Data Protection Overview

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
MONEY LAUNDERING:
Money Laundering Regulations	5 years from the date relationship ends	Name Address Date of Birth Photo ID, ie Passport, Drivers Licence etc Address ID, ie Utility Bill, Bank Statement etc Bank details Grant of Probate Company details National Insurance Number	To verify identity and comply with Money Laundering regulations	Client	Password protected computer system and mobile devices Paper files kept securely in offices Email and email back-up system Archive store following completion of matter	IT Software Providers Search Providers Archive Storage Provider	Legal Obligation	No

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
RESIDENTIAL PROPERTY:
Sale	6 years from completion of last instruction	Name	To allow completion of the transaction	Client	Password protected computer system and mobile devices	IT Software Providers	Contract	Yes
Purchase		Address		Lender	Paper files kept securely in offices	Search Providers
Re-mortgage	12 years from completion of last instruction	Date of Birth		Agent	Email and email back-up system	Regulatory Bodies
Transfer		Telephone number			Archive store following completion of matter	Other solicitors
Equity release		Email address NI number Bank account details Mortgage details Offer/redemption statements Marriage certificate				Agents Lenders Banks & financial institutions Archive storage provider

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
COMMERCIAL PROPERTY:
Sale		Name	To allow completion of the transaction	Client	Password protected computer system and mobile devices	IT Software Providers	Contract	Yes
Purchase		Address		Solicitor acting for the other side	Paper files kept securely in offices	Search Providers
Refinance	6 years from completion of last instruction	Date of Birth		Agent	Email and email back-up system	Regulatory Bodies
Transfers		Telephone number		Lender	Archive store following completion of matter	Other solicitors
Lease Agreements		Email address NI number				Agents Banks and financial institutions
Licences		Bank account details Financial information Grants of Probate Company details Birth and death certificates Marriage certificates Resident names/next of kin/medical information Staff information				Archive storage provider

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
CORPORATE & COMMERCIAL:
Mergers and acquisitions		Name	To allow completion of the transaction	Clients	Password protected computer system and mobile devices	IT Software Providers	Contract	Yes
Contractual advice		Address		Instructing director of client company	Paper files kept securely in offices	Search Providers
Company shareholders, LLP & Partnership and Joint Ventures Company Advice		Date of Birth		Solicitor acting for the other side	Email and email back-up system	Regulatory Bodies
	6 years from completion of last instruction	Telephone number		Other parties to the transaction	Archive store following completion of matter	Legal Experts
Company Incentives Company Investments		Email address NI number		Referrers		Agents Banks and financial institutions
				Third parties such as company HR or health providers
Employment Company Terms and Conditions		HR Reports Shareholding				Trade Mark Agents Accountants
Company Website Intellectual Property Licensing Websites		Financial information Employment details				Employment Tribunals Archive storage provider
Incorporation	6 years from completion of last instruction	IP address As above, plus:

		Staff salaries and Job Titles Town of birth Eye colour Father's first name Mother's maiden name Passport number
Employment, including:		As above, plus:
Contracts of employment Settlement Agreements HR Information	6 years from completion of last instruction	Name Address Date of Birth Telephone number Email address NI number HR Reports Company details Medical records Religion Sexual orientation Marital status

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
PRIVATE CLIENT:
Personal Tax	12 years from completion of last instruction	Name	To allow completion of the transaction	Client	Password protected computer system and mobile devices	IT Software Providers	Contract	Yes
Declaration of Trust		Address	For the long term benefit of clients	Third parties	Paper files kept securely in offices	Search Providers
Deed of Variation		Date of Birth	Future reference if queries/disputes arise	Family Members	Email and email back-up system	Regulatory Bodies
Lasting Powers of Attorney		Telephone number		Attorneys	Archive store following completion of last instruction	Legal Experts
EPA Registration	Indefinitely	Email address		Executors for the deceased		Agents
Probate General Affairs Trust Admin Charities Trust Formation Court of Protection Wills Estate Planning		NI number Mortgage details Liability details Financial Information Asset details Pension details Passport number Driving Licence number		Beneficiaries Trustees		Bank/financial institutions Credit Agencies Obituaries Genealogists Utility companies Residuary Beneficiaries Archive storage provider

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
LITIGATION:
Property Disputes	12 years from completion of last instruction	Name	To allow completion of the transaction	Client	Password protected computer system and mobile devices	IT Software Providers	Contract	Yes
Personal		Address		Opponent	Paper files kept securely in offices	Search Providers
IP/IT		Date of Birth		Counsel	Email and email back-up system	Regulatory Bodies
Environmental Health and Safety		Telephone number		Witnesses	Archive store following completion of matter	Legal Experts
Consumer Defamation Deputyship		Email address Bank account details Qualifications		Agents Attorneys deputies		Agents Witnesses Archive storage provider
Attorney Disputes (CoP) Lifetime Transaction Disputes Personal Injury Dispute Public law/Judicial Review	6 years from completion of last instruction	Employment details Financial information		Experts Relatives of Client
				Referrer Court Staff
Trusts/Probate Dispute				Third party searches/search providers
RTA Matters Debt Collection

Transaction Type	Retention Period	Personal information usually required for this transaction	Why Adams & Remers hold this data	Who we receive information from	Where we store your information	Who we share some or all of your information with (3rd Party Processors)	Lawful basis for holding this information	Ability to have data removed from our systems
MARKETING:
To provide legal updates		Name	To provide legal updates	Clients	Password protected computer system and mobile devices	IT Software Providers	Consent and Legitimate Interest	Yes
To invite to events	Data retained until subject requests for it be removed	Address	To invite to events	Industry partners	Email and email back-up system	Website Provider
To send relevant information via e-newsletter		Date of Birth	To send relevant information via e-newsletter	Corporate contacts		Analytic Providers
To act as referee for Legal Directories		Telephone number	To act as referee for Legal Directories	Google Analytics		Legal Directories
Website Enquiries	6 months	Email address	To respond to Enquiries made through our website portal	Website managememnt company
Cookies	26 months (Google Analytics Controls)	IP address
		Company name and job title (corporate only)

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