Our Code of Conduct

Code of Conduct Kindred UK Probate Research Ltd

Introduction

This Code of Conduct sets out the ethical, professional, and legal standards expected of all employees, directors, contractors, consultants, and representatives of Kindred UK Probate Research Ltd.

As a probate genealogy company, we provide specialist heir tracing and estate research services to legal professionals, local authorities, executors, administrators, trustees, and private clients. Our reputation depends upon maintaining the highest standards of professionalism, integrity, confidentiality, and compliance with applicable laws and regulations.

Everyone acting on behalf of the company is expected to understand and comply with this Code at all times.

1. Professional Integrity

All representatives of the company shall:

• Act honestly, fairly, and ethically.

• Never knowingly provide misleading or inaccurate information.

• Exercise independent professional judgement.

• Treat clients, beneficiaries, and colleagues with courtesy and respect.

• Avoid any conduct that could damage the reputation of the company or the wider probate genealogy profession.

2. Compliance with Law

We will comply with all applicable legislation and regulatory requirements, including but not limited to:

• Data protection legislation.

• Anti-money laundering legislation.

• Bribery legislation.

• Fraud prevention legislation.

• Equality legislation.

• Human rights legislation.

• Contract law.

• Consumer protection legislation where applicable.

Staff are expected to remain aware of legal developments relevant to their role.

3. Confidentiality

Information obtained during the course of our work is confidential.

Employees must:

• Protect client information at all times.

• Only disclose information where authorised or legally required.

• Store documents securely.

• Prevent unauthorised access to records.

• Avoid discussing confidential matters in public places.

Confidentiality obligations continue after employment ends.

4. Data Protection

Personal information shall be:

• Collected lawfully.

• Used only for legitimate business purposes.

• Kept accurate.

• Stored securely.

• Retained only for as long as necessary.

• Processed in accordance with company policies.

Any suspected data breach must be reported immediately.

5. Accuracy of Research

Probate genealogy relies upon careful research.

Researchers shall:

• Verify information using reliable sources.

• Clearly distinguish between verified facts and assumptions.

• Maintain accurate research records.

• Correct errors promptly.

• Ensure reports are supported by evidence wherever possible.

6. Client Relationships

We will:

• Act in the best interests of our clients.

• Provide clear and transparent information.

• Explain fees honestly.

• Respond promptly to enquiries.

• Keep clients informed of progress.

• Deliver services professionally and courteously.

We will never make promises that cannot reasonably be fulfilled.

7. Contact with Beneficiaries

When tracing potential beneficiaries we will:

• Approach individuals respectfully.

• Avoid undue pressure or harassment.

• Explain who we are and why we are making contact.

• Allow individuals sufficient time to consider any agreement.

• Encourage independent legal advice where appropriate.

• Respect a person's decision not to engage.

8. Conflicts of Interest

Employees must avoid situations where personal interests conflict with those of the company or our clients.

Any actual or potential conflict must be declared immediately.

Where appropriate, the company will implement measures to manage or eliminate the conflict.

9. Gifts and Hospitality

Employees shall:

• Never offer or accept bribes.

• Only accept reasonable hospitality that cannot influence professional judgement.

• Declare gifts above the company's reporting threshold.

• Decline any gift intended to influence business decisions.

10. Equality, Diversity and Inclusion

We are committed to providing a workplace free from discrimination.

Everyone will be treated fairly regardless of:

• Age

• Disability

• Gender reassignment

• Marriage or civil partnership

• Pregnancy or maternity

• Race

• Religion or belief

• Sex

• Sexual orientation

Bullying, harassment, victimisation, and discrimination will not be tolerated.

11. Respect in the Workplace

Employees are expected to:

• Treat colleagues with dignity and respect.

• Promote teamwork.

• Communicate professionally.

• Resolve disagreements constructively.

• Support an inclusive working environment.

12. Information Security

Company information must be protected through:

• Strong password practices.

• Secure document storage.

• Appropriate encryption where necessary.

• Careful handling of portable devices.

• Safe disposal of confidential documents.

• Compliance with cybersecurity procedures.

Suspicious emails or security incidents must be reported immediately.

13. Financial Integrity

Employees shall:

• Maintain accurate records.

• Submit truthful expense claims.

• Protect company assets.

• Avoid fraud or financial misconduct.

• Report suspected irregularities immediately.

14. Professional Competence

Staff are expected to:

• Maintain appropriate professional knowledge.

• Participate in training.

• Keep up to date with probate research techniques.

• Understand relevant legal developments.

• Share knowledge where appropriate.

15. Communications

All written and verbal communications should be:

• Professional.

• Accurate.

• Respectful.

• Clear.

• Honest.

Employees must not make public statements on behalf of the company unless authorised.

16. Social Media

Employees should:

• Protect confidential information.

• Avoid comments that may damage the company's reputation.

• Distinguish personal opinions from company views.

• Behave professionally online.

17. Reporting Concerns

Employees have a duty to report:

• Fraud

• Bribery

• Data breaches

• Conflicts of interest

• Unethical conduct

• Criminal activity

• Serious policy breaches

Reports will be investigated fairly and confidentially.

No employee will suffer retaliation for raising a genuine concern in good faith.

18. Environmental Responsibility

Where practicable, the company will:

• Reduce paper usage.

• Encourage digital working.

• Recycle responsibly.

• Reduce unnecessary travel.

• Consider environmental impacts in business decisions.

19. Compliance with this Code

Failure to comply with this Code may result in disciplinary action, which could include termination of employment or contract.

Serious misconduct may also be reported to relevant authorities where appropriate.

Review

This Code of Conduct will be reviewed periodically to ensure it remains current with legal requirements, industry best practice, and company values.

All employees are expected to confirm that they have read, understood, and agreed to comply with this Code.

Document Control

Document Title: Code of Conduct

Owner: Stephen Phillips, co-Director

Version: 1.0

Effective Date: 01/01/2018

Review Date: 01/01/2027

Approved By: Stephen Phillips, co-Director