Privacy Policy

Montpellier Legal is committed to keeping safe your privacy when you use our services. In this policy we set out why and how we collect your personal data and also what we do with it.

This policy sets out our obligations under the Data Protection Act and UK General Data Protection Regulations 2018. Please get in touch if you have any queries regarding our Privacy Policy.

Confidentiality and Security

Montpellier Legal places much emphasis on the security of all information connected with our clients. We have security measures set so as to protect against the loss, misuse and alteration of client data in our control. Our security and privacy policies are reviewed and where necessary updated, and only relevant staff have access to all of our clients’ personal data. Staff who have access to clients personal data are trained with regards to ensuring the security of this data. Although we cannot guarantee that loss, misuse or alteration of data will not occur, we use our all reasonable steps to stop this. Our cloud computing as referenced below greatly helps us to keep safe the data as this backs the data up very regularly.

To prevent unauthorised access, maintain data accuracy and ensure the appropriate use of personal data, we have put in place reasonable physical and electronic procedures to protect and keep safe personal data that we collect and process.

Where is the personal data stored?

Montpellier Legal uses cloud based computing to store it’s client data using a secure data centre. All systems are controlled, run and maintained from a secure location. Further details may be available on request to clients of the firm but for obvious security reasons we do not wish to disclose more sensitive elements of this in this publicly available notice. Please ask for further details.

We will not transfer your personal data overseas other than transfers via our cloud computing suppliers some of whom may back up to servers based abroad. Such suppliers transfer, store and process data using Amazon Web Servers (AWS) which are held at a destination within the European Economic Area (“EEA”). AWS servers offer the highest level of security and are ISO 27001 compliant. If our suppliers transfer any data outside the EEA, they will take steps to make sure adequate levels of privacy protection, in line with Data Protection Law, are in place in accordance with their privacy policies (available upon request to clients).

What personal data do we collect about you?

Montpellier Legal collects and processes personal data about you in order to:

• Identify you each time you communicate with us;
• Carry out the transaction you have retained us to do ;
• Comply with all legal obligations linked with your retainer.

We collect personally identifiable Information. This may include your name, address, email, telephone, financial and contact details, gender, age, work, and other information necessary for us to execute the transaction(s) you have asked us to do.

You are under no obligation to provide this information, however if you do not then we may not be able to carry out your instructed services. 

How will we use the personal data collected about you?

We use the personal data you provide about yourself or others to undertake the service for which the information is intended. This may include registering ownership for a property or filing a stamp tax return at hmrc. We will also use it to communicate whenever necessary with you. We do not share this personal data with 3rd parties without your consent except to the degree necessary so as to carry out the work you have retained us to carry out or to adhere in responding, court orders or other legal actions. Where it is necessary for us to officially establish your identity in order to comply with regulatory obligations such as in relation to preventing money laundering, we will pass your data to various verification suppliers for such reasons who may go on to further verify these details against any available data controllers such as credit agencies financial institutions and government agencies to which they or their own agencies or associates have access.

The third parties we may share personal data with include:

Please note this is not a comprehensive list; for further information please contact us using our official phone number, by post to our official office address or by email to Info@montpellier.legal and ask to speak to the Data Protection Officer, Lucy Batten.

We never use or share the Personally Identifiable Information provided to us in ways or for reasons unrelated to the ones described above. If we wish to use your personal data for a new purpose, we will not do so without first obtaining your consent.

Data Retention

For sale transactions, the normal data retention period is 6 years, and for purchase files, the normal data retention period is 15 years. For information relating to Anti Money Laundering checks, the data retention period is 5 years. We will retain your data with this standard unless we have contracted with you to keep your file for a further period. All client data is deleted or (for financial record keeping purposes) anonymised after that time.

Access to the Personal Data we may hold about you

You have the right to request a copy of the personal data that we hold about you. To obtain a copy of this personal data, please contact us using our official office phone number, our official post address or on Info@montpellier.legal and ask to speak to the Data Protection Officer, Lucy Batten. Please note it will not be possible to provide this information if in compliance with the above terms we have already deleted your data as permitted due to the length of time since we obtained such data.

We want to make sure the personal data we may hold about you is current and accurate. You may ask us to correct or remove any personal data you believe is inaccurate.

To protect your privacy and the privacy of others, we are obliged to seek proof about who you are before we give you access to the personal data we may hold about you or make any changes to it.

If you have any questions about your right to access any personal data we hold, or if you feel your data has not been handled according to the principles of the relevant data protection regulations, you should contact the Information Commissioner’s Office for guidance on their published helpline number: 0303 123 1113.

Please note that where our website contains links to other websites, our Privacy Policy does not apply to those websites and their stated privacy policies shall apply as to those. When you visit other websites through any link, check that you have read their Privacy Policy as applicable before sharing your data with then.

You can access our Web Site without disclosing your personal data.

Automatic Collection of non-personal Information (Cookies, Log files and IP Addresses)

“Cookies” are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. The Interactive Advertising Bureau (IAB) is an industry body which provides in-depth information about cookies. For further information, you may wish to visit www.aboutcookies.org. You can read our Cookie Policy here.