This Privacy Notice outlines how Richard George & Jenkins Limited (referred to as "we," "us," or "our") collects, processes, and retains your personal data when you engage our services across all practice areas. We are committed to protecting your privacy and handling your personal data in compliance with the UK General Data Protection Regulation and the Data Protection Act 2018.

 

1. Identity and Contact Details of the Data Controller

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The data controller responsible for your personal data is: RICHARD GEORGE & JENKINS LIMITED CRN: 14500107 | Registered Address: Cross Chambers 9 High Street Newtown SY16 2NY | SRA Number: 80037

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2. Data Protection Contact

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For any queries regarding this Privacy Notice or our data protection practices, please contact our Data Protection Contact: Patrick Cheshire – Office Manager 01686 626210 - patrick.cheshire@rgj-legal.co.uk

 

3. Purposes of Processing and Lawful Bases

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We process your personal data primarily to provide legal services for you, which is necessary for the performance of our contract with you. Additionally, we process your data to comply with our legal and regulatory obligations, including anti-money laundering (AML), 'Know Your Client' (KYC) checks and reporting to bodies such as the Solicitors Regulation Authority (SRA), the Legal Aid Agency (LAA) and Welsh Revenue Authority (WRA) or HM Revenue & Customs (HMRC). For internal practice management and administration, including client record management, financial oversight, risk management, and service improvement, we rely on our legitimate interests in operating our business efficiently and protecting our legal position. Where strictly necessary for your matter, we may also process Special Category Data (e.g. racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data or sexual orientation) where such processing is necessary for the establishment, exercise, or defence of legal claims, or with your explicit consent if no other lawful basis applies

 

4. Types of Personal Data We Process

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We may collect and process various types of personal data about you, including Identity Data, such as your name, date of birth, nationality, marital status, gender and passport details; Contact Data, comprising your address, email address and telephone numbers; Financial Data which includes bank account details, source of funds, source of wealth and tax information. Matter Specific Data*, Correspondence Data, consisting of records of communications with you and relevant third parties; and Technical Data, such as your IP address and browser type when you interact with our website. Additionally, if relevant and necessary for your specific matter, we may process Special Category Data as outlined in section 3 of this notice.

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* Examples of Matter Specific Data

 

Conveyancing: Details of the property, purchase/sale price, property chain information, mortgage details and Land Registry details. Family Law: Details of children, relationship history, domestic abuse allegations, health data, social services records. Wills & Probate: Beneficiary details, details of assets, family tree information, health data (capacity). Litigation and Criminal: Details of claims, allegations, witness statements, court documents, criminal offence data. Employment Law: Employment history, disciplinary records, performance reviews, health data, trade union membership. Commercial Law: Company details, contract specifics, intellectual property information.

 

5. Sources of Personal Data

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We collect personal data directly from you when you provide information during initial enquiries, client onboarding, and throughout your matter. Additionally, we obtain personal data from various third parties, including other solicitors and or Barristers, estate agents, mortgage lenders and or brokers, search providers, surveyors/valuers, the Land Registry, Courts, tribunals, arbitrators, mediators, medical professionals, financial institutions, employers/former employers, Government agencies (e.g. Department for Work and Pensions, local authorities), Experts (e.g. forensic accountants, engineers, child psychologists) publicly accessible sources (e.g. Companies House, electoral roll), family members, Police/Prosecution services and ID verification services.

 

6. Recipients of Your Personal Data

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During the course of your matter, we may share your personal data with various categories of recipients such as:

Parties to Your Matter and Their Representatives. Government and Regulatory Authorities: the Land Registry, HMRC or WRA, the SRA, the DWP, LAA, Local Authorities, Companies House, social services, and the Legal Ombudsman. Financial Institutions: mortgage lenders, mortgage brokers, and banks. Specialist Service Providers and Experts: estate agents, search providers, surveyors, valuers, expert witnesses, medical experts or consultants, and insurance providers. Dispute Resolution and Justice System Entities: tribunals, arbitrators, mediators, barristers or advocates, and police or, LLA prosecution services. Estates and Trusts Contacts: Trustees, Executors, or Beneficiaries. Our Professional Advisers: accountants, auditors, IT support and professional indemnity insurers. Our Outsourced Service Providers: Legal Software Operators or secure shredding Operators.

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All third parties with whom we share your data are required to respect its security and treat it in accordance with the law, and we do not permit our third-party service providers to use your personal data for their own purposes, only allowing them to process it for specified purposes and in accordance with our instructions.

 

7. International Transfers of Personal Data

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We do not routinely transfer your personal data outside the United Kingdom or the European Economic Area (EEA). However, if your matter exceptionally requires a transfer to a country outside the UK/EEA, we will ensure appropriate safeguards are in place. These safeguards include transferring data to a country deemed to provide adequate protection by the UK government or using specific UK government-approved contracts.

 

8. Data Storage

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We utilise LEAP, legal practice management software, for cloud storage of files, provided by Amazon Web Services. AWS complies with international security standards and UK Data Legislation. Most paper documents are scanned onto your matter file and then securely shredded. Any original paper documents requiring physical retention are stored securely.

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9. Data Retention

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We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements, and to protect our legitimate interests. Client and matter files are generally retained for a minimum period of 6 years from the date your matter is concluded, in accordance with regulatory obligations and for the purposes of potential legal claims. Certain documents, such as original wills, trust deeds, or property deeds, may be retained permanently due to their enduring legal significance or until you request their return. AML records are legally retained for 5 years from the end of our business relationship with you, and marketing communications data is kept until you withdraw your consent. While we may retain certain data permanently where there is a clear legal or practical justification, we reserve the right to securely destroy or anonymise any personal data upon the expiry of its relevant retention period.

 

10. Your Rights as a Data Subject

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Under UK GDPR and DPA 2018, you have several rights regarding your personal data, including the right to be informed about our data use, the right of access to a copy of your data, the right to rectification of inaccurate data, and the right to erasure unless we have a legal or regulatory obligation to retain it. You also have the right to restrict processing in certain circumstances, the right to data portability to another party, the right to object to processing based on legitimate interests or for direct marketing, and rights in relation to automated decision-making and profiling (though we do not use these in our services). Furthermore, where we rely on your consent, you have the right to withdraw it at any time without affecting prior lawful processing. To exercise any of these rights, please contact our Data Protection Contact.

 

11. Consequences of Not Providing Data

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Where we need to collect personal data by law, such as for AML/KYC checks, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may be unable to perform the contract or enter into it with you, in which case we may have to cancel your instruction and will notify you accordingly.

 

12. Keeping Your Data Up-to-Date

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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. You can update your contact details at any time at https://www.rgj-legal.co.uk/update-contact-details

 

13.Complaints to the ICO

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You have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, contact details: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline: 03031231113, website: www.ico.org.uk.

 

14. Marketing Communications

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We aim to keep you updated with information we believe may be of interest but we will only send you such communications if you provide your explicit consent below; you retain the right to withdraw your consent at any time by contacting us.

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