Martin Lee & Co. takes the security of your data very seriously. This Notice sets out what data we may collect from you, how we use it and how long we will keep it.  This notice should be read in conjunction with our Data Security Policy.

  1. What information do we collect?

The data we collect from our clients (and in some cases from witnesses in litigation cases we are involved in and beneficiaries in probate matters we are dealing with) includes but is not limited to:-

  • Name
  • Address
  • Email address
  • Telephone number
  • National Insurance number
  • Details of properties owned
  • Bank details – account name, number and sort code
  • Source of funds for purchasing a property
  • Detailed reasons for seeking advice
  • Information about your medical condition
  • Any other information provided by clients

We request sight of original documents for ID purposes, because we are required to check ID, and keep copies of the same, which can include:

  • Birth certificates
  • Passports
  • Driving licence
  • Bank card
  • Other form of photo ID
  • Proof of residence such as utility bill.
  1. What information do we process?

We process information received from local authority clients, housing association clients, estate and managing agents, mortgage lenders, opponents in litigations cases and individuals on the other side for conveyancing transactions which can include but is not limited to:-

  • Tenants’/residents’ names, addresses, telephone numbers and email addresses
  • Tenancy agreements
  • House files – paper and electronic
  • Incident diaries including but not limited to recordings
  • Third party correspondence
  • Mortgage account information
  1. How do we use this information?

We use the information provided to us:

  • To establish ID
  • To enter into a retainer with our clients
  • To carry out their instructions
  • To make payments to clients and third parties
  1. With whom will we share personal data?

We will not share personal data provided by you with any third parties other than where it is required to act upon your instructions or to fulfil our legal obligations.  In this regard we may have to share personal data with the following:

  • Our IT support providers
  • HMRC
  • Process servers
  • Experts
  • Translation services
  • Solicitors instructed by other parties
  • Mortgage lenders
  • Court
  • Transcription services
  • Costs draftsman
  • Our Accountant and any auditor
  • Solicitors’ Regulation Authority
  • Companies House
  • HM Land Registry
  • The Probate Registry

This list is not exhaustive but gives some examples of third parties with whom we may have to share your personal data

Personal data may have to be shared with government authorities and/or law enforcement officials in certain specific circumstances or if ordered by the court or if required for our legal protection or in compliance with the law.

  1. How long will we retain personal data
  • We will retain physical data (our files etc.) for the following periods after the file has been closed:

General civil files – 6 years*

Conveyancing purchase files – 12 years

Conveyancing sale files – 6 years

Wills and Probate files – 12 years

* for civil files where the claimant is under 18 we shall keep the file for 6 years after they attain the age of 18

After the above periods have elapsed the files will be destroyed.

  • We will store electronic data such as emails for 12 years unless when we close your file you specifically request that we delete the same. We will remind you of your right to have this data destroyed in our closing letter to you but we will not agree to destroy or delete data before the timescales set out in 5(a) above.
  1. What are your rights in relation to your personal data?

You have the right to request a copy of any personal data that we hold about you.

You have the right, with some exceptions and qualifications, to request that personal data is deleted.

You have the right to request that any data we hold, if it is inaccurate, is rectified.

  1. Where can I find more information about Martin Lee & Co’s handling of my data?

If you have any queries regarding this Privacy Notice please contact Martin Lee, our Data Controller, whose email address is , or by telephone on 01623 651 886 or by writing to him at 12 Queen Street, Mansfield, Nottinghamshire, NG18 1JN.