Welcome to the Property Management Legal Services Limited privacy notice.

This privacy notice provides information on how Property Management Legal Services Limited collects and processes your personal data.

Important information and who we are

Property Management Legal Services Limited  is a company registered in England and Wales with company number 12910198 and its registered office is 71-75 Shelton Street, London WC2H 9JQ. Property Management Legal Services Limited is authorised and regulated by the Solicitors Regulation Authority under SRA Entity number 808892.

For data protection purposes, our Information Commissioner’s Reference is ZA810937.

Property Management Legal Services Limited is the controller and responsible for your personal data. We have appointed a data privacy manager. If you have any questions about this privacy notice or our data protection practices please contact the Data Privacy Manager, Cassandra Zanelli, using the contact details below.

Please use the subject name “FAO Data Privacy Manager” if contacting us by email to enable us to be clear about your reason for contacting us.

Contact details

Our full details are:

Full name of legal entity: Property Management Legal Services Limited

Name or title of Cassandra Zanelli: CEO and Data Privacy Manager

Email address: info@pmls.co.uk

Postal address: Property Management Legal Services Limited, Retford Enterprise Centre, Randall Way, Retford DN22 7GR

Telephone number: 0330 390 6800

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

  • Identity Data (who are you, personal data which identifies you and Anti Money Laundering (AML) records)
  • Contact Data (your contact details)
  • Financial Data (financial records and information linked to your legal matter, payments to and from you; AML records)
  • Transaction Data (what you look at on our website and on any matter on which you instruct us)
  • Technical Data (such as but not limited to website use)
  • Profile Data (any information linked to your profile or work we undertake for you)
  • Usage Data (how you use us)
  • Marketing and Communications Data (any preferences you express with regards to how we should communicate with you for marketing and/or client work).

We use different methods to collect data about you, which will include:

  • Website usage (through tracking cookies unless you have cookies switched off which may make accessing our website impractical);
  • Your personal details including but not limited to: your name, address (personal and business), email address(es), telephone number(s), national insurance number, financial information;
  • Reviewing and storage of Identification Documents for AML purposes and record keeping;
  • Reviewing and storage of documents shared with us for the purposes of obtaining legal advice or a quote on the provision of legal advice;
  • Reviewing and storage of documents shared with us when you or your business provide services to us or to our clients;
  • Reviewing and storage of publicly available information about you such as from the electoral roll, Companies House, HMRC, DWP, or the Land Registry; and
  • When you provide us with information for the purpose of us providing you with details of our legal services or for inviting you to events.

How we use your personal data

We will only use your personal data for the purpose for which we collected it which include the following:

  • To register you as a new customer;
  • To process and deliver your requests as a customer;
  • To manage your relationship with us;
  • To comply with our professional duties and legal responsibilities;
  • To respond to requests you put to us;
  • To provide you with information regarding services we provide, to provide legal and industry updates and to market our services. We will never sell your information to third parties;
  • To review our service level and performance levels and improve our website, products and services, marketing and customer relationships;
  • To recommend products or services which may be of interest to you.
  • To carry out any steps required before entering into a contract with you or with a third party;
  • As part of our recruitment process; and
  • To ensure that content from our website is presented in the most effective manner on your device;

Sometimes the ways we use your information may change. If we think you would not expect this change we will notify you first.

Lawful basis and release to third parties

We will never use your information unless we have a lawful basis to do so.

We use the information you provide primarily for the provision of legal services to you and for related purposes including:

  • addressing correspondence and related documents to other parties and opponents in any litigation, as well as other agencies such as the courts or Government agencies where relevant to the work we are doing for you
  • maintaining the financial and other personal information we are required to keep records of clients under the professional rules we are subject to and by law including our obligations to HMRC.

Our use of that information is subject to your instructions, the EU General Data Protection Regulation 2016, the Data Protection Act 2018 and our professional duty of confidentiality. Please note that our work for you may require us to give information to third parties such as expert witnesses and other professional advisers. It is also possible that we may have to disclose your details to our bank if they request details of whose monies they are banking through our client account with them.

The legal bases which are relevant to the work we undertake for you are mostly in order that we can satisfactorily perform the contract we have with you.

We are required by law to retain certain data including identity and address details in order that we can comply with the Government’s anti-money laundering controls.

We may use your information if it is in our legitimate interests to do so. We will only do so if our interests are not overridden by your interests, rights or freedoms and if our use of your information is necessary.

We sometimes use email listing providers such as Mail Chimp to provide updates to you. These companies will hold your data outside of the EEA. We are satisfied that any transfer of your personal data to platforms outside of the EEA has appropriate safeguards and adequate levels of data protection for your personal data, through those platforms confirming their compliance with safeguards such as Privacy Shield. Although they provide information regarding their compliance you should consult their own Privacy Notices on their websites for more details. These email providers will allow you to unsubscribe from receiving emails at any time.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Retention

In the event that you instruct us to act for you in relation to a legal matter, then we will retain your personal data in accordance with our usual retention periods, details of which are set out in our client care letter and/or terms of business sent to you on confirmation of those instructions.  This is typically 7 or 13 years.

Links to other websites

In the event that you follow links to other websites from our website, we cannot provide any assurances in relation to the content, accuracy or privacy of those websites, and cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. You should exercise caution and look at the privacy statement applicable to the website in question. 

Your rights

You have the right to obtain confirmation that your personal data is being processed by us and obtain a copy of your personal data from us. This will be provided without charge. Please send such requests to Cassandra Zanelli (using the contact details set out above).

You also have various other rights in relation to your personal data which you may be able to exercise (depending upon the circumstances). These include:

  • the right to ask us to correct personal data;
  • the right to ask us to delete your personal data or stop processing it, unless it is necessary for us to retain it to comply with our legal obligations and/or the exercise or defence of legal claims;
  • the right to restrict our use of your personal data;
  • the right to data portability; and
  • the right to object to us using your personal data.

Unlike certain other business concerns, we do not as a law firm involve ourselves in automated decision making and profiling.

You have a right of access under data protection legislation to the personal data that we hold about you and if you would like to make a request to know about this please let us know, preferably in writing stating “data subject access request”.

If you are unhappy about the way we are managing your data you have a right to object to the Information Commissioner at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (tel: 0303 123 1113). Please also see your rights to complain to the Legal Ombudsman