Data Protection and Privacy Notice

We use the personal data you provide to us in order to deliver legal services and to manage your matter. This includes maintaining client records, communicating with you, carrying out your instructions, and meeting our legal, regulatory and professional obligations.

Our lawful bases for processing your data are typically the performance of a contract, compliance with legal obligations, and our legitimate interests in the proper administration of our practice. In limited cases we may rely on consent, which can be withdrawn at any time.

We may share your information where necessary for your matter, including with HM Land Registry, HM Revenue and Customs, mortgage lenders, estate agents, managing agents, search providers, courts, and other professional advisers, etc.

We retain client files in accordance with legal, regulatory and professional requirements, normally for at least six years after completion of your matter.

You have rights in relation to your personal data, including the right to access, rectification, erasure in certain circumstances, restriction, objection, and data portability. You also have the right to complain to the Information Commissioner’s Office (ICO).

Privacy Notice

1. Introduction

This Privacy Notice explains how we collect, use, store and protect your personal data when you use our services or website.

We are committed to handling personal data lawfully, fairly and transparently in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who we are

We are a firm of solicitors providing residential property services and associated legal services.

We are the data controller responsible for your personal data.

Our contact details are available on our website.

3. Information we collect

We may collect and process the following personal data:

• Identity information such as name, date of birth and identification documents
  • Contact details such as address, email and telephone number
  • Property and transaction information, including title documents, lease details and search results
  • Financial information relevant to your transaction
  • Bank details for payments and fund transfers
  • Anti money laundering and identity verification information
  • Information received from third parties such as estate agents, mortgage lenders, managing agents, HM Land Registry and search providers
  • Correspondence and communications relating to your matter

We only collect information necessary to provide legal services and meet legal and regulatory obligations.

4. How we use your personal data

We use your personal data to:

• Provide legal services in conveyancing, leasehold matters and other associated legal services
  • Verify identity and carry out anti money laundering checks
  • Communicate with you and other parties involved in your transaction
  • Carry out searches, applications and registrations with HM Land Registry and other bodies
  • Process payments and financial transactions
  • Maintain client records
  • Comply with legal, regulatory and professional obligations
  • Manage and improve our services

5. Lawful basis for processing

We process your personal data under the following lawful bases:

• Contract, where processing is necessary to provide legal services to you
  • Legal obligation, including anti money laundering and regulatory requirements
  • Legitimate interests, including administration and management of our practice
  • Consent, in limited circumstances such as optional communications, which you may withdraw at any time

6. Sharing your personal data

We may share your personal data where necessary for your matter or where required by law. This may include with, without prejudice to the generality of the foregoing:

• HM Land Registry
  • HM Revenue and Customs
  • Mortgage lenders and financial institutions
  • Estate agents and managing agents
  • Search providers and conveyancing platforms
  • Barristers, surveyors and other professional advisers
  • Courts, tribunals and regulatory bodies

All third parties are required to handle your data securely and in accordance with data protection law.

7. Data security

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure or alteration.

Access is restricted to those who need it to carry out their duties.

8. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, regulatory and professional requirements.

For legal matters, we normally retain client files for at least six years after completion, unless a longer period is required.

After this period, data is securely deleted or destroyed.

9. Your rights

You have the following rights under data protection law:

• Access to your personal data
  • Rectification of inaccurate or incomplete data
  • Erasure of your personal data in certain circumstances
  • Restriction of processing in certain circumstances
  • Objection to processing based on legitimate interests
  • Data portability in certain circumstances

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have handled your personal data. Further information is available at www.ico.org.uk

10. International transfers

We do not routinely transfer personal data outside the United Kingdom.

If this becomes necessary, we will ensure appropriate safeguards are in place to protect your data.

11. Cookies

Our website may use cookies and similar technologies to improve functionality and understand how the website is used.

You can control or disable cookies through your browser settings.

12. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. Any changes will be posted on this page.

13. Contact us

If you have any questions about this Privacy Notice or how we handle your personal data, please contact us using the details on our website.