Client Privacy Notice

This notice explains what personal information we hold, why we hold it, how we keep it safe, and the rights you have over it.

Version 2.0   ·   Last updated: September 2025   ·   Owner: David Pett, Data Protection Officer

Introduction

MJP Conveyancing Limited is authorised and regulated by the Solicitors Regulation Authority, SRA number 590889. All references to us or we throughout this notice are to MJP Conveyancing Limited.

This notice is written with reference to the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025, and it describes our role as a controller and processor of personal data. Please contact us if you have any questions about it.

What information do we hold about you?

In the course of our business it is necessary for us to obtain and process personal information (your Personal Data) about a range of individuals. We take the protection of Personal Data seriously, and this notice sets out a summary of how we use it.

Information about our clients

We collect Personal Data from our clients and from people who enquire with us only to the extent necessary to provide our services and to comply with our legal obligations.

We may also receive data from other professionals, from parties to a matter, from connected individuals, and from public sources. In order to verify data, we may use third party checks, including identity verification.

If you do not provide the Personal Data we require, it may not be possible for us to provide our services to you.

Information about others

In the course of providing our services, we may collect Personal Data relating to third parties, such as beneficiaries, witnesses, attorneys, or other people connected to our client’s matter.

Marketing information

We may hold your Personal Data if you enquire with us or ask to join our mailing list. You may withdraw your consent or unsubscribe at any time. We will not send you marketing communications without your consent, and we will not share your Personal Data with third party marketers without your explicit consent.

How we use your Personal Data

We use Personal Data for the following purposes:

• performing our contract with you
• complying with our legal obligations, for example the SRA Code of Conduct and anti money laundering requirements
• where you have given consent for a specific purpose
• where it is necessary for our legitimate interests, including service delivery, complaint handling, conflict checks, business administration, and the enforcement of our legal rights

Special categories of personal data

In limited cases we may need to process special category data, such as information about your health, ethnicity, beliefs, or biometric data. We will only process such data where:

• you give your explicit consent
• it is necessary to protect vital interests and consent cannot be obtained
• it is needed in connection with legal claims or judicial purposes
• a statutory ground under the Data (Use and Access) Act 2025 applies

Who we may share your Personal Data with

We may share your data with:

• infrastructure and service providers, for example search providers and complaint bodies
• regulatory bodies and auditors
• third parties in the event of a business sale
• law enforcement and regulators, to prevent unlawful activity or as required by law
• third parties such as will providers, where you have given your consent

How we keep your data secure

We use appropriate technical and organisational measures to safeguard Personal Data, including secure servers, restricted access, and storage within the United Kingdom.

How long do we keep your data?

We retain Personal Data only for as long as necessary, in line with our retention policy and our legal obligations. As a general rule, data connected to a legal matter will be kept for a minimum of seven years.

Your rights

You have a number of rights in relation to your Personal Data, including:

• the right to be informed
• the right of access
• the right to rectification
• the right to erasure, also known as the right to be forgotten
• the right to restrict processing
• the right to data portability
• the right to object
• rights relating to automated decision making and profiling

If you wish to exercise any of these rights, please contact davidp@mjpconveyancing.com. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk.

Contact

Document control

Owner: David Pett, Data Protection Officer        Version: 2.0        Last updated: September 2025

Changes made in this version:

• Updated references to the Data (Use and Access) Act 2025 alongside the UK GDPR and the Data Protection Act 2018
• Added clarification on reliance on Recognised Legitimate Interests as a lawful basis for processing
• Included the new power of the courts to inspect withheld Personal Data under subject access and portability requests
• Clarified individual rights regarding automated decision making and profiling
• Minor updates to special category data grounds and to retention and disclosure notes