Privacy Policy

Kitsons Solicitors - Privacy Policy

Privacy Policy

This Privacy Policy applies to all data we receive from you whether this is obtained in paper form or electronically. Kitsons will ensure that any data received will be processed in accordance with the principles of the Data Protection Act 2018 and this Policy.

 

This Policy sets out how we will use the personal information that we obtain, generate and process. Your personal information will be held and used in accordance with this Privacy Policy.

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.

Information we collect and process

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:

  • name, address, telephone, email address
  • your occupation and professional history
  • contact preferences
  • information contained in any documentation which you send to us either in paper or electronic form or
  • information that we collect, use and process in the course of our business
  • information that you provide to us by completing surveys or entering prize draws.

How we use your personal information

We use your personal information for the following purposes:

  • to communicate with you
  • to update you on services and benefits
  • to better understand who uses the website and the pages they access so as to be able to improve the website and
  • to help us understand your needs and interests and provide you with a better service
  • to manage our business to prevent money laundering and/or terrorist financing
  • for any other legitimate use in the course of our business
  • to enforce or protect our rights

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.

Disclosure of your personal information

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.

Kitsons Website

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.

We do not use cookies for collecting personal information. You can browse the website without disclosing your personal data.

Links provided from the website are not covered by this Policy.

Where do we store your personal information and for how long?

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).

Specialism Period
Conveyancing
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
Family/Matrimonial Matters
Where no continuing obligation exists 6 years
From date when continuing obligations cease 6 years
Corporate transactions
Company formations 6 years
Commercial transactions 6 years
Company secretarial services 6 years
Litigation 6 years
Employment
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

File destruction

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.

Contact us

If you have any comments or questions about Kitsons or Kitsons use of your information or about this Policy, please send and email to advice@kitsons-solicitors.co.uk.

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.

For any enquiry or concern about our Privacy Policy, or to request access to your personal data please contact our Data Protection Officer: – Nicholas Johnson on 01392 455966 or email: nicholas.johnson@kitsons-solicitors.co.uk.

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.