This Privacy Policy applies to all data we receive from you whether this is obtained in paper form, over the phone or electronically. We will collect and process your personal data when you contact us to make enquires via our website, telephone or email, and/ or when you instruct us to assist you, and during the course of your instruction.
Kitson Boyce is the controller responsible for your data and 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 may change from time to time to comply with guidance and regulation and should therefore be viewed regularly. This Policy was last reviewed in May 2024.
It is vital that the data we hold on you remains up to date and is accurate, therefore if your personal data changes please do let us know.
We may collect information in the course of providing legal services to you or as a result of our day to day dealings with you or any of our clients. We will collect your data in the following ways:
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.
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
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 and maintain the security and integrity of our 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.kitsonboyce.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, Kitson Boyce 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.
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 |
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.
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
If you wish to exercise any of the rights set out above, please contact our Data Protection Manager whose details are below.
If you have any comments or questions about Kitson Boyce or the firm’s use of your information or about this Policy, please send an email to [email protected].
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 Manager Rory Wakeling on 01752 603040 or email: [email protected].
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 Kitson Boyce LLP must comply and take into account other legislation such as Anti-Money Laundering Regulations 2017 and Limitation Act 1980. As such it is Kitson Boyce’s 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 www.ico.org.uk, who is the UK’s independent authority set up to uphold information rights.