Data Information Notice
We are a firm of property lawyers and this notice is provided to you regarding the data we hold about you as a client.
As your property lawyer, we are a Data Controller as we hold various information about you and information relating to your instructions to us.
How we obtained your data
This has been provided by you when completing our application forms as part of your instruction process. We may also hold additional information which has been provided by you or by third parties to us at a later stage in connection with your instructions.
The data we hold
The information we hold about you may include (but will not be limited to) all or part of the following:
- Your name, e-mail address, telephone numbers, date of birth, address (including any previous addresses), marital status, National Insurance number;
- Information on the property which is subject to the instructions you have given us;
- Your bank account details, including the account number and sort code and any bank statements you have provided to us.
We will not normally hold information about children.
Why we need to hold your data
We need to hold your data for the following purposes:
- To allow us to carry out due diligence on clients including carrying out identification and anti money laundering checks
- To allow us to contact you and perform our duties to your under the terms of our contract with you
- To help us manage your instructions in connection with your property
- To enable us to provide you with any services and information which you have requested
- To analyse so we can administer and improve the service that we provide and develop our business, and
- For all other purposes which are consistent with the proper performance of our business and service to you.
Sharing your data with others
Your information may be shared in the following circumstances
- To allow us to carry out checks, and obtain reports and references in connection with carrying out due diligence on you as a client,
- To provide such information as is necessary to any third parties who will need to be involved in the transaction.
- To provide to the Home Office if we are required to do so under the Anti Money Laundering regulations
- To any official bodies such as Local Authorities, County Councils, freeholders, managing agents or other relevant person in connection with your instructions
- To HM Revenue and Customs or other government department under any legal duty we may owe to them.
- We may also need to share information with other property lawyers, solicitors, agents, mortgage brokers, financial advisors, court agents, surveyors and valuers.
Where your data is held:
Your data is held at the following secure locations
- On our office server
- On our off-line daily backups
Your data will only be held within the UK. If we use a cloud storage service or if one of the services or third party contractors used by us stores data in a cloud server this will only be in circumstances where safeguards have been put in place for its protection, in compliance with the Data Protection legislation in the UK.
How long we will hold your data
We are required to retain your data for up to 6 years for sale transactions or up to 14 years for all other transactions after your transaction has completed or been aborted. This is in case of legal issues arising or in case we are required to provide information to HMRC or for some other official reason.
After this period of time has ended we will delete your data from our files and from any data processors we have used to store your data.
- The right to ask for a copy of the information we hold about you in our records
- The right to ask us to correct any inaccuracies in the information we hold
- The right to ask us to stop sending you any marketing information, and
- (Subject to our right to retain information under contract or where we have a legitimate interest in retaining it or as required under law) the right to delete your personal data from our systems.
Further, if after first making a complaint to us, you consider that we have not dealt with your data correctly, note that you have the right to complain to the Information Commissioner's Office
Updating this Information Notice
This information notice was issued in 2019. It may be updated from time to time to reflect any changes we may make in how we use your data or any changes in Data Protection law or practice. We will endeavour to let you have any updated versions as soon as reasonably practicable.