What information do we collect?
We will collect personal information when you engage us to provide legal advice to you. This information will normally be names and former names, addresses, e-mails, telephone numbers and dates of birth of people such as you, the beneficiaries named in a Will and attorneys named in a Lasting Power of Attorney, and basic family and financial information we need in order to draft documents for you that reflect your personal situation.
We may ask for copies of utility bills and identification for you and any beneficiaries in order to comply with money laundering regulations.
Hudsons Solicitors rarely needs to collect sensitive ‘special category’ personal data such as information relating to health, politics or religion, but in the event that such special category data is required for our work we shall obtain your express consent to collect, hold and process this information.
Basis of processing
The primary legal basis under the GDPR for the processing of personal data by Hudsons Solicitors is so we can perform the contract that we have with you. The information that we collect from you is necessary for us to be able to carry out the services you require from us effectively, and so we can fulfil our legal and regulatory obligations as a solicitor’s firm.
Sharing of information
For the purpose of delivering our legal services to you we may need to send personal information to third parties. For example, we may share information with:
IT support company (1st Computer Services);
Insight (Accounts software provider);
Remote typist (Type Like the Wind) for typing up file notes;
The Land Registry (for example where we carry out property and bankruptcy searches);
Our accountants (Azets) who carry out an annual audit for the Solicitors Accounts Rules;
Our business accountants (Phil Curl Accountancy Ltd);
Our professional indemnity insurers (Miller);
Firms of solicitors to whom we refer matters such as contested probate matters or conveyancing who may ask us to forward our ID check.
Our bank (Handelsbanken UK) where we may hold funds on your behalf in the firm’s client account.
We may enter beneficiaries’ bank account details on the bank’s secure site in order to pay legacies. We will delete the details as soon as we are confident there will be no further payments to that beneficiary
Conveyancing lawyer, if a property is being sold from the estate and they wish us to confirm a beneficiary’s identity or to transfer proceeds of sale to us;
The probate registry;
Lasting Powers of Attorney:
- The Office of the Public Guardian.
We may also be required by law to supply personal information to fulfil our legal obligations, for example in respect of the prevention of money-laundering, tax evasion or other financial crime.
We will not share personal information for marketing purposes with any other sole trader, firm or company. If we wish to supply information to another law firm as a merging or successor practice, this will only be done with the express consent of you, and in accordance with our professional obligation of client confidentiality.
How long do we keep personal information?
We will retain personal data securely after we have completed our contract for legal services to comply with regulatory requirements to retain such data for specified minimum periods, and in case we are required to defend any future claim against us. We may therefore retain personal data for a minimum of six years. Will files may be kept indefinitely.
Further communications and marketing
After completing our contracted legal work for you, we may occasionally like to contact you by e-mail or by post when, in accordance with the GDPR, there is a legitimate interest.
Your right to access the personal information we hold
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please e-mail or write to us using our contact details below and we will respond to this access request within one month.
Deletion of personal information
You have the right to request deletion of your personal data and we will comply with this request, subject to our regulatory and legal obligations.
How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact Jonathan Hudson at email@example.com.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via Live Chat on https://ico.org.uk/make-a-complaint/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.