Privacy Policy

Clients and prospective Clients

This Data Protection Privacy Notice explains what personal data (information) we hold about you, how we collect it and how we use and may share information about you during your relationship with the Firm and after it ends. We are required to notify you of this information under Data Protection legislation.

Please ensure that you read this Notice and any other Notices we may provide to you from time to time when collecting or processing personal data.

Who collects the information

The Firm, Alsters Kelley Solicitors Limited, is a ‘Data Controller’ and ‘Data Processor’ and gathers and uses certain information about you. As the core activities of the Firm do not consist of processing on a large scale of special categories of data or personal data relating to criminal convictions and offences, the Firm; taking account of Article 37 of the UK General Data Protection Regulation (UK GDPR), has not appointed a Data Protection Officer (DPO). The contact details of the Firm’s Data Privacy Manager (DPM) are given below.

About the information we collect and hold

The information we might collect from you includes your name, address, email address, telephone numbers, date of birth, National Insurance number, tax reference number, details of your Bank, Building Society or other financial institution as well as information verifying your identity (eg copy passport or driving licence and utility bills).

Where information may be held

Information may be held at our offices and those of third party Agencies, service providers, representatives and Agents. We do not transfer or process data outside the UK and Europe. We have security measures in place to seek to ensure that there is appropriate security for information we hold.

How the information is collected

Usually we collect the information from you when we ask for it. Occasionally we may obtain your information from publicly available sources such as the Electoral Roll, online resources or from third parties who hold such information and are permitted to share it with us.

Why the information is being collected

The information is collected so that we can:
· enter into and perform the Contract to provide our services to you
· maintain Client records and good Client practice and
· comply with our legal obligations (such as those imposed by Anti Money Laundering Regulations).

How the information will be used

Our use of your personal data is subject to your instructions, the UK General Data Protection Regulation (UK GDPR), other relevant legislation as well as the Firm’s professional duty of confidentiality.

The information will be used:
· to take steps at your request to enter into a Contract to provide our services to you
· to perform the Contract to provide our services to you
· to contact you from time to time in respect of matters that may be of interest to you
· to comply with our legal obligations (for example, to demonstrate to Regulatory Authorities that we are complying with obligations imposed by Anti Money Laundering Regulations)
· for our legitimate interests and/or those of a third party
· to protect the interests of our Professional Indemnity Insurers by maintaining suitable records

Who the information will be shared with

We will not normally share your information with Third Parties without your consent other than in the performance of the Contract to provide our services to you, for example addressing correspondence and related documents to other Parties and/or opponents or other Agencies relevant to the work we are doing for you (eg HMRC, Land Registry, Courts or the Probate Registry) or to the extent that we are required to do so by Law; for example, to demonstrate to Regulatory Authorities that we are complying with obligations imposed by Anti Money Laundering Legislation.

We may also share information with our external Contractors, expert witnesses, professional Advisers, the SRA, the Law Society, Lexcel Assessors and Inspectors, or potential purchasers of some or all of our business or on a re-structuring. We will always aim to obtain a Confidentiality Agreement with a third party.

We seek to ensure that our information collection and processing is and remains proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

For how long the information will be kept

We are required to retain your data for a minimum 6year period from the end of the matter being dealt with or from the date you cease to be a Client of the Firm. We will retain data for our usual file retention period as detailed in the Firm’s Terms and Conditions of Business or in accordance with the Firm’s internal processes and procedures (details of which can be supplied on request) unless we receive written advice to the contrary. We will not keep your information for longer than is necessary for the purposes for which the personal information is processed.

Personal data will be kept after we have finished advising or acting for you:
· To respond to any questions, complaints or claims made by you or on your behalf
· To show that we treated you fairly
· To keep records required by Law or for Court proceedings
When it is no longer necessary to retain your personal data, we will delete or anonymise it unless we have your consent to retain this.

Your rights as a Data Subject

You have a number of rights including the rights to:
· be informed of the data we hold on you
· have any incorrect or out of date data rectified
· cease to receive certain forms of communication or to restrict processing
· take your data elsewhere (ie portability)
· object to our use of your data

Your rights to correct and access your information and to ask for it to be erased

Please contact our Data Privacy Manager (DPM), Catherine Wahlberg by post at our Leamington Spa office, email catherine.wahlberg@alsterskelley.com or by telephone 01926 356046 if (in accordance with applicable Law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this Notice. You also have the right to ask our DPM for some, but not all of, the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our DPM will provide you with further information about the right to be forgotten on request.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable Regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that our DPM can resolve any query or concern you raise about our use and management of your data. If not, you can obtain further information about your rights and how to make a formal complaint by contacting the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone: 0303 123 1113, Website: at Make a complaint | ICO

You can also complain to the Legal Ombudsman, PO Box 6806, Wolverhampton WV1 9WJ, telephone: 0300 555 0333, minicom: 0300 555 1777, Email: enquiries@legalombudsman.org.uk, Website: www.legalombudsman.org.uk

Reviewed: July 2026