Privacy Policy

1. Introduction

Roberts Smith Solicitors is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services or visit our website.

We are registered with the Information Commissioner's Office (ICO) as a data controller. This means we are responsible for deciding how we hold and use personal information about you.

2. Information We Collect

We may collect and process the following types of personal data:

2.1 Personal Identification Information

• Full name, date of birth, and gender
• Contact details (address, email, telephone numbers)
• National Insurance number
• Identification documents (passport, driving licence)
• Employment details and financial information

2.2 Sensitive Personal Data (Special Categories)

Depending on the nature of your legal matter, we may need to process sensitive personal data, including:

• Financial records and mortgage documentation
• Information about legal proceedings

2.3 Information About Third Parties

You may provide us with information about other individuals (e.g., joint buyers, family members, other parties to a transaction). You must ensure these individuals are aware that you are providing their information to us.

2.4 Technical Information

• IP address and browser type
• Device information
• Website usage data through cookies
• Communication records (emails, letters, phone calls)

3. How We Collect Your Information

We collect personal data through:

• Direct interactions with you (in person, by phone, email, or post)
• Contact forms on our website
• Client intake questionnaires
• Third parties such as mortgage lenders, surveyors, estate agents, and other parties involved in your transaction
• HM Land Registry and local authority searches
• Automated technologies (cookies and similar tracking technologies)

4. How We Use Your Information

4.1 Providing Legal Services

• Conducting client identification and verification (AML/KYC requirements)
• Advising you on your property transaction or legal matter
• Preparing legal documents and correspondence
• Liaising with mortgage lenders, estate agents, and other solicitors
• Registering transactions at HM Land Registry

4.2 Business Administration

• Managing client accounts and billing
• Maintaining accurate records
• Responding to enquiries and complaints
• Quality assurance and training purposes

4.3 Legal and Regulatory Compliance

• Complying with our obligations under the Solicitors Regulation Authority (SRA) Standards and Regulations
• Meeting anti-money laundering and counter-terrorism financing requirements
• Complying with court orders and legal obligations
• Preventing and detecting fraud or crime

4.4 Marketing (with your consent)

• Sending information about our conveyancing services
• Providing updates on legal developments relevant to property owners and landlords

5. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contractual Necessity: Processing is necessary for the performance of our contract with you
• Legal Obligation: We must process your data to comply with legal and regulatory requirements
• Legitimate Interests: Processing is necessary for our legitimate business interests (e.g., record-keeping, quality assurance) provided this does not override your rights
• Consent: You have given explicit consent for specific processing activities (e.g., marketing communications)

6. Sharing Your Information

We may share your personal data with the following categories of recipients:

• Mortgage Lenders: As required for your remortgage or purchase transaction
• HM Land Registry: To register your property transaction
• Estate Agents and Surveyors: In connection with your property transaction
• Opposite Party's Solicitors: As necessary for the conduct of your transaction
• Third-Party Service Providers: IT service providers, document management, cloud storage
• Regulatory Bodies: SRA, Legal Ombudsman, ICO, or other regulatory authorities
• Law Enforcement: Where required by law or to prevent/detect crime

7. International Transfers

We primarily store and process your data within the United Kingdom. If we need to transfer your data outside the UK, we will ensure appropriate safeguards are in place to protect your information in accordance with UK GDPR requirements.

8. Data Security

We have implemented appropriate technical and organisational security measures to protect your personal data, including:

• Encrypted data storage and transmission
• Secure access controls and authentication
• Regular security assessments and updates
• Staff training on data protection
• Confidentiality agreements with staff and third parties
• Secure document destruction procedures

9. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including:

• While we are providing legal services to you
• To comply with legal, regulatory, and professional obligations (minimum 6 years from conclusion of matter)
• To establish, exercise, or defend legal claims

10. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: You can request a copy of the personal data we hold about you
• Right to Rectification: You can ask us to correct inaccurate or incomplete data
• Right to Erasure: You can request deletion of your data in certain circumstances
• Right to Restriction: You can ask us to limit how we use your data
• Right to Data Portability: You can request your data in a portable format
• Right to Object: You can object to certain types of processing

To exercise any of these rights, please contact us at info@roberts-smith.co.uk. We will respond within one month.

11. Cookies and Website Analytics

Our website uses cookies to improve your browsing experience.

• Essential Cookies: Necessary for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings

You can manage cookie preferences through your browser settings.

12. Marketing Communications

We will only send you marketing communications if you have consented to receive them. You can opt out at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us at info@roberts-smith.co.uk
• Calling us on 01282 619000

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated policy on our website with a revised date.

14. Complaints

If you have any concerns about how we handle your personal data, please contact us first. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):