This Policy many change from time to time to comply with guidance and regulation and should therefore be viewed regularly. This Policy was last reviewed in January 2018.
We may collect information in the course of providing legal services to you or as a result our day to day dealings with you or any of our clients.
The information we collect may include:
We use your personal information for the following purposes:
Occasionally, we may also use your information to contact you for market research regarding our services. However, we will only do this if you specifically consent and opt into this service.
We will not disclose your personal data to other organisations, unless required for the provision of our services or required by the law. Sometimes we may need to give information to our agents and subcontractors for the purpose of providing legal services. In these circumstances we always ensure that the information is safe and secure.
All our employees and data processors that have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our visitors’ personal data.
We have systems that protect our clients and ourselves against fraud and other crime. We may use your personal information to prevent crime and trace those responsible. We may check your details with fraud prevention agencies. If you give us false or misleading information and we suspect fraud, we will record this. We and other organisations may use and search these records to help us trace and prevent fraud and manage your accounts, or check your identity to prevent money laundering. With regards to money laundering checks we obtain documentation from you but also use a third party who carry out a variety of electronic checks to identify you.
On our website, accessible from www.kitsons-solicitors.co.uk, you can request information, apply for jobs, subscribe to marketing or support materials or register yourself.
Parts of the website contain links to third party websites and we are not responsible for any site you choose to visit in this way. The website does not have a secure transmission method. Thus it is possible that the information can be intercepted, lost, redirected, changed and read by other people. However, Kitsons values your trust and is committed to protecting the information you provide. To prevent unauthorised access, maintain accuracy and ensure proper use of information, we have employed physical, electronic and managerial processes to safeguard the information we collect on-line.
Links provided from the website are not covered by this Policy.
Electronic – All information which you provide to us in an electronic form (via this website or otherwise) will be stored securely on servers in the UK.
Paper – Any paper documentation which we hold will be held securely at one of our offices or at a secure storage facility.
Storage periods – Both paper and electronic files will in the normal course of business be kept for periods set out in the below table. The periods of time run from the end of the retainer (which is when all work and payment of our fees is complete).
|Acting for purchasers/vendor/mortgagers/mortgagees||6 years|
|Acting for vendor/purchaser on sale of whole title||6 years|
|Acting for vendor/purchaser who retains part of title||6 years|
|Wills, Probate and Administration|
|Will files||75 years|
|Where whole estate is wound up and distributed||6 years|
|Continuing trusts||50 years|
|Taxation files||20 years|
|Where no continuing obligation exists||6 years|
|From date when continuing obligations cease||6 years|
|Company formations||6 years|
|Commercial transactions||6 years|
|Company secretarial services||6 years|
|Contentious employment||6 years|
|Non-contentious employment||6 years|
|All other matters||6 years|
In addition to the above the following categories of information will be kept for the periods set out below.
|Initial enquiries made but matter not pursued (no file opened)||1 year|
|Client file opened but matter aborted prior to work being undertaken||6 years|
|Anti money laundering information||6 years|
|Client surveys, feedback and prize draw information||6 years|
On an annual basis we compile a list of all files where the storage period has expired. We then destroy all paper and electronic files (including anti money laundering information). We do not retain any identifiable data after this point without your explicit consent.
If you have any comments or questions about Kitsons or Kitsons use of your information or about this Policy, please send and email to firstname.lastname@example.org.
When you email us please remember that the content of your email is insecure and could be intercepted. Accordingly, please keep the amount of confidential information to a minimum and we will do the same when we reply.
Under the Data Protection Act 2018, you are entitled rectification of your data or for the data to be erased. However, you should be aware that Kitsons LLP must comply and take into account other legislation such as Anti-Money Laundering Regulations 2017 and Limitation Act 1980. As such it is Kitsons policy to hold your data for certain minimum periods of time (as set out above).
You are entitled to request a copy of the personal data we hold about you. We are obliged to provide this to you in an easily accessible form using clear and plain language within 28 days of receiving your written request. Under the Data Protection Act 2018 we are entitled not to respond or to charge a reasonable administrative fee if a request is manifestly unfounded or excessive. If we decide not to respond we will clearly explain the reasons for this and provide you with details of the relevant supervisory authority. Evidence or proof of your identity (for example, a passport or driver’s license and current utility bill) will be required.
If you feel that we have breached our obligations to you then you can contact the Information Commissioners Office, who is the UK’s independent authority set up to uphold information rights.