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Ross Coates Solicitors GDPR Statement

At Ross Coates Solicitors, we are required to process personal data relating to client's legal needs. We are committed to being transparent about collecting and using data and to meeting its data protection obligations. You will be informed to the purpose of any data collection while you are a client at Ross Coates Solicitors.

Type of information that may be collected

The information collected about you may include but is not limited to:

  • Your name, address and contact details, including email address and telephone number;
  • Details of your purchase/sale property;
  • Information about your current level of remuneration, including benefit entitlements;
  • Information regarding your criminal record, potentially including a criminal record certificate.
  • Any legal information that may be required for the correct processing of your file.
  • A history of your financial information.
  • Information about your right to work in the UK.

Copies of documentation that may include but is not limited to:

  • Passport
  • Drivers Licence
  • Bank Statements
  • Birth Certificate
  • Marriage Certificate

Your information will be safely and securely held in line with the Data Protection Law including the General Data Protection Regulations (GDPR) (Regulation (EU) 2016/679), a regulation which replaces the Data Protection Regulation (Directive 95/46/EC). The regulations came into effect on 25th May 2018.

How do we collect your data?

You directly provide the firm with the majority of the data we collect. We collect data and process data when you:

  • Register online or place a quote or order for any of our products or services.
  • Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
  • Use or view our website via your browser's cookies.
  • Arrange for financial transactions to occur.
  • In the act of your file being processed data about you, family members, financial information and property information will be collected.

The firm may also receive your data indirectly from the following sources:

  • Information about you may be collected indirectly when checks are being carried out on the property that you are buying/ selling. This will be handled securely in the same manner as any directly gathered information.

How will we use your data?

The firm collects your data so that we can:

How will we store your data?

Our Company securely stores your data on an internal computer server. This servicer can only be accessed by staff members at Ross Coates Solicitors and usage of the system is carefully moderated. Paper documents required for your property will be securely stored at our premises in locked offices. Once a file is completed the paper document will be sent offsite to a secure archiving facility. The firm will keep your details including any searches and checks relating to you or your file on record for a total period of 6 years.


Our Company would like to send you information about products and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop the firm from contacting you for marketing purposes or giving your data to other members of the Our Company Group. If you no longer wish to be contacted for marketing purposes, email

What are your data protection rights?

Our Company would like to make sure you are fully aware of all your GDPR and data protection rights. Every user is entitled to the following:

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: Call us at:
01473 2444414
Or email us:


Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology For further information, visit

What types of Cookies do we use

There are a number of different types of cookies, however, our website uses:

Changes to our privacy policy

The firm keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 13th February2020.

How to contact us

If you have any questions about Our Company's privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email us at:
Call us: 01473 244414

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Our Company has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office.
Phone Number: 0303 123 1113