Specialist Property Lawyers
Privacy Policy

1. Scope & Consent
1.1 This Policy applies to Vickery Conveyancing Limited trading as Specialist Property Lawyers where this Privacy Policy is referenced, regardless of how you access or use them, including through mobile devices.

1.2 By Using our services or requesting information from us you are accepting the terms of this Privacy Policy and you are consenting to our collection, use, disclosure, retention and protection of your personal information as described in this Privacy Policy.

1.3 Personal Information
‘Personal information’ is information that can be associated with a specific person and could be used to identify that specific person.

2. Collection of Personal Information
2.1 Specialist Property Lawyers only collect contact details from individuals who have requested information or services from us, we do not collect information from users of our website without the user’s permission.

2.2 We collect, process and retain personal information from you when you provide us with information on a web form, agree for your details to be passed to us by Vickery or any other third party, complete our Instruction Sheet or when you otherwise correspond with us regarding our services.

2.3 When you contact us we may store information such as your name, postal address, telephone number and the type of request to enable us to respond to your request. We will only use such information for the purpose for which it has been provided and in the course of conducting our business.

2.4 Personal information we collect includes the following:
2.4.1 Identifying information such as your name, addresses, telephone/mobile numbers or e-mail addresses when you register with us or are referred to us.
2.4.2 Financial information in connection with your property transaction/s.
2.4.3 Additional information we are required or authorised by applicable national laws to collect and process in order to authenticate or identify you or to verify the information we have collected.
2.4.4 If you give us personal information about someone else you must only do so with their explicit consent. You must inform them how we collect, disclose and retain their personal information according to our Privacy Policy.

3. Use & Retention
3.1 We will only use personal information with your consent or where it is necessary to:
3.1.1 Perform the services you have asked us to provide;
3.1.2 Comply with a legal duty or legal requirements including the collection and retention of information concerning the services that we provide;
3.1.3 Set up a computer and hardcopy file which will include carrying out anti-money laundering checks; 3.1.4 Answer queries you make;
3.1.5 Comply with any enforcement or legal purposes including any breach by you of your agreement with us or this Privacy Policy.

3.2 We may disclose your personal information to third party service providers who assist us in providing the services you request, including public authorities and providers of information services.

3.3 We will only use your personal data for the purposes for which it is collected and will not use or share your personal information for any other purpose without first obtaining your consent, unless required by law.

3.4 You can withdraw your consent, at any time, to our processing of your personal data for any purpose at any time, by contacting us by email or at the postal address set out below.

3.5 Where we store your personal information
Personal information stored electronically
The data we collect from you will be transferred, stored and processed via software using Amazon Web Servers (AWS) which are held at a destination within the European Economic Area (EEA). AWS servers offer the highest level of security and are ISO 27001 compliant. The data is stored and kept for as long as is necessary. If you wish to withdraw your consent for your data to be held it will be deleted without undue delay. We continually review the personal data we hold and delete what is no longer required.
3.5.2 Personal data stored in hard copy
During your transaction/s your data will be stored in locked filing cabinets and your lawyer’s locked office. Following completion or in the event of a transaction becoming abortive your data will be held in a locked storage cupboard prior to it being archived externally. Externally archived hardcopy files are held with Archive Management Systems who maintain secure premises in accordance with ISO 9001 : 2015. Files are retained for the periods detailed in our Terms of Business.

4 How you can access your personal information
It is your responsibility to ensure that the personal information you provide us is accurate, complete and up-to-date. You may request access or request that we update or correct any personal information we hold about you by requesting this in writing to enquiries@specialistpropertylawyers.co.uk

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights which are as follows:

4.1.1 the right to erasure of personal information – although this will not apply where it is necessary for us to continue to use the data for a lawful reason;

4.1.2 the right to have inaccurate data rectified;

4.1.3 the right to object to your data being used for marketing or profiling;

4.1.4 where technically feasible, you have the right to see any personal data you have provided to us which we process automatically on the basis of your consent to a performance of our terms of business. This information will be provided in a common electronic format;

4.1.5 the right to make a Subject Access Request (SAR) at any time to find out about the personal data which Vickery Conveyancing Limited trading as Specialist Property Lawyers holds about you (and obtain a copy of it). Vickery Conveyancing Limited trading as Specialist Property Lawyers will usually respond to a SAR’s within one month of receipt – however this may be extended in the case of complex and/or numerous requests, in such cases you shall be informed for the need for the extension.

If you would like further information on your rights or you wish to exercise them please write to us at enquiries@specialistpropertylawyers.co.uk or Specialist Property Lawyers, 75-79 Park Street, Camberley, Surrey GU15 3PE.

Please bear in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so. If you are unhappy with our response or you believe your data protection or privacy rights have been infringed you should contact the UK Information Commissioners Office at www.ico.org.uk

5 How to contact us or make a complaint
If you have any questions about this Privacy Policy or wish to make a complaint about the way we have collected, disclosed or used your personal information, please contact:

Jayne Brady – Specialist Property Lawyers
Data Privacy Officer

Or write to:
Specialist Property Lawyers, 75-79 Park Street, Camberley, Surrey GU15 3PE

We will acknowledge and investigate any complaint as soon as practicable and will take steps to remedy should any failure to comply with our privacy obligations become evident.

We are not responsible for any privacy policies or privacy practices of organisations to which we provide a link on our website – you should check these policies and practices directly with those organisations.

Updating Our Privacy Policy
This Privacy Policy will be reviewed on a regular basis and may be updated from time to time – please visit our website www.specialistpropertylawyers.co.uk for the latest version.