How we handle your personal information.

This policy explains what personal information we collect, how we use it, and the rights you have under UK data protection law.

Draft for review

This Privacy Policy is provided as a working draft. It must be reviewed and approved by the firm's Data Protection lead and compliance officer (COLP) before publication.

Who we are

S. Satha & Co Solicitors is the data controller for personal information processed in connection with our legal services. We are authorised and regulated by the Solicitors Regulation Authority. Our office is at 358 High Street North, Manor Park, London E12 6PH. You can contact us at info@satha.co.uk.

Information we collect

We collect personal information necessary to provide legal services and to comply with our regulatory obligations. This may include: your full name, date of birth, address, contact details, identification documents, financial information, details of the matter you instruct us on, correspondence, and information about third parties relevant to your matter (such as opposing parties, witnesses, or family members).

How we use your information

We use your personal information to: provide legal advice and representation; carry out client due diligence and ongoing AML monitoring; manage our client account and bill for our services; comply with our professional, regulatory, and legal obligations; respond to your enquiries and communicate with you about your matter; and maintain our internal records.

Legal basis for processing

We rely on the following lawful bases under the UK GDPR: performance of a contract (to deliver the legal services you instruct us on); compliance with a legal obligation (for AML, tax, and regulatory record-keeping); legitimate interests (for the management of our practice and the security of our systems); and, where applicable, your consent (for example, for optional marketing communications, which you may withdraw at any time).

Sharing your information

We may share your information with: counsel (barristers) instructed on your matter; experts and other professional advisers; HM Land Registry, HMRC, the Legal Aid Agency, and other government and court bodies as required; our auditors and IT service providers under strict confidentiality terms; and law enforcement or regulatory bodies where required by law. We do not sell your personal information to third parties.

International transfers

Where it is necessary to transfer your personal information outside the United Kingdom, for example, in cross-border matters or where a service provider is located overseas, we will ensure that an appropriate safeguard recognised under the UK GDPR is in place.

How long we keep your information

We retain client files and associated records for a minimum of six years from the conclusion of your matter, in line with our professional indemnity insurance and SRA requirements. Some categories of file (for example, Wills, probate, and conveyancing) may be retained for substantially longer periods. AML records are retained for a minimum of five years following the end of our retainer.

Your rights

Under the UK GDPR, you have the right to: access the personal information we hold about you; request correction of inaccurate information; request erasure of your information (subject to our legal and regulatory retention obligations); restrict or object to certain processing; data portability where applicable; and to withdraw consent at any time where we rely on consent as the lawful basis. To exercise any of these rights, please contact us in writing.

Complaints

If you are not satisfied with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk, telephone 0303 123 1113. We would always encourage you to contact us first so that we have the opportunity to address your concerns.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or our practice. The current version will always be available on our website. Material changes will be brought to your attention directly where appropriate.

Questions about your data?

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us.

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