Privacy Policy

At Manor Row Solicitors, we understand that privacy is fundamental to the trust you place in us. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

As a firm regulated by the Solicitors Regulation Authority (SRA), we are bound by strict professional obligations regarding client confidentiality and data protection.

• Data controller: Manor Row Legal Ltd
• Registered address: 3 Manor Row, Bradford, BD1 4PB
• Data protection enquiries: info@manorrowsolicitors.co.uk
• SRA number: 8012196
• Website: https://manorrowsolicitors.co.uk

Policy last updated: January 2025. We regularly review and update this policy to ensure compliance with data protection laws.

1. Information we collect

We collect personal information that you provide directly to us, as well as information generated through your use of our services and website.

Information you provide

When you contact us, make a claim, or use our services, you may provide:

• Identity information: full name, date of birth, National Insurance number, passport or driving licence details
• Contact information: address, email address, telephone numbers
• Financial information: bank account details, employment and income information, benefit entitlements
• Case-related information: details of your claim, medical records, accident reports, witness statements
• Communication records: correspondence, call recordings, meeting notes

Special category data

For personal injury, hearing loss, and housing disrepair claims, we may need to process sensitive personal data including health and medical information, information about disabilities or conditions, and racial or ethnic origin where relevant to your case. We only collect special category data when strictly necessary for your case and with your explicit consent.

Information collected automatically

When you visit our website, we automatically collect device information (IP address, browser type, operating system), usage data (pages visited, time spent, referral source) and cookie data. We only collect information that is necessary for the purposes for which it is being processed.

We may process data relating to minors for claims involving injuries to children. This is handled with additional safeguards and parental or guardian consent.

2. How we use your information

We use your personal information to provide legal services, communicate with you, and comply with our professional and legal obligations.

• Legal services: processing and managing your claim, providing legal advice and representation, corresponding with third parties on your behalf, negotiating settlements
• Communication: responding to your enquiries, providing case updates, sending important notices, marketing communications with your consent
• Legal compliance: SRA regulatory requirements, anti-money laundering checks, court and tribunal proceedings, insurance obligations
• Business operations: quality assurance and training, service improvement, complaint handling, website analytics

We will never sell your personal data to third parties, or use your data for purposes incompatible with the reasons it was collected. You can opt out of marketing communications at any time by contacting us or using the unsubscribe link in our emails.

3. Legal basis for processing

Under UK GDPR, we must have a valid legal basis for processing your personal data. We rely on the following:

• Contractual necessity: processing necessary for the performance of our contract with you, including providing legal services and managing your claim.
• Legal obligation: processing required to comply with our legal and regulatory obligations, including SRA regulations, anti-money laundering laws, and court orders.
• Legitimate interests: processing necessary for our legitimate business interests, such as improving our services, fraud prevention and business administration, where these do not override your rights.
• Consent: for marketing communications and processing special category data such as health information, we rely on your explicit consent, which you can withdraw at any time.
• Special category data: for health data we rely on Article 9(2)(f) UK GDPR — processing necessary for the establishment, exercise or defence of legal claims.

4. Data sharing and third parties

We may share your personal information with carefully selected third parties when necessary to provide our services or comply with legal obligations.

For your legal case

• Courts and tribunals
• Opposing parties and their solicitors
• Medical experts and professionals
• Barristers and counsel
• Witnesses and expert witnesses
• Defendants’ insurance companies

Service providers

• IT and hosting providers
• Case management system providers
• Document storage services
• Payment processors
• Marketing and analytics providers

Regulatory and legal

• Solicitors Regulation Authority (SRA)
• Legal Ombudsman
• Professional indemnity insurers
• HMRC and government bodies
• Law enforcement, when legally required

International transfers. We primarily keep your data within the UK and EEA. Where international transfers are necessary, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions. All our service providers are bound by data processing agreements ensuring they handle your data securely and in compliance with UK GDPR.

5. Data security

We take the security of your personal information extremely seriously and have implemented technical and organisational measures to protect it.

• Encryption: all data transmitted to and from our systems is encrypted using TLS/SSL. Sensitive data at rest is also encrypted.
• Access controls: only authorised personnel can access your data, with role-based permissions and multi-factor authentication.
• Secure infrastructure: our systems are hosted on secure, UK-based servers with firewalls, intrusion detection and regular security updates.
• Staff training: all staff receive regular data protection training and are bound by confidentiality obligations.
• Regular audits: we conduct security audits and vulnerability assessments to identify and address potential risks.
• Incident response: we have procedures to detect, report and investigate data breaches, notifying affected individuals and the ICO where required.

6. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory and professional obligations.

Data type	Retention period	Reason
Client matter files	6 years after case closure	SRA requirements and limitation periods
Personal injury cases (adults)	6 years after conclusion	Limitation Act 1980
Personal injury cases (minors)	Until 21st birthday + 6 years	Extended limitation period for minors
Financial / AML records	5 years after relationship ends	Money Laundering Regulations
Website analytics	26 months	Google Analytics default
Marketing consent records	Duration of consent + 2 years	Evidence of consent
Enquiries (no instruction)	3 years	Potential future reference

When data is no longer required, it is securely deleted or anonymised. Physical documents are shredded and electronic data is permanently erased using secure methods. In some cases we may need to retain data longer, such as for ongoing disputes or regulatory investigations.

7. Your rights

Under UK GDPR you have several rights regarding your personal data. We are committed to respecting and facilitating these rights.

• Right of access: request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification: request correction of inaccurate or incomplete personal data.
• Right to erasure: in certain circumstances, request deletion of your personal data.
• Right to restrict processing: request limitation of how we process your data in certain situations.
• Right to data portability: request your data in a structured, commonly used format to transfer elsewhere.
• Right to object: object to processing based on legitimate interests, or to direct marketing.
• Right to withdraw consent: where we rely on consent, withdraw it at any time without affecting prior processing.
• Automated decision-making: you have rights related to automated decision-making and profiling. We do not use these.

How to exercise your rights

To exercise any of these rights, contact us at info@manorrowsolicitors.co.uk, on 01274 608 608, or at 3 Manor Row, Bradford, BD1 4PB. We will respond within one month of receiving your request. In complex cases we may extend this by two months, and will tell you if that is necessary. To protect your data, we may need to verify your identity before processing your request.

Right to complain. If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk.

8. Cookies and tracking technologies

Our website uses cookies and similar technologies to enhance your browsing experience, analyse site traffic, and understand where our visitors come from. Cookies are small text files placed on your device when you visit a website.

• Essential cookies (required): necessary for the website to function and cannot be switched off. They are usually set in response to actions you take, such as setting privacy preferences or filling in forms.
• Analytics cookies (optional): help us understand how visitors interact with our website by collecting and reporting information anonymously.
• Marketing cookies (optional): may be set through our site by advertising partners, and may be used to build a profile of your interests.
• Functional cookies (optional): enable enhanced functionality and personalisation, such as live chat and embedded videos.

You can control cookies through your browser settings, through our cookie consent banner, or by installing the Google Analytics opt-out browser add-on. Blocking some cookies may affect your experience on our website.

Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational, legal or regulatory reasons. We will notify you of any material changes by posting the updated policy on our website with a new effective date.

Questions about your privacy?

If you have any questions, concerns or requests regarding this Privacy Policy or how we handle your personal data, please contact us on 01274 608 608 or at info@manorrowsolicitors.co.uk.