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Clients or individuals employed or engaged by our clients

This is a schedule of the categories of personal data processed by us about clients or individuals employed or engaged by our clients, as referred to in our Personal Data Processing Policy.

Type of personal data

Source

Purpose(s)

Legal basis for processing

Retention period

Recipients

Contact details

Directly from you, your colleagues, other professional advisers or other parties involved in a matter (as appropriate)

Confirming our engagement, taking instructions, communicating with you and administering the relationship between us (including billing and credit control)

  • Performance of our contract with you (where you have appointed us personally)
  • Legitimate interest in the administration and management of client matters (where you are employed or engaged by our client)

Unless you ask us to retain our file for longer or we have a good reason, we retain most files for 7 years from the file archive date (or 7 years from initial contact, if we are not engaged). However we may retain files for longer or shorter periods depending on the nature of the matter and any applicable limitation periods. We retain Wills and Lasting Powers of Attorney indefinitely unless we are informed that the testator or grantor (as appropriate) has died

  • Other parties and professional advisers as necessary
  • Government agencies and bodies (such as HMRC, Courts, tribunals, local authorities and Land Registry) in the course of a matter
  • Regulatory and law enforcement agencies and bodies where required of us (including the Solicitors Regulation Authority)
  • Debt collection agencies (where necessary)
  • Legal directories (where you agree to be a referee)

Marketing our services to you by post or by email (where you have given your consent or, as a client or prospective client, you have not opted-out)

Legitimate interest in marketing and promoting relevant services offered by us

Until you unsubscribe/object to direct marketing or we believe you are no longer interested in receiving marketing communications

  • External marketing agencies engaged by us
  • Third party email marketing and analytics platforms
  • Suppliers and service providers providing administrative and technical services

Employment information (such as your job title, employment history, accreditations and qualifications)

Directly from you, your colleagues, other professional advisers or other parties involved in a matter (as appropriate)

Confirming our engagement, identifying whether you have authority to provide instructions, knowing the identity of those we have dealings with

  • Performance of our contract with you (where you have appointed us personally)
  • Legitimate interest in the administration and management of client matters (where you are employed or engaged by our client)

In line with our file retention policy as set out above

  • Other parties and professional advisers as necessary
  • Legal directories (where you agree to be a referee)

Marketing our services to you by post or by email (where you have given your consent or, as a client or prospective client, you have not opted-out)

Legitimate interest in marketing and promoting relevant services offered by us

Until you unsubscribe/object to direct marketing or we believe you are no longer interested in receiving marketing communications

  • External marketing agencies engaged by us
  • Third party email marketing and analytics platforms

Identity documentation and supporting records

Directly from you, your colleagues or other professional advisers (as appropriate)

Undertaking ‘Know Your Client’ checks in line with our legal and professional obligations

  • Compliance with our legal obligations under proceeds of crime, terrorist financing and anti-money laundering legislation
  • Legitimate interest in knowing the identity of those we have dealings with
  • Consent (in certain circumstances)

5 years from the date on which our relationship has ended or 5-10 years from the date that any related transaction completed, unless we have a good reason

  • Other parties and professional advisers who wish to verify your identity, with your consent
  • Regulatory and law enforcement agencies and bodies where required of us

Trust deeds, amendments, trustee appointments and supporting records

Us, directly from you or other professional advisers (as appropriate)

Preparing, administering and management the trust

  • Performance of our contract with you (where you have appointed us personally)
  • Legitimate interest in the administration and management of client matters (where you are employed or engaged by our client)

End of the relevant trust period plus 6 years, unless we have a good reason

  • Other parties and professional advisers as necessary
  • Government agencies and bodies (such as HMRC, Courts, tribunals, local authorities and Land Registry) as necessary
  • Regulatory and law enforcement agencies and bodies where required of us

Invoices, credit notes and supporting records

Our invoicing systems

Invoicing you for our agreed fees

  • Performance of our contract with you (where you have appointed us personally)
  • Legitimate interest in the administration and management of client matters (where you are employed or engaged by our client)

6 years from the relevant invoice date

  • Our auditors
  • HMRC
  • Regulatory and law enforcement agencies and bodies where required of us (including the Solicitors Regulation Authority)

Financial information (including bank details and transaction records)

Directly from you, other professional advisers or third party credit reference agencies (as appropriate)

Administering payments to or from you, making payments on your behalf, retaining evidence of transactions and confirming your ability to pay costs relating to a matter (as appropriate)

  • Performance of our contract with you (where you have appointed us personally)
  • Legitimate interest in the administration and management of client matters (where you are employed or engaged by our client)
  • Consent in the case of undertaking a third party credit check
  • Account details may be retained in transaction records for 6 years from the relevant invoice or transaction date, but will be confirmed each time they are required for future transactions
  • Credit checks will be deleted after we have established creditworthiness and confirmed our engagement
  • Other parties and professional advisers as necessary
  • HMRC
  • Regulatory and law enforcement agencies and bodies where required of us (including the Solicitors Regulation Authority)

Client feedback and surveys

Directly from you

Evaluating the quality of our services and service improvement

Legitimate interest in reviewing service delivery and promoting service improvement (though participation in surveys is optional)

Where feedback is provided directly in relation to matter, this will be retained on file in line with our file retention periods. Otherwise, personal data are removed as soon as possible

External marketing agencies engaged by us (though details will be anonymised where possible)

Other personal data which is provided to or obtained by us (for example by reviewing documents) in order to provide our services (which may include special categories of personal data and personal data relating to criminal convictions and offences)

Directly from you, your colleagues or other professional advisers (as appropriate)

Taking instructions and providing our services

  • Performance of our contract with you (where you have appointed us personally)
  • Legitimate interest in the administration and management of client matters (where you are employed or engaged by our client)
  • Compliance with our legal obligations (in certain circumstances)
  • Consent (in certain circumstances)

Unless you ask us to retain our file for longer or we have a good reason, we retain most files for 7 years from the file archive date. However we may retain files for longer or shorter periods depending on the nature of the matter and any applicable limitation periods. We retain Wills and Lasting Powers of Attorney indefinitely unless we are informed that the testator or grantor (as appropriate) has died

  • Other parties and professional advisers as necessary
  • Government agencies and bodies (such as HMRC, Courts, tribunals, local authorities and Land Registry) as necessary
  • Regulatory and law enforcement agencies and bodies where required of us
 

To find out how we can help you or your business, get in touch.

Give us a call:

0117 906 9400

 
 
 
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