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Privacy Policy

Last Updated: October 24, 2025

This Privacy Policy describes how Britannia Trustees Ltd we collects, uses, and discloses information in connection with your use of our website, www.britanniatrustees.co.uk, and our trust and financial services (collectively, the "Services").

We are committed to protecting the privacy and security of the highly sensitive and confidential information entrusted to us by our clients.

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1. Information We Collect

We collect several types of information from and about users of our Services, including:

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A. Personal Identifiable Information (PII)

PII is information that can be used to identify you directly. We collect PII when you engage with our Services, such as when you create an account, communicate with our trustees, or use our digital tools. This information may include:

  • Identity Data: Name, date of birth, government-issued identification numbers, and contact information (address, email address, phone number).

  • Financial Data: Income, assets, investment details, banking information, tax identification numbers, and details regarding beneficiaries or trust holdings.

  • Estate Planning Data: Details of wills, trusts, and other fiduciary instruments, family relationships, and sensitive personal histories necessary for the trust formation and administration process.

  • Technical Data: Internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

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B. Usage Data (Non-PII)

This is data related to how you use our website, including details of your visits to our site, traffic data, location data, logs, and other communication data, as well as the resources you access and use on the website.

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C. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (such as web beacons and pixels) to track activity on our Service and to store certain information. You can instruct your browser to refuse all cookies or to notify you whenever a cookie is sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

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2. How We Use Your Information

We use the information we collect for various purposes, primarily to provide, maintain, and improve our Trust services:

  • Service Provision: To establish and administer trusts, manage fiduciary assets, process transactions, and fulfil our contractual and fiduciary duties to you.

  • Security: To verify your identity and protect against fraud, unauthorised access, and other illegal activity, which is crucial given the nature of our services.

  • Communication: To send you service announcements, security alerts, and support messages, as well as marketing or promotional communications (where you have opted in).

  • Legal Compliance: To comply with legal and regulatory obligations, including Know Your Customer (KYC) requirements, anti-money laundering (AML) checks, and tax reporting.

  • Website Improvement: To monitor and analyse usage and trends to improve and customise the website and user experience.

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3. Disclosure and Sharing of Information

We understand the highly confidential nature of the data we handle. We only share your PII in the following limited circumstances:

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A. Fiduciary and Professional Partners

We may share your PII with trusted professional parties essential for the administration of the Trust services, including:

  • Legal counsel, attorneys, and independent accountants.

  • Financial institutions, custodians, and asset managers.

  • Regulators, auditors, and government agencies, as required by law.

  • Other professional service providers who assist us in operating our business and providing the Services (e.g., cloud hosting providers and secure data storage providers).

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B. Legal Requirements

We may disclose your PII if required to do so by law or in good faith belief that such action is necessary to:

  • Comply with a legal obligation (e.g., subpoena, court order).

  • Protect and defend the rights or property of Britannia Trustees Ltd.

  • Prevent or investigate possible wrongdoing in connection with the Service.

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C. Business Transfers

In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company, your information may be among the assets transferred. We will notify you via email and/or a prominent notice on our Service of any such change in ownership or control of your PII.

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4. Data Security

We have implemented robust technical and organisational measures to secure your PII from accidental loss and unauthorised access, use, alteration, or disclosure. These measures include:

  • Encryption of data both in transit and at rest.

  • Multi-factor authentication for access to sensitive systems.

  • Regular security audits and vulnerability assessments.

  • Strict internal access controls are limited to employees who need the information to perform their job.

However, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

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5. Data Retention

We will retain your PII only for as long as necessary for the purposes set out in this Privacy Policy, including for the duration of our fiduciary relationship with you, and for a period thereafter as required to comply with our legal obligations, resolve disputes, and enforce our agreements.

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6. Your Data Protection Rights

Depending on your location and jurisdiction, you may have the right to:

  • Access: Request copies of your PII we hold.

  • Rectification: Request that we correct any information you believe is inaccurate or incomplete.

  • Erasure (The Right to be Forgotten): Request that we erase your PII, subject to our overriding legal and fiduciary obligations to retain certain records.

  • Object to Processing: Object to our processing of your PII under certain conditions.

To exercise any of these rights, please get in touch with us using the contact details provided in Section 8.

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7. Children's Privacy

Our Service is not intended for use by anyone under the age of 18 ("Children"). We do not knowingly collect PII from Children. If you become aware that a Child has provided us with PII, don't hesitate to get in touch with us. If we become aware that we have collected PII from Children without verification of parental consent, we will take steps to remove that information from our servers.

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8. Contact Us

If you have any questions about this Privacy Policy, our data practices, or your rights, please get in touch with us at:

Britannia Trustees Ltd Address: 272 Bath Street, G2 4JR Glasgow (UK) Email: info@britanniatrustees.co.uk Phone: +44 141 3541625

Different jurisdictions have different legal obligations regarding what must be included in a Privacy Policy. You are responsible for ensuring you comply with the relevant legislation for your activities and location. 

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