Introduction

This Privacy Notice explains how MC Solicitors collects, stores, and uses personal information. It applies to clients, prospective clients, and other third parties whose data we may process as part of delivering legal services.

We also maintain separate privacy notices for our staff, contractors, and job applicants, which set out how we handle personal data during and after an employment relationship.

We process personal data in line with the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR), and other applicable UK data protection and privacy legislation.

Legal Grounds for Processing Data

We only use your personal data where we have a lawful basis to do so. The main grounds are:

• Contractual necessity – to provide legal services to you under our agreement or to take steps at your request before entering into a contract.
• Legitimate interests – for purposes that are necessary to run our business, meet quality and regulatory obligations, or protect our interests, provided these do not override your rights.
• Legal obligations – where we must comply with laws or regulations (e.g. anti-money laundering checks).
• Consent – where you have given clear consent, such as opting in to receive marketing updates. You may withdraw this at any time.

When We Collect Your Data

We may obtain your personal data in several ways, including:

• Information you provide directly (email, telephone, post, face-to-face, website forms).
• Information provided by others (opponents, experts, witnesses, regulators).
• Automated data when you use our website (IP address, browser type, traffic data).
• CCTV and telephone call recording in and around our offices.

Types of Data We Collect

Depending on your relationship with us, we may collect:

• Basic details – name, address, telephone, email, date of birth.
• Identification and verification documents – passport, driving licence, proof of address.
• Financial data – payment details, bank information, Legal Aid details.
• Case information – documents, correspondence, evidence, court papers.
• Special category data – in certain matters, we may process information about:
  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Health information
  • Sexual orientation or sex life
  • Genetic and biometric data
• Criminal convictions and offences – where relevant to your legal case.
• Website data – browsing behaviour, analytics, cookies.
• CCTV and call recordings – images or audio collected for security, compliance, and training purposes.

How We Use Your Data

We use your information only for legitimate purposes, including:

• Delivering legal advice, representation, and related services.
• Managing our relationship with you and responding to enquiries.
• Meeting legal and regulatory requirements (e.g. anti-money laundering).
• Communicating with regulators, auditors, and courts.
• Collecting payments and maintaining financial records.
• Handling complaints and improving service quality.
• Training and supervising staff.
• With your consent, keeping you informed of services and updates.
• Enhancing our website and online services.

Sharing Your Data

We may share your personal information with trusted third parties, including:

• Barristers, experts, translators, and consultants.
• Courts, regulators, and law enforcement agencies.
• Auditors, insurers, and quality assurance bodies.
• IT and data storage providers, including secure cloud hosting.
• Professional advisers and external compliance assessors.

We only provide what is necessary, require confidentiality agreements, and ensure appropriate safeguards are in place.

International Transfers

Normally, your data is stored and processed within the UK. Where data must be transferred outside the UK (for example, when working with overseas experts or secure cloud providers), we ensure equivalent safeguards are applied, including:

• Transfers only to countries with UK adequacy decisions.
• Contractual protections requiring the recipient to safeguard your data.
• Ensuring the data is used only for agreed purposes and securely destroyed when no longer needed.

Data Retention

We only keep your information as long as necessary for the purposes collected and in line with regulatory requirements. Typical retention periods include:

• Client files – six years after your matter concludes (or six years after you turn 18 if you were a minor at the time).
• Financial records – seven years to comply with HMRC obligations.
• Enquiries where we do not act – 18 months.
• Complaints – six years after resolution.
• CCTV footage – usually 30 days, unless needed for investigation.
• Call recordings – retained for training, monitoring, and compliance purposes, usually no longer than 12 months.

Data Security

We take data protection seriously. Measures include:

• Encryption and secure storage of sensitive files.
• Password-protected systems and access controls.
• Regular security audits, testing, and monitoring.
• Staff training in confidentiality and data handling.
• Policies for physical, technical, and organisational security.

Cookies and Website Use

Our website uses cookies and analytics tools (such as Google Analytics) to improve functionality and understand visitor use.

Cookies may collect information such as IP address, device type, and browsing behaviour. You can adjust your browser settings to refuse cookies, though this may affect site performance.

Where cookies are not strictly necessary, we will only use them with your consent.

Telephone Call Recording

We may record certain incoming and outgoing telephone calls (excluding payment transactions). These recordings help us:

• Monitor service quality and staff training.
• Meet regulatory and compliance obligations.
• Investigate complaints and disputes.
• Protect staff from abusive or threatening behaviour.

Call recordings are kept securely and deleted in accordance with retention policies.

Your Rights

Under data protection law, you have the right to:

• Be informed about how we use your data.
• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data (where applicable).
• Restrict or object to processing in certain circumstances.
• Request data portability where processing is based on consent or contract.
• Challenge automated decision-making (we do not use profiling for legal decisions).

You also have the right to withdraw consent at any time.

External Links

Our website may link to third-party sites. Please note we are not responsible for the privacy or security of those sites, and you should review their privacy policies before sharing personal data.

Complaints and Regulatory Contact

If you have concerns about how your data is handled, please contact our Data Protection Officer at:

Michelle Canagasuriam

MC Solicitors
Stuart House, St John’s Street, Peterborough, Cambridgeshire PE1 5DD.
Email: info@mcsolicitors.co.uk
Telephone: 01733 475504

If you are not satisfied with our response, you can raise your concern with the Information Commissioner’s Office (ICO):

ICO Helpline: 0303 123 1113
Website: www.ico.org.uk/concerns

Updates to this Notice

We may update this Privacy Notice to reflect changes in the law or our practices. Any updates will be posted on our website and, where appropriate, notified directly to clients.

Last updated: 24/09/2025