Privacy and Data Protection
Mills Chody LLP (company number: OC335406), provides legal services and we are regulated by the Solicitors Regulation Authority. Our registered office is 226-228 Kenton Road, Kenton, Harrow, Middlesex HA3 8BZ. In providing our services, we control and process certain personal information about you. For the purposes of the Data Protection Act 2018 (‘the Act’) we are a data controller, we determine the purpose and method of processing your personal information. We are also a data processor, we collect, record, organise, structure, store and /or use your personal information. The personal information we collect and use is information from which an individual can be identified or is identifiable. We may collect your personal information when you contact us by completing a submission form on our website, by telephone, in writing and/or email. We may receive personal information about you from third parties which we will add to the personal information we already hold, where necessary in the provision of services to you. Where appropriate and proportionate, we will advise of the source and type of that personal information. Your rights in relation to that personal information are also as set out in this policy. On occasion we use emails to communicate with you and with others. Whilst we utilise virus protection software we cannot guarantee that emails sent by us will be virus free. It is your responsibility to carry out virus checks before opening any email sent by us to you. Emails pass through unregulated service providers and may be subject to interception by governments or others. We do not encrypt emails and they may therefore be vulnerable to these risks. Your acceptance of our terms of business specifically operates as your consent to include confidential information to you and third parties in non-encrypted email. If you do not wish us to communicate with you or third parties in connection with your matter by email you must confirm this instruction to us in writing. We may collect, store and transfer personal information which includes your title, name, address, telephone number, date of birth and email address as well as data which includes information you provide to us when contacting us in relation to the provision of the services to you and website usage data such as your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and navigation paths, and information about the timing, frequency and pattern of your website use. The source of the usage data is our analytics tracking system. We may receive special categories of personal information from you when you provide it while using our services. Special categories include information relating to your:
We will only process personal information which is in a special category in direct provision of our services. The purpose and legal bases on which we collect your personal information is as follows:
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. We may also provide your personal data to third party providers where it is necessary for our legitimate interests in the running and administration of our business, the provision of IT services and the website, for network security and fraud prevention. We may share your personal information with the following third parties throughout our provision of the services to you:
Where we share your personal information, we will at all times do so in accordance with our regulatory obligations. We will retain your personal information for the duration of the period that we provide services to you. Following the conclusion of the services, we will retain your personal information for a period of between 6 and 12 years, depending on the type of services provided, after which it will be deleted from our systems. In some instances, your personal information may be retained for a longer period. This includes where it is necessary for us to defend or bring any actual or contemplated legal proceedings. We may use your personal information to send marketing communications to you, including:
You may opt out or instruct us at any time not to process your personal information for marketing purposes by contacting our data protection manager. We only transfer personal information outside of the European Economic Area for processing if our client or a beneficiary in a matter resides outside of the EEA and the transfer of data is essential in providing our service. Under the data protection act, you have a number of important rights which are exercisable. In summary, these include rights to:
Many law firms rely on business being referred from other practices or other third parties. Mills Chody LLP is strictly monitored by the Solicitors Regulation Authority (SRA) to ensure the best interests of the client and ongoing trust in the legal profession is protected. Making such payments is not outside of the SRA rules. We always inform clients at the initial point of contact whether we will be paying any referral fee to another party.
Mills Chody LLP will absorb the cost ourselves out of what we know is already a highly competitive legal fee.
We take the view that clients wish to entrust their legal matter to a firm which is fully open & honest as to costs, and in addition is accessible, with fully qualified and experienced staff.
We will not allow our independence or judgement in providing professional legal services to our clients to be prejudiced by any arrangement or other person. Therefore we will maintain a referral register of all companies and make regular checks to monitor the arrangements and ensure that our clients are treated fairly.
We want to give you the best possible service. However, in the unlikely event you become unhappy or concerned about the service, we have provided then you should inform us immediately, so that we can do our best to resolve the problem.
In the first instance you should contact the solicitor who is dealing with your case to discuss your concerns and we will do our best to resolve any issues. If you would like to make a formal complaint, please ask your solicitor to provide you with a copy of our complaints procedure. Making a complaint will not affect how we handle your case.
What to do if we cannot resolve your complaint
The Legal Ombudsman can help you if we are unable to resolve your complaint ourselves. They will look at your complaint independently and it will not affect how we handle your case.
Before accepting a complaint for investigation, the Legal Ombudsman will check that you have tried to resolve your complaint with us first. If you have, then you must take your complaint to the Legal Ombudsman:
Within six months of receiving a final response to your complaint
No more than six years from the date of act/omission; or
No more than three years from when you should reasonably have known there was cause for complaint.
If you would like more information about the Legal Ombudsman, please contact them.
Call: 0300 555 0333 between 9.00 to 17.00.
Legal Ombudsman PO Box 6806, Wolverhampton, WV1 9WJ
What to do if you are unhappy with our behaviour
The Solicitors Regulation Authority can help if you are concerned about our behaviour. This could be for things like dishonesty, taking or losing your money or treating you unfairly because of your age, a disability or other characteristic.
Visit their website to see how you can raise your concerns with the Solicitors Regulation Authority.
We will work tirelessly to ensure that the rights of disabled people are not discriminated against in accessing services and in buying or renting land or property. Our office accommodation was constructed many decades prior to the Disability Discrimination Acts of 1995 and 2005. We are conscious that the stairs to our first-floor Hatch End office in particular may be an obstacle to the less able bodied. All of our offices offer a home visiting service within the local area to the elderly or disabled, or to those who are hospitalised. All we ask is that home visits be arranged by prior appointment on reasonable notice and be within a reasonable distance of our offices. If it is difficult for you to attend our offices, for whatever reason or whatever your circumstances, simply ask if we can arrange a home visit. We have attended hospitals, sheltered accommodation, care homes and private houses to see our clients, whether elderly, infirm or less able bodied.
Anti Money Laundering
We pride ourselves on our integrity and never forget that solicitors are officers of the Supreme Court. We are scrupulous in ensuring compliance with Money Laundering regulations, in order to prevent our clients from being victims of or unwitting accessories to economic crime, and to protect the financial institutions who are also our clients. For this reason you should not be offended if we ask you at a preliminary interview or at the point of taking instructions to supply us with evidence of your identity and proof of residence. Occasionally to comply with Anti Money Laundering regulations, there may be additional checks and documents required if you are a national or resident of certain countries or a Politically Exposed Person. We may also check the details you provide with electronic databases. Just because you are asked for evidence of your identity does not mean that you are under suspicion. It is a requirement of the Land Registry in connection with any registerable transaction relating to land that the applicant supply evidence of identity through his solicitors. We will require supporting evidence of the source of any money involved, for example bank or building society documents, and full details of any third party whom you may instruct to send us funds. No cash amount of over £1,000 can be accepted from any client and any change in your original financial instructions to us may result in a delay in our ability to proceed on your behalf. Our bank and building society clients also impose obligations on us during the course of lending transactions. These vary from one institution to another but a lender will often require that we take steps to verify the source of funds which are being supplied by a borrower towards the purchase price of a property. The reason for this is three fold:
If the third party lender can prove that their financial interest arose prior to the creation of the mortgage in favour of the lender then this may mean that the lender’s mortgage is postponed behind the rights of the third party. This means that the lender does not obtain a first legal charge and will have difficulty in exercising their right to take possession of the property which has been offered as security for the loan in the event of a default
Do not treat anything on this site as legal advice. The contents are provided for general interest only, and have to be brief, vague and generalised. They may contain errors or be incorrect in the circumstances which apply to you. The law changes frequently, and we do not update articles which were published in the past. Any views of the law or pointers to the need for legal advice apply in general to the law of England and Wales. You must always take specific advice from a lawyer properly qualified in the legal system which applies to you. Accordingly we will not be responsible for any action which you take or refrain from taking in reliance on anything contained in this site. But we will be pleased to offer further advice or information on any of the topics here, and are of course responsible to our clients in the ordinary way for our advice to them and work done for them as solicitors. Links to other sites are provided here. These external sites are not part of our web site, they are the property and the responsibility of those publishing them, and we accept no responsibility for their contents.
You may download, store, view and print anything here on a single computer for your personal reference only. Any reproduction, networking, transmission or redistribution of any part of these web pages in any form is prohibited without express permission.