1. About Us

Sharpwell Property Law ("we", "us", "our") is a law firm authorised and regulated by the Solicitors Regulation Authority.

Firm name: Sharpwell Property Law
Entity: Sharpwell Property Law Ltd, company number 05945344
Registered address: 78 Pall Mall, London, England, SW1Y 5ES
Telephone: +44 20 7769 6724
Email: info@sharpwell-law.com

For the purposes of data protection law, we are the data controller.

2. Scope of This Policy

This Privacy Policy explains how we collect, use, store, and protect your personal data when:

• you visit our Website;
• you contact us;
• you instruct us; or
• we otherwise interact with you in a professional capacity.

This policy is provided in accordance with the UK GDPR and the Data Protection Act 2018.

3. What Is Personal Data

"Personal data" means any information relating to an identified or identifiable individual.

This may include:

• name and contact details;
• identification documents;
• financial information;
• transaction details;
• online identifiers (e.g. IP address).

4. Your Rights

Under data protection law, you have rights including:

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure (subject to legal obligations);
• the right to restrict processing;
• the right to object;
• the right to data portability (where applicable).

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

5. Personal Data We Collect

We may collect and process the following categories of data:

5.1 Identity Data

• full name
• date of birth
• identification documents (passport, driving licence)

5.2 Contact Data

• address
• email address
• telephone numbers

5.3 Financial Data

• bank account details
• source of funds and wealth
• transaction records

5.4 Matter-Related Data

• information relevant to your legal matter
• information about related parties (e.g. family members, counterparties)

5.5 Technical Data

• IP address
• browser type and usage data

5.6 Special Category Data (where required)

We may process sensitive personal data where necessary for legal work (e.g. identity verification or litigation), in accordance with legal obligations.

6. Lawful Basis for Processing

We process personal data only where we have a lawful basis, including:

• Contract: to provide legal services to you
• Legal obligation: including compliance with the Money Laundering Regulations 2017
• Legitimate interests: to operate and improve our business
• Consent: for marketing communications (where required)

7. How We Use Your Personal Data

We may use your personal data to:

• provide legal services and manage your matter;
• carry out identity verification and AML checks;
• communicate with you;
• manage billing and payments;
• comply with legal and regulatory obligations;
• prevent fraud and cybercrime;
• improve our Website and services;
• send marketing communications (only where permitted).

8. Legal and Regulatory Obligations

As a regulated law firm, we are required to:

• verify your identity;
• conduct due diligence checks;
• report suspicious activity where legally required.

We may process your data without your knowledge or consent where required to comply with legal obligations.

9. Sharing Your Personal Data

We may share your data with:

• courts, tribunals, and regulators;
• other parties to a transaction (e.g. buyers, sellers, lenders);
• professional advisers (e.g. barristers, experts);
• identity verification and AML providers;
• IT and cloud service providers.

We ensure all third parties respect data security and comply with data protection law.

10. International Transfers

Your data is primarily stored in the UK.

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

• adequacy regulations; or
• standard contractual clauses.

11. Data Security

We implement appropriate technical and organisational measures, including:

• encrypted systems and secure cloud storage;
• restricted staff access;
• secure document storage;
• regular backups;
• cybersecurity protections.

However, no system is completely secure, and transmission of data is at your own risk.

12. Data Retention

We retain personal data only as long as necessary.

Typically:

• legal files: minimum 6 years from matter completion (or longer where required);
• financial records: as required by HMRC;
• AML records: as required by law.

We may retain data longer where necessary to:

• establish or defend legal claims;
• comply with regulatory obligations.

13. Confidentiality and Legal Privilege

Information you provide may be subject to legal professional privilege. However:

• privilege may not apply until a formal client relationship is established;
• information sent before engagement may not be confidential.

14. Cybersecurity and Fraud Prevention

We take reasonable steps to protect your data, but:

• email and online communications are not fully secure;
• cybercrime risks (including payment fraud) exist.

We may use your data to detect and prevent fraud.

15. Marketing Communications

We may send you legal updates or marketing where:

• you have consented; or
• we are permitted to do so under applicable law.

You can opt out at any time by contacting us.

16. Cookies and Website Tracking

Our Website may use cookies and similar technologies.

For more details, please refer to our separate Cookies Policy.

17. Subject Access Requests

You may request a copy of your personal data by contacting us.

• No fee is usually charged;
• We respond within one month, unless the request is complex.
• We may charge a reasonable fee for excessive or repetitive requests.

18. Contacting Us

For all data protection enquiries:

Compliance Officer for Finance and Administration (COFA)
Sharpwell Property Law
78 Pall Mall, London, England, SW1Y 5ES
info@sharpwell-law.com
+44 20 7769 6724

19. Changes to This Policy

We may update this Privacy Policy at any time. The latest version will always be available on our Website. Continued use of our Website constitutes acceptance of any changes.