Macbeth is committed to providing the highest possible degree of personal privacy and confidentiality in communication and in access to the records of potential beneficiaries to an estate. All Macbeth staff and overseas researchers abide by the following Confidentiality Policy and sign confidentiality agreements.
Manner and purpose of collection of personal information
Employees of MACBETH are only to collect and/or document personal information which is directly relevant to our work. Such information is collected by lawful means.
Solicitation of personal information from a beneficiary of an estate
Each beneficiary has a right to be aware of what information is required; the purpose for which the information is being collected and who MACBETHS allows to have access to such information. Any personal information collected by MACBETHS must be relevant to the purpose. Additionally, employees are to ensure, to the best of their ability that the information collected is up to date, complete and does not intrude to any unreasonable extent upon the personal affairs of the individual concerned.
If a staff member is found to know a beneficiary personally they are removed from a particular file and our client is notified.
Information relating to records
MACBETHS has and will continue to have possession of records (including those that are kept electronically) which contain personal information. It is therefore necessary that:
- Secure safeguards are in place to protect the information from loss, unauthorised access, unauthorised use, modification, disclosure or any misuse.
- Data is kept in our Hampton Office with back ups securely kept on computer at another address in Hampton.
- Computers are password protected and external computer is encrypted.
- Macbeth’s office is locked when not in use.
Access to records containing personal information
- Estate records are kept in paper files in file cabinets.
- Working papers are kept electronically on computers
- All staff have access to both types of records.
Personal information to be used for relevant purposes
MACBETH staff use personal information for the purpose which is directly relevant to the service we provide, that is to administer deceased estates under relevant state and overseas legislation. All MACBETH staff sign a confidentiality agreement, which outlines the agreement for all information relating to service users being confidential.
Any information released by Macbeth is to the executor, administrator, solicitor acting for an executor, or court, our client for the sole purpose of administrating an estate.
Limits on use and disclosure of personal information
Employees shall not use or disclose personal information for any purpose, which is not directly relevant to MACBETHS unless:
- The individual concerned has consented to the use and/or disclosures of the information or an agreed part of the information for that other purpose;