In this Privacy Policy the terms "we" or "us" mean Ash Hill Solicitors Ltd, trading as Ash Hill Solicitors, of Harrow Business Centre, 429-433 Pinner Road, North Harrow, Harrow HA1 4HN. Your privacy is important to us and we are committed to keeping your information secure and managing it in accordance with our legal responsibilities under applicable data protection laws, including the UK GDPR and the Data Protection Act 2018. We are registered with the UK Information Commissioner's Office (ICO) as a data controller. This policy applies to information collected through www.ashhillsolicitors.co.uk and in the course of providing our legal services.
What information we collect
We process personal information which you give us:
- As a client, so that we can provide you with legal services.
- Whilst servicing your matter through our electronic systems, website, in writing or over the phone.
- If you request information or assistance from us, including through our website contact form.
What personal information we process
- Personal details such as your date of birth, address, National Insurance number, telephone number and email address.
- Identity information such as your passport, driving licence, utility bills or national identity card.
- Credit history and records relating to you, your partner or anyone you are financially linked with (obtained from credit reference and fraud prevention agencies).
- Family, lifestyle, financial and social circumstances.
- Financial details such as your income and information about your bank accounts.
- Employment and self-employment details.
Special categories of personal data
Special categories of personal data include information about your health and other closely protected categories of information. We do not generally process such information unless you have voluntarily provided it to us, or it is relevant to the legal service you have asked us to provide — for example in family and matrimonial matters, lasting powers of attorney, deputyship or immigration applications. Where possible we minimise the collection and use of special category data.
How we use your information
We process your information to meet our contractual obligations to you, where we have a legitimate interest, where we are permitted or required by law, or with your consent. We use it to:
- Provide legal services to you, assess your needs and prepare cost estimates.
- Verify your identity and comply with our legal obligations to prevent fraud, financial crime and money laundering.
- Manage and develop our relationship with you and keep our client records accurate and up to date.
- Tell you about services that may interest you, where you have chosen to hear about them.
- Train our staff, improve our service and carry out audits.
- Comply with any law, regulation or court order requiring us to disclose information.
How long we keep your information
We retain personal information in accordance with applicable laws and take reasonable steps to destroy or anonymise information we no longer need:
- General personal data (personal, identity and financial data): 6 years after the end of our business relationship with you or the end of your matter, whichever is later.
- Client due diligence material (copies of passports, driving licences, bank statements and related explanations): 5 years after the end of our business relationship with you or the end of your matter, whichever is later.
- Wills, lasting powers of attorney and related documents may be kept for longer where you have asked us to store them.
How we share your information
Where necessary or required we share information with:
- Regulatory authorities, to comply with our legal obligations.
- Credit reference agencies, to check your identity in accordance with our legal obligations.
- Agents, brokers, lenders and other solicitors acting in your matter.
- Government departments and bodies such as HMRC, Companies House, the Probate Registry, the Court of Protection, the Home Office and HM Land Registry.
- Experts and barristers instructed to work on your matter.
We will never pass your personal details to third party individuals or organisations for marketing without your explicit consent.
Information security
We invest appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure, and our staff receive regular training on confidentiality and data protection. However, no internet-based site can be 100% secure and we cannot be held responsible for unauthorised or unintended access that is beyond our control.
Cookies
Our website uses cookies, including analytics cookies, to obtain an overall view of visitor habits and visitor volumes. You can control or delete cookies through your browser settings.
Your rights
You have the right to request copies of your personal information. If you think any information we hold about you is inaccurate, you may ask us to correct or erase it. In certain circumstances you may also object to our processing, ask us to stop processing your information, or withdraw your consent where processing is based on consent — although this does not apply where we have another legal justification or an overriding legitimate interest to continue.
Complaints and contact
If you have a complaint about how we have handled your personal information, or wish to exercise any of your rights, please write to Ash Hill Solicitors Ltd, Harrow Business Centre, 429-433 Pinner Road, North Harrow, Harrow HA1 4HN, call 0208 515 2790 or email nasreen@ashhillsolicitors.co.uk. We will investigate your complaint. You also have the right to complain to the Information Commissioner's Office at www.ico.org.uk.
Updates to this policy
We keep this Privacy Policy under review and update it from time to time. Minor changes will be posted on this page and we will tell you about any major changes.