M&S Solicitors Limited are committed to protecting and respecting the information you provide to us, and the information we collect from you in the course of operating our business.

This policy summarises the key points about how M&S Solicitors Limited collects, uses and discloses personal data and ensures compliance with the laws and regulations throughout the UK and Europe where we operate.

M&S Solicitors Limited respects your privacy and this privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

1. Important information and who we are

1.1 M&S Solicitors is a private limited company registered in England and Wales with Company No. 04540260 and is authorised and regulated by the Solicitors Regulation Authority and our registered office is 20 Newton Road, Heather, Leicestershire, LE67 2RD. If you have any queries or comments about how we collect or use your personal data you can contact us by telephone on 01530 266 000, by email on rhughes@mslaw.co.uk, or by post to our registered office address.

1.2.          We may update this Privacy Policy from time to time. The date this Policy was last updated is shown at the bottom of this page.

Purpose of this privacy notice

1.3.          This privacy notice aims to give you information on how M&S Solicitors collects and processes your personal data, including any data you may provide through our website when you sign up to our mailing list.

1.4.          This website is not intended for children and we do not knowingly collect data relating to children.

1.5.          It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.


1.6.          M&S Solicitors Limited is the controller and responsible for your personal data (collectively referred to as “M&S Solicitors”, “we”, “us” or “our” in this privacy notice)

1.7.          We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

Full name of legal entity: M&S Solicitors Limited

Name or title of DPO: Rob Hughes (Director)

Email address: rhughes@mslaw.co.uk

Postal address: 20 Newton Road, Heather, Leicestershire, LE67 2RD

Telephone number: 01530 266 000

1.8.          You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

 1.9.          This version was last updated on 4 June 2018 and historic versions can be obtained by contacting us.

1.10.        The data protection law in the UK will change on 25 May 2018. Although this privacy notice sets out most of your rights under the new laws, we may not yet be able to respond to some of your requests (for example, a request for the transfer of your personal data) until 25 May 2018 as we are still working towards getting our systems ready for some of these changes.

1.11.        It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

1.12.        This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2.  The data we collect about you

2.1.          Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

2.2.          We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, maiden name, last name, marital status, title, date of birth, gender, employment details.

  • Contact Data includes home addresses, business addresses, employment address, email addresses, telephone numbers and fax numbers.

  • Financial Data includes bank account details, records of financial transactions (if it is necessary for the establishment, exercise, or defence of legal claims or whenever courts are acting in their judicial capacity) and information from credit reference agencies.

  • Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

  • Usage Data includes information about how you use our website.

  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

  • Special Categories of Personal Data – we may, in the course of providing legal services to you, collect special categories of personal data from you. This type of data includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, trade union membership, information about your health and details of criminal convictions and offences. If we require any special categories of personal data from you, we will obtain your explicit consent to the processing of those personal data and inform you of the specified purposes of doing so. We will only process this type of data in accordance with the exemption under Article 9(f) GDPR which states this type of data can be processed “if it is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.” We will not store or process this type of data for any other purpose.

2.3. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

If you fail to provide personal data

2.4.          Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. We will notify you if this is the case at the time.

3.  How is your personal data collected?

 3.1.          We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you sign our terms of business, provide proof of your identity to us as part of our anti-money laundering regulations, contact us by email, subscribe to our mailing list or give us some feedback.

  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our cookie policy for further details.

  • Third parties or publicly available sources. We may receive personal data about you from various third parties

  • Identity and Contact Data from publicly available sources such as Companies House, the Land Registry, Energy Performance Certificate providers, Insurance Providers and the Electoral Register based inside the EU

4.  How we use your personal data

4.1        We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract, we are about to enter into or have entered into with you.

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

  • Where we need to comply with a legal or regulatory obligation.

4.2.          Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending marketing or general information communications to you via email or post. You have the right to withdraw consent to marketing at any time by contacting us.

5. Purposes for which we will use your personal data   

5.1.          We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

5.2.          Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

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6.  Marketing

6.1.          We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You can update your marketing preferences any time by contacting us by email or telephone.

6.2 Third-party marketing

We do not share your personal data with any company for marketing purposes.

Should this change, we will get your express opt-in consent before we share your personal data with any company for marketing purposes.

7.  Opting out

7.1.          You can ask us to stop sending you marketing messages at any time by going contacting us by email or telephone or going to and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you or by contacting us at any time.

7.2.          Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of your contract with us to provide legal services.

8.              Cookies

8.1.          You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see [LINK TO YOUR COOKIE POLICY.]]

9.              Change of purpose

9.1.          We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

9.2.          If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

9.3.          Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

10.          Disclosures of your personal data

10.1.          We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

•           External Third Parties as set out in the Glossary.

•           Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

10.2.          We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

             7.5.          Please Contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

11. Data security     

11.1.          We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

11.2.          We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

12.          Data retention           

 12.1.          We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

12.2        To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

12.3.          By law we have to keep basic information about our clients (including Contact, Identity, Financial and Transaction Data) for six years after they cease being clients to comply with our legal obligations. 

12.4.          In some circumstances you can ask us to delete your data: see Request erasure below for further information.

13. Your legal rights         

13.1.        Under certain circumstances, you have rights under data protection laws in relation to your personal data.

13.2.         You have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it [Request correction of your personal data].

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

13.3.        If you wish to exercise any of the rights set out above, please contact us.

14.  Access to your personal data

14.1.        You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

14.2.        We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

14.3.        We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

15. Glossary      

15.1.        Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

15.2.       Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

15.3.        Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

15.4 External Third Parties means          

•         Service providers acting as processors based in the United Kingdom and overseas who provide IT and system administration services.

•         Professional advisers acting as processors or joint controllers including lawyers, barristers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.

•         HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom