Privacy Policy

1) Who we are

Hodge Solicitors LLP (“we”, “us”, “our”) is a firm of solicitors regulated by the Law Society of Scotland. We are the data controller of personal data we process in connection with our services unless we state otherwise.

Registered/office address: 28 Wellmeadow, Blairgowrie PH10 6AX

Contact: [email protected] 01250874441

2) What data we collect

Depending on your matter, we may collect:

Identity and contact data: name, titles, address, email, phone, date of birth, identifiers.
Matter data: instructions, file notes, correspondence, contracts, court papers, counsel/expert reports.
Financial data: bank details, invoices, payments, source of funds/wealth information.
Special category/criminal data: e.g., health data in family/employment matters, or criminal offence data where relevant—handled with additional safeguards under the UK GDPR/DPA 2018.

We may receive data directly from you or from third parties (e.g., other solicitors, courts/tribunals, the Registers of Scotland, counsel/experts, referring agents, background check/databases for Anti Money Laundering (AML)/Know Your Client (KYC)).

3) Why we use your data (purposes) and our lawful bases

We process personal data for:

Providing legal services and managing your matter (taking instructions, advising, drafting, negotiation, litigation/representation). Lawful bases: contract; legal obligation; legitimate interests. For special category/criminal data: legal claims; substantial public interest where applicable under DPA 2018.
Client onboarding and compliance (conflicts, identity checks, AML/KYC, fraud screening, sanctions checks). Lawful bases: legal obligation; legitimate interests. AML documentation retention is mandatory under the Money Laundering Regulations 2017.
File and practice management (billing, payments, debt recovery, professional indemnity, audit/quality, business reporting). Lawful bases: contract; legitimate interests; legal obligation.
Regulatory/complaints handling (responding to the Law Society of Scotland or the Scottish Legal Complaints Commission). Lawful bases: legal obligation; legitimate interests.
Marketing communications (where permitted) and website analytics/cookies—see Section 10 (PECR). Lawful bases: consent or legitimate interests, as applicable.

4) Confidentiality and legal professional privilege

We are bound by client confidentiality under the Law Society of Scotland rules. Confidentiality endures without time limit and may only be overridden by the client, a court or statute.

Legal professional privilege (LPP) protects qualifying lawyer–client communications and is not overridden except in narrow circumstances (e.g., crime/fraud exception or express statutory removal).

Note: Certain regulators (e.g., SLCC/Law Society) can require confidential (but not privileged) material in defined situations. LPP retains a special status.

We share personal data only where necessary and proportionate, for example with:

Counsel, experts, local agents, translators, process servers, property search providers, title insurers, and opposing parties/their advisers, courts/tribunals, HM Land Registry/Registers of Scotland and other public bodies, as required to progress your matter.
Our regulators and complaints bodies (Law Society of Scotland, SLCC) where required.
Service providers acting as processors under contract (e.g., case management, document storage, email, IT support, telephony, archiving, payment processors), with UK GDPR-compliant terms.
AML/KYC and fraud-prevention partners where legally required.

We keep a record of processors and data-sharing arrangements and ensure appropriate technical and organisational measures are in place.

7) How long we keep your data (retention)

We retain personal data no longer than necessary for the purpose collected. As a law firm, we also follow sector-specific guidance:

Client due diligence (AML/KYC): keep copies and supporting records for five years from the end of the transaction or business relationship (unless extended or deletion is required by law at expiry).
Matter files: we adopt retention periods informed by Law Society of Scotland guidance and limitation periods. Examples (subject to your matter type and our risk assessment):
- Conveyancing, civil litigation, wills, trust and executries and general work: typically 10 years after completion.
- Criminal (summary): typically 3 years after conclusion; solemn: at least sentence duration (if >3 years) or 3 years otherwise.

8) Your rights

Under UK data protection law you have rights (subject to legal/professional restrictions and LPP, see Section 4): to be informed; access; rectification; erasure; restriction; data portability; object; and rights related to automated decision-making.

To exercise rights, contact us (Section 1). You also have the right to complain to the Information Commissioner’s Office (ICO).

In certain circumstances, where data in our files is subject to legal professional privilege, the DPA 2018 provides exemptions from some transparency and access duties to avoid prejudicing the confidentiality of privileged work.

9) Security

We implement appropriate technical and organisational measures to protect personal data (access controls, encryption where appropriate, secure storage, staff training, incident response).

We maintain records of processing and a breach log, and we will notify the ICO and affected individuals where legally required.

10) Marketing and cookies (PECR)

If we send electronic marketing (email/SMS) we will do so in line with the Privacy and Electronic Communications Regulations (PECR) and UK GDPR—using consent or “soft opt-in” where applicable, always with a clear opt-out.

Our website uses cookies; non-essential cookies will only load with your consent. See our Cookie Notice for details and controls.

12) Automated decision-making

We do not make decisions producing legal or similarly significant effects solely by automated means. If this changes, we will update this notice and provide information about logic, significance and envisaged consequences, and your rights to obtain human review.