded for the purposes outlined here. If you have any objection to being recorded, please let us know, and we can make alternative arrangements (for example, we can take your call on a line that is not recorded).

  • AI Call Transcription: To help provide accurate and efficient service, we sometimes use real-time AI transcription tools during phone calls. For instance, we may use a service (such as RingCentral’s AI Assistant) that listens to the call and converts spoken words into written text in real-time. No actual audio recording of the call is kept or stored when we use these tools – they operate like a live captioning service. The transcribed text helps us take notes and ensure we don’t miss any details during our conversation.
  • This data is handled securely in line with our data protection policies. The legal basis for using these transcription services is our legitimate interest in providing you with accurate and efficient legal services while maintaining high quality. If you have any concerns about the use of AI transcription during your call, you are welcome to let us know before or during the call, and we will accommodate your wishes (for example, we can disable the transcription feature upon request).

 

Sales Monitoring and Analysis

We also collect, use and share Aggregated Data (such as statistical or demographic data) for various purposes. Aggregated data may be derived from your personal data, but it is not considered personal data by law, as it does not directly or indirectly reveal your identity. For example, we may track how many users visit a particular page on our site, but this data does not identify individual visitors.

We do not usually collect any special categories of personal data (such as information about your health, ethnicity, religious beliefs, or biometric data), nor do we typically collect information about criminal convictions or offences, unless it is relevant to the service we are providing and permitted by law. If we ever need to process special category data, we will ensure we have a lawful basis to do so (for example, your explicit consent or a legal requirement to process such information).

If You Do Not Provide Personal Data

You are not under any statutory or contractual obligation to provide us with personal data. However, if you choose not to provide certain information when requested, we may be unable to act on your behalf. For instance, we might not be able to give you accurate legal advice or complete a transaction if we do not have the necessary details. We will only ask you for information that is relevant and necessary for the specific purpose.

How We Collect Your Data

We collect personal data in several ways:

• Direct interactions: You may provide us with your identity, contact, and financial information by completing forms or by corresponding with us via post, phone, email, face-to-face meetings, or video calls. This includes personal data you provide when you:

  • enquire about or request our legal services (e.g. asking for a quote or an initial consultation);

  • fill out forms on our website (such as information pack and contact forms or newsletter sign-ups);

  • communicate with us via telephone (calls may be recorded with policy), email or post;

  • meet with us in person or communicate with us via social media.

• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. (Please see the Cookies section below for more details.)

• Third parties or public sources: We may receive personal data about you from various third parties and public sources, such as:

  • Public databases and registries: for example, Companies House or the Land Registry, which can confirm certain details about you or your property.

  • Referrals or other professionals: for example, if another professional (like an accountant or financial adviser) or a family member refers you to us, they might provide us with your details.

  • Service providers: for example, we might use third-party services to verify your identity (to comply with anti-money laundering regulations) or to perform background checks, and those services provide us with data.

Cookies

Cookies are small text files placed on your device when you visit our website. We use cookies to collect Technical and Usage Data as described above. For example, cookies help us understand how visitors use our site, which pages are popular, and whether there are any issues, so we can improve our website and services. The data collected via cookies is mostly statistical and does not directly identify you, but it may include the IP address of your device, which is considered personal data.

You can set your web browser to refuse some or all cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become less functional.

How We Use Your Personal Data

We will only use your personal data when the law allows us to (this is often referred to as having a ‘lawful basis’ for processing). Most commonly, we will use your information in the following circumstances:

• To provide legal services or information: We use your personal data to carry out your requests or our contractual obligations to you. For example, if you instruct us for legal advice or services, we will use your information to work on your case, communicate with you, and complete transactions on your behalf. If you have simply asked for information (such as a legal information pack or a quote), we will use your details to fulfil that request.

• To manage payments and billing: We may use your Financial Data to process payments for our services and to keep proper records of those transactions.

• To manage our relationship with you: This includes notifying you about changes to our terms or privacy policy, asking for feedback, or providing customer support.

• For marketing (with your consent or as otherwise permitted): We may use your Identity, Contact, and Marketing Preference data to send you newsletters or updates about our services, but only if you have agreed to this or if you are an existing customer and we have a legitimate interest in keeping you informed. You are free to opt out of marketing communications at any time (see Marketing Communications below).

• To comply with legal obligations: Sometimes we are legally required to process your data. For example, we may need to keep records for tax purposes, verify identities under anti-money laundering laws, or provide information to regulators or law enforcement upon a valid request.

• To improve our services and website: We might use Technical or Usage Data to help maintain and improve our website, IT systems, and the quality of our legal services. For example, we might analyse website usage to make our site more user-friendly.

• To protect our business and prevent fraud: We may process personal data as necessary to protect the rights, property, or safety of our business, our clients, or others. This includes processing needed for security purposes, to prevent fraud, and to enforce our legal rights or terms and conditions.

Legal Bases for Processing:

For your information, the lawful bases we rely on to process your data include:

• Performance of a contract: Where we need to process your data to provide you with legal services or take steps at your request before entering into a contract. (For example, using your name and contact details to correspond with you about your case.)

• Legal obligation: Where we need to comply with a legal or regulatory obligation. (For example, verifying your identity under anti-money laundering regulations or retaining records for tax purposes.)

• Legitimate interests: Where processing is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. (For example, sending you updates about similar services you have used, improving our services, or securing our IT network. We will always consider your rights and expectations and will not process your data under legitimate interests if we believe your interests override ours.)

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose. (For example, when you request an information pack, you agree to be subscribed to our newsletter and agree to receive promotional emails and letters. You have the right to withdraw your consent at any time.)

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so, or seek your consent if required.

Marketing Communications and Your Choices

We would like to send you information about our services or legal updates that may be of interest to you. We will only send you marketing communications if you have opted in to receive them, or if you are an existing client and the communications relate to similar services you received (and you have not opted out).

Third-Party Marketing: We do not share or sell your personal data to third parties for their own marketing purposes, unless we have your explicit consent to do so.

Opting Out: You can ask us to stop sending you marketing messages at any time. To opt out of emails, you can click the ‘unsubscribe’ link in any marketing email. If you wish to opt out of postal letters, please email your full name and address to support@aprilking.co.uk. Opting out of emails will not automatically opt you out of postal marketing, as they operate on separate systems. Even if you opt out of marketing, we may still need to contact you for administrative or operational reasons (for example, about an ongoing legal matter or a billing issue).

Disclosure of Your Personal Data

We only share your personal data with third parties when necessary and in accordance with data protection law. When we do share data, we ensure that the recipient respects the security of your personal data and treats it in accordance with the law. The types of organisations and parties we may share your data with include:

• Associated companies: We may share your personal data with other companies or organisations we work closely with, where necessary to provide our services or manage our business. These include:

  • PK Law Ltd;

  • AK Probate Ltd, which operates regulated probate services as a consultant practice of Nexa Law Ltd, an SRA-regulated law firm;

  • Rothley Law Ltd, who assist us with contentious probate matters;

  • The Barrister Group, who assist us in arranging counsel or referrals for certain matters requiring barristers or specialist legal input.

  All such organisations are required to handle your personal data in accordance with data protection law. They must keep your information confidential and use it only for the purposes described in this Privacy Policy. We ensure that any such data sharing is limited to what is necessary and is carried out securely and lawfully.

  Where appropriate, we will usually obtain your consent before sharing your data with any of these associated companies or partners, particularly where the sharing is not strictly required for providing your legal services.

  We may also share your personal data with third parties to whom we may choose to sell, transfer, or merge parts of our business or assets. Likewise, we may seek to acquire or merge with other businesses. If such a change occurs, the new owners may use your personal data in the same manner as outlined in this Privacy Policy. To maintain the quality of service, we will ensure that any such third parties are STEP practitioner-owned or STEP practitioner-managed, and are located within 10 miles of Nottingham City Centre.

• Service providers: We use trusted third-party companies to support our business. These include, for example, IT and cloud service providers (who might store or process data securely on our behalf), payment processors, delivery and courier services (to send documents), and analytics or marketing support services (to help improve our website and services). All our service providers are required to take appropriate security measures to protect your data, and they are not allowed to use your personal data for their own purposes. They will only process your data for specified purposes and in accordance with our instructions.

• Professional advisers and partners: We may share data with other professionals where necessary for your legal matter, such as barristers, mediators, medical or financial experts, or other specialist consultants. We will only share what is necessary and, when possible, will inform you in advance. For example, if we need to instruct a barrister or refer you to a specialist, we will explain this to you beforehand.

• Other parties with your consent: If a situation arises where sharing your information with a third party is desirable but not covered by the categories above, we will ask for your consent before doing so. For instance, if you would like us to introduce you to an external service provider (such as an insurance provider or financial planner), we would only share your details if you agree.

• Legal and regulatory authorities: If required by law or regulation, we may need to share your data with authorities such as courts, law enforcement agencies, regulators, government bodies, or the Information Commissioner’s Office. For example, we might have to disclose information to Her Majesty’s Revenue & Customs (HMRC) for tax purposes or to comply with a court order. We may also share information in order to exercise or defend our legal rights or in the context of a business transaction (such as if we were to merge or transfer part of our business in the future).

We will not share your personal data with anyone else for any other purpose unless we have a lawful basis to do so and have informed you or obtained your consent, as appropriate. We do not sell your personal information to third parties.

International Transfers

Generally, we store and process your personal data within the United Kingdom or the European Economic Area (EEA). However, some of our service providers (for example, cloud storage or email services) might store or process data in other countries. If we do transfer your personal data out of the UK (or EEA), we will ensure a similar degree of protection is afforded to it by implementing appropriate safeguards. For example, we may use specific legally approved contracts (often called ‘Standard Contractual Clauses’) or only transfer data to countries that have been officially deemed to provide an adequate level of data protection. These measures are designed to help protect your privacy and ensure that your rights are preserved. If you would like more information about international transfers of your personal data, please contact us.

Data Security

We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered, or disclosed. For example, we use secure servers, firewalls, encryption and access controls to protect your data. We also limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know it. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have procedures to deal with any suspected personal data breach. If a breach occurs that is likely to result in a risk to your rights and freedoms, we will notify you and the relevant regulator (the ICO) as legally required, and (where required by law) we will inform you as well.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and whether we can achieve those purposes through other means, as well as applicable legal requirements. In many cases, we are required by law or our professional regulations to keep records for a certain minimum period. For example, tax legislation or legal practice rules may require that we retain certain information about our clients and their matters for a number of years. Generally, we will not keep personal data for longer than necessary. When we no longer need your personal data, we will securely delete or destroy it.

Your Rights Under Data Protection Law

Under UK data protection laws, you have certain rights regarding your personal data. These rights include:

• Right to Access: You have the right to request a copy of the personal data we hold about you and to verify that we are processing it lawfully. This is commonly known as a ‘subject access request’.

• Right to Rectification: You have the right to ask us to correct or update any information you believe is inaccurate or incomplete. We will rectify any inaccuracies without undue delay.

• Right to Erasure: You have the right to request deletion of your personal data in certain circumstances (often called the ‘right to be forgotten’). For example, if your data is no longer necessary for the purpose for which it was collected, or if you withdraw consent and we have no other lawful basis to continue processing it, you can ask us to delete it. Please note this right is not absolute and may not apply in certain contexts (for instance, we might need to retain some information to comply with a legal obligation).

• Right to Restrict Processing: You have the right to ask us to suspend or restrict the processing of your personal data in certain scenarios. For example, if you contest the accuracy of the data, you can request that we restrict processing until the accuracy is verified.

• Right to Data Portability: For personal data that you have provided to us, you have the right (in certain situations) to receive that data in a structured, commonly used, machine-readable format and/or have it transmitted to another party. This right typically applies where we processed the data based on your consent or for the performance of a contract, and the processing is carried out by automated means.

• Right to Object: You have the right to object to our processing of your personal data when we are relying on “legitimate interests” as our legal basis (this includes any profiling based on those interests). You also have an absolute right to object if we are processing your data for direct marketing purposes.

• Right to Withdraw Consent: If we are processing any of your personal data based on your consent, you have the right to withdraw that consent at any time. Once you withdraw consent, we will stop the processing that was based on your consent. (Withdrawing consent will not affect the lawfulness of any processing we carried out before you withdrew your consent.)

These rights are subject to certain legal conditions and exceptions. If you wish to exercise any of these rights, please contact us (using the contact details provided in this policy). We will respond to your requests in accordance with applicable law. Normally, you will not have to pay a fee to exercise your rights. However, if your request is clearly unfounded, repetitive, or excessive, we may charge a reasonable fee or refuse to act on the request (as permitted by law).

We also note that you have rights relating to automated decision-making and profiling. However, we do not use your personal data to make solely automated decisions about you that have legal or similarly significant effects. All decisions involving your information include human oversight.

We may need to request specific information from you to confirm your identity and ensure your right to access your data (or to exercise any of your other rights). This security measure is in place to ensure that personal data is not disclosed to anyone who does not have the right to receive it. We will do our best to respond to all legitimate requests within one month. If we require additional time to respond, we will inform you accordingly.

Contacting Us and Complaints

If you have any questions, concerns, or wish to exercise your rights regarding your personal data, you can contact us using the information in the Contact Us section above. We appreciate the opportunity to address your concerns directly.

If you are not satisfied with how we have handled your personal data (or any privacy query or request you have raised with us), you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues.

• ICO website: ico.org.uk

• ICO telephone: 0303 123 1113

The ICO’s website has more information on how to report a concern. However, before you contact the ICO, we would be grateful for the chance to address your issue first – please consider contacting us to see if we can resolve the problem.

Changes to this Privacy Policy