Privacy Notice Data Protection Act 1998 and the General Data Protection Regulations (as they come into force)
We may obtain, use, process and disclose personal data about you in order that we may discharge service for you, and for any related purposes including updating client records, analysis for management purposes and statutory returns, crime prevention and legal and regulatory compliance. You have a right of access, under data protection legislation, to the personal data that we hold about you. For the purposes of the Data Protection Act 1998, the Data Controller in relation to personal data supplied about you is Philip Hall. You also authorise us to share information, electronically or otherwise, regarding your matter, including your personal details, with any estate agent, solicitor, mortgage adviser, accountant, mortgage lender or other party involved in the transaction and to discuss the matter generally with them as may be necessary to proceed with your instructions.
Storage of papers and documents
On completion of our work and payment of our fees, we will return to you any records or other documents you have provided to us for that work. We reserve the right to retain all papers until all our invoices have been paid in full. Unless you instruct us otherwise, we will retain files for a minimum period of six years on property sales and 15 years for all other conveyancing matters (other than for abortive work) but after that may destroy them without any further reference to you. Apart from original deeds papers can be stored electronically. If we retrieve papers or documents from storage in relation to continuing or new instructions to act in connection with your affairs, we will not normally charge for such retrieval. However, we may make a charge based on time spent for producing stored papers, records or documents to you or another at your request. We may also charge for reading, correspondence or other work necessary to comply with your instructions.
1. DATA PROTECTION
1.1. We use the information you provide primarily for the provision of legal service to you and for related purposes, including:
1.1.1. Updating and maintaining client records
1.1.2. Analysis for practice management
1.1.3. To enable providers of third party services to contact you where you have said you are interested in their services
1.1.4. Making statutory returns
1.1.5. Legal and regulatory compliance, eg. compliance with anti-money laundering procedures
1.2. Our use of that information is subject to your instructions, the Data Protection Act 1998 and the General Data Protection Rules (as they supersede the Act), statutory and regulatory requirements and our duty of confidentiality. Please note that our work for you may require us to give information to third parties such as estate agents and conveyancers acting on the other side of transactions. You have a right of access under data protection legislation to the personal data we hold about you.
1.3. We will not hold onto your personal data longer than necessary, but our regulatory requirements are to retain property related files for 15 years, except sale files where the requirement is just 6 years.