Mogers Drewett LLP Privacy Policy

In this Privacy Policy the terms, ‘we’ or ‘us’ is Mogers Drewett LLP.

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. We are registered with the UK Information Commissioner’s Office (ICO) as a data controller under registration number Z5629760.

Please read this Privacy Statement carefully as it contains important information to help you understand how and why we process any personal information that you give to us.

We also have separate privacy statements in respect of:

Cookies on our website: https://www.mogersdrewett.com/cookies-policy/
Job applications: https://www.mogersdrewett.com/careers/privacy-statement-for-job-applicants/

How we collect your personal information

We process personal information which you give us:

As a client to provide you with legal services.
Whilst servicing your matter through our website, in writing or over the phone, by email or by messaging app.
If you request information or assistance from us.
To provide our client with legal services if you are not a client
From a third party when acting on your behalf
From our client when you are a third party such as an officer of a client company, a beneficiary of an estate or trust or a witness in a litigation matter.

What personal information we process

This includes:

Personal details such as your date of birth, address, National Insurance Number, telephone number, marital status, occupation and email address.
Identity information such as your passport, driving license, utility bills or national identity card.
Verification checks relating to you, your partner or anyone else you are financially linked with (we obtain this information from online verification companies).
Family, lifestyle, financial and social circumstances . so far as relevant to your instructions
Financial details such as your income and information about your bank accounts. so far as relevant to your instructions, eg the source of your funds if you are instructing on a purchase transaction
Employment/self-employment details
All information necessary for the purposes of providing Legal Services to you or to our clients.
Audio recordings, eg phone calls
Video recordings or transcripts of them.

Special Categories of Personal Data

Special categories of personal data include information about an individual’s health and other categories of personal information which are closely protected.

We do not generally process such information unless you have voluntarily provided this to us, or it is relevant to the legal service you have asked us to provide you or our client with. For example, in Family & Matrimonial matters, or where you have advised us of an issue, such as your health, which could mean that you may be classed as a “vulnerable client” i.e. due to your personal circumstances or personal characteristics you are particularly vulnerable to financial detriment. We will process sensitive information where you have provided this information to us and have agreed that we can use this information to deliver products and services to you or to establish, exercise or defend legal claims by you or against you. Where possible we shall seek to minimise the collection and use of such special categories of personal data.

How we use your Information

We use your information to:

Provide legal services to you.
Provide and service your relationship with us.
Comply with legal obligations to our client or for the prevention of financial crime and money laundering.

We will process your information in order to meet our contractual obligations to you, where we have a legitimate interest to do so, where we are permitted by law or to comply with applicable laws and regulation.

PURPOSE	LEGAL BASIS
Providing a service and internal processing
To assess your needs and provide you with suitable products and services To service and administer your matter including billing	Contractual obligation to provide you with advice including a costs estimate Where special categories of personal data are processed, these are necessary to assess your needs
To ensure Quality Standards	Legitimate Interests
Conducting checks to identify our clients and verify their identity Screening for financial and other sanctions or embargoes Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety law or rules issued by our professional regulator	Depending on the circumstances: —to comply with our legal and regulatory obligations —for our legitimate interests
To confirm, update and improve our client records	To comply with legal obligations in the Data Protection legislation
To provide you with any information on the services that you have requested	To meet our contractual obligation to provide information on the services you have requested
Relationship Management
To manage and develop our relationship with you	Legitimate interest to service your matter and improve our service to you
To inform you of products and services that may be of interest to you, where you have chosen to be made aware of this i.e. Marketing	With your consent
Training and development
For training purposes and to improve our service to you	Legitimate interests to improve our services and develop our employees
Complying with Legal Obligations
To prevent, investigate and prosecute crime, fraud and money laundering	To comply with legal obligations for prevention of financial crime and money laundering
For auditing purpose	To comply with our legitimate interest to conduct audits
If we are obliged to disclose information by reason of any law, regulation or court order or to act on behalf of our client.	To comply with legal obligations
Other
To transfer information to any entity which may acquire rights in us	Legitimate interests for commercial interests
For any other purpose to which you agree.	With your consent
Where you are a beneficiary of an estate or trust, appointed in some representative capacity such as an executor or are a party in or a witness to a dispute.	The Legitimate Interests and legal obligations of representing our client.

How we retain your personal information

We will retain your personal information in accordance with applicable laws. We will take reasonable steps to destroy or anonymise personal information we no longer need for the purposes we have set out above.

Our retention periods are:

Type of personal Information	Retention Period
General personal data which includes your normal personal data, personal identity and personal financial data	For a minimum period of 5 years from the end of our business relationship with you. Further details available on request and will be confirmed in our closing letter to you.
Client Due Diligence Material which includes copies of your Passport, Drivers Licence, Bank Statements and any associated documents and explanations you have given to us to prevent fraud, financial crime and money laundering.	For a minimum period of 5 years from the end of our business relationship with you. Further details available on request and will be confirmed in our closing letter to you.
Special categories of personal data	For a minimum period of 5 years from the end of our business relationship with you. Further details available on request and will be confirmed in our closing letter to you.
CCTV – digital images if you visit our offices	17 Days

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.
Property Search Companies to identify any issues that might influence your decision to buy or sell a property.
Insurers for the purpose of providing you with appropriate financial cover for an identified insurable risk, or in connection with any claim made by you against us.
Property Agents, Brokers, Lenders, other Solicitors involved in your matter representing other party(ies) in your matter to enable them and us to fulfil our obligations to you.
Other Government Departments such as HMRC, Companies House, Courts, Tribunals or HM Land Registry to fulfil your and our legal obligations.
Experts and Barristers required to work on your matter.
Our Auditors and external assessment bodies to achieve and maintain any Regulatory or Quality Assurance Standards and accreditations which meet our legal obligations and enable us to provide quality legal services to you.
Other third parties we use to help promote our business, eg marketing agencies.
Our insurers, our brokers and our bank and similar providers of business services.
Third parties we use to help deliver our services to you, eg providers of our case management and finance system, IT service providers including cloud service providers such as data storage platforms, shared service centers and financial institutions in connection with invoicing and payments.
Other companies or people to carry out tasks such as opening files on our files to help us deliver efficient, cost-effective legal services. Such companies may be based outside of the UK.
Where you are not our client, we may share your information with our client(s) or any of the above in order to provide full and proper advice or to comply with professional, regulatory or contractual obligations.

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

We do not share your information with third parties for marketing purposes without your consent.

Transferring your personal data abroad

It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. This may include countries which do not provide the same level of protection of personal data as the UK or EEA.

We will transfer your personal data outside the UK and EEA only where:

the UK government or European Commission has decided the recipient country ensures an adequate level of protection of personal data (known as an adequacy decision); or
there are appropriate safeguards in place (eg standard contractual data protection clauses published or approved by the relevant data protection regulator), together with enforceable rights and effective legal remedies for you; or
a specific exception applies under data protection law.

You can contact us (see ‘How to contact us’ below) if you would like a list of countries benefiting from a UK or European adequacy decision or for any other information about protection of personal data when it is transferred abroad.

Checking your identity

In some circumstances the Money Laundering, Terrorist financing and Transfer of Funds (Information on the Payer) Regulations 2017 say that we have to collect proof of identity of our client and certain other people related to them. If we ask you for information for this purpose, we will only use the proof of identity and other personal information you give us as part of this process to prevent money laundering or financing terrorism, unless you later agree to us using it in a different way. We will hold this information for five years after the business relationship with you ends We will not use this information for any other purpose without your express consent or unless required to do so by law enforcement agencies or by statute or regulation.

Information Security

We invest appropriate resources to protect your personal information, from loss, misuse, unauthorised access, modification or disclosure. 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. Any data breach will be dealt with in accordance with the data protection legislation and our internal data breach procedure.

Updates

We will keep this Privacy Policy under review and make updates from time to time. Any minor changes to this Privacy Policy will be updated in our Privacy notice on our website and we will communicate any major changes to you.

Cookies

Our website uses cookies (including Google Analytics cookies to obtain an overall view of visitor habits and visitor volumes to our Website). For more information please see our Website Privacy Policy https://www.mogersdrewett.com/privacy-policy/

Your legal rights

You have the right to request copies of your personal information. If you think any of the personal information we hold about you is inaccurate, you may also request it is corrected or erased. You also have a right, in certain circumstances, to object to our processing of your personal information, to require us to stop processing your personal information and/or to withdraw your agreement to processing based on ‘consent’, but this does not apply where we have other legal justifications to continue processing your data or an overriding legitimate interest.

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

Request access to your personal data
Request correction of your personal data
Request erasure of your personal data
Object to processing of your personal data
Request restriction of processing your personal data
Request transfer of your personal data
Right to withdraw consent

In relation to all of these rights, please write to us at the address below

Ref Mogers Drewett LLP:MA:B7868.004

We use third parties to provide certain services and some of our external third parties are based outside the UK so the processing of your personal data will involve a transfer of data outside of the UK. Whenever we transfer your personal data outside of the UK, we ensure a similar degree of protection is afforded to it by applying at least one of the following safeguards: • We will only transfer your personal data to countries that have been deemed to provide an adequate level of data protection for personal data. • Where we use such service providers, we may use specific contracts approved for use in the UK which would give your personal data the same protection it has in the UK

Time limit to respond

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.

Complaints Process

If you have a complaint about how we have handled your personal information you may contact us using the details below and we will investigate your complaint. You also have the right to complain to the Information Commissioner’s Office – (www.ico.org.uk ).

How to contact us

You can contact us by writing to us at:

John Grace, Mogers Drewett LLP, Bishopbrook House, Cathedral Avenue, Wells, Somerset, BA5 1FD.

Telephone queries can be made on 01225 750000 and email queries can be made to dataprotection@mogersdrewett.com

19.03.25