Privacy Policy

Client Privacy Notice

This privacy notice explains how MBH Solicitors collects, uses, stores and shares personal information about clients and other individuals connected with client matters. It is intended to provide clear information about how personal data is handled in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and relevant professional obligations applying to solicitors.

1. Who we are

MBH Solicitors is a UK-based legal firm. For the purposes of data protection law, MBH Solicitors is usually the data controller for the personal information it processes in connection with providing legal services. This means the firm decides why and how personal information is used.

MBH Solicitors has appointed Gillian Lavelle as data protection lead for the company. Gillian is contactable in the first instance using the contact details in this privacy notice.

2. Personal information we collect

The personal information processed will depend on the nature of the legal matter and the services requested. This is likely to include, but is not limited to the following information:

• identity and contact details, such as name, address, email address, telephone number, date of birth and identification documents;
• client matter information, including instructions, correspondence, case notes, evidence, legal documents and information about third parties involved in a matter;
• financial information, such as bank details, billing information, payment records, source of funds information and information needed for anti-money laundering checks;
• information needed to verify identity, comply with legal and regulatory obligations, prevent fraud and carry out conflict checks;
• special category data, where relevant to the matter, such as health information, racial or ethnic origin, religious or philosophical beliefs, trade union membership, sex life or sexual orientation data;
• criminal offence data, where relevant to the legal advice or representation being provided;
• communications data, including emails, letters, telephone notes and records of meetings; and
• technical and usage information where individuals use the firm’s website, online portals or electronic communication systems.

Particulars – Biometric Data

MBH Solicitors use an onboarding software which allows us to seamlessly perform the identity and verification checks needed to proceed with the legal services we have been instructed by clients to provide. The software used may include biometric checks, such as facial recognition or liveness verification, for identity verification and fraud prevention purposes.

As biometric information is treated as special category data under UK GDPR where it is used to uniquely identify an individual, MBH Solicitors will only use this functionality where a valid lawful basis and special category condition applies, which may include the client’s explicit consent. Where consent is relied upon, clients may withdraw their consent at any time; however, this will not affect any processing carried out before consent was withdrawn and may mean that an alternative identity verification process is required.

Particulars – Marketing

MBH Solicitors may offer clients the opportunity to join its mailing list to receive updates, news or information about services that may be of interest. Clients will only be added to the mailing list where they have chosen to opt in or where another lawful basis applies. Where consent is relied upon, clients can withdraw their consent and unsubscribe at any time by using the unsubscribe option provided in marketing communications or by contacting MBH Solicitors directly.

Particulars – Visiting Site

MBH Solicitors are located in managed offices. Our management company ‘Wigan Investment Centre’ may prompt you to sign in and out to record your visit for health & safety purposes. The investment centre also have CCTV in place for site security. Wigan Investment Centre are responsible for the processing of this information; we ask that you please contact the investment centre directly if there are any questions about their processing of visitor information.

3. How we collect personal information

MBH Solicitors may collect personal information directly from clients, from individuals connected with a matter, from correspondence and documents provided to the firm, and from third parties where this is necessary for the provision of legal services. Third parties may include courts, tribunals, other solicitors, barristers, experts, witnesses, regulators, public authorities, insurers, lenders, estate agents, medical professionals, employers, family members or other representatives.

4. Why we use personal information

MBH Solicitors uses personal information for the following purposes:

• opening, managing and administering client files;
• providing legal advice, assistance and representation;
• communicating with clients and others involved in a matter;
• verifying identity and carrying out anti-money laundering, fraud prevention and conflict checks;
• managing billing, payments, accounting and debt recovery;
• complying with legal, regulatory and professional obligations;
• handling complaints, claims, audits, regulatory enquiries or professional indemnity matters;
• maintaining business records, file management systems and internal administration;
• protecting the firm’s legal rights and interests; and
• improving the quality, security and effectiveness of the firm’s services.

5. Lawful bases for using personal information

MBH Solicitors will only use personal information where there is a lawful basis for doing so. The lawful bases most likely to apply are:

• Contact: where processing is necessary to take steps before entering into a contract with a client or to provide legal services under a client retainer.
• Legal obligation: where processing is necessary to comply with legal or regulatory requirements, including anti-money laundering obligations, accounting requirements and professional conduct obligations.
• Legitimate interests: where processing is necessary for the firm’s legitimate interests, such as managing client matters, operating the business, preventing fraud, handling complaints and protecting legal rights, provided those interests are not overridden by the individual’s rights and freedoms.
• Legitimate interests: where processing is necessary for the firm’s legitimate interests, such as managing client matters, operating the business, preventing fraud, handling complaints and protecting legal rights, provided those interests are not overridden by the individual’s rights and freedoms.
• Consent: where the firm asks for consent for a specific purpose. Where consent is relied upon, it can be withdrawn at any time, although this will not affect processing already carried out.
• Vital interests: in rare circumstances, where processing is necessary to protect someone’s life.

6. Special category and criminal offence data

Some legal matters may require MBH Solicitors to process more sensitive information, including special category data and criminal offence data. This will only be processed where it is necessary and where an appropriate condition under data protection law applies. Relevant conditions may include processing necessary for the establishment, exercise or defence of legal claims, processing necessary for the provision of legal advice, processing for reasons of substantial public interest, or processing with explicit consent where appropriate.

Examples of special category data may include information about a person’s health, racial or ethnic origin, religious or philosophical beliefs, trade union membership, genetic or biometric data, sex life or sexual orientation.

Where required, MBH Solicitors will maintain appropriate safeguards and policy documentation for the processing of special category and criminal offence data.

7. Who we share personal information with

MBH Solicitors will only share personal information where this is necessary, lawful and appropriate. Depending on the matter, information may be shared with:

• courts, tribunals, regulators, law enforcement agencies and public authorities;
• other legal professionals, including barristers, solicitors, mediators and experts;
• professional advisers, auditors, insurers and professional indemnity providers;
• opponents, counterparties and their representatives where required for the conduct of a matter;
• banks, lenders, estate agents, search providers and other organisations involved in transactions;
• medical professionals, social care bodies, employers, witnesses or other relevant third parties;
• IT, case management, document storage, payment, archiving and other service providers acting on the firm’s behalf; and
• any other party where sharing is required by law, permitted by professional obligations, necessary to provide legal services, or authorised by the client.

MBH Solicitors is subject to professional duties of confidentiality. Client information will be kept confidential unless disclosure is required or permitted by law, necessary for the provision of legal services, or authorised by the client. When exchanging information with third parties, MBH Solicitors will ensure that transfers are secure and data limited to what is strictly necessary.

8. International transfers

MBH Solicitors will not usually transfer personal information outside the UK. If it becomes necessary to transfer personal information outside the UK, the firm will ensure that appropriate safeguards are in place, such as an adequacy decision, the International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism.

9. How long we keep personal information

MBH Solicitors will keep personal information for as long as necessary for the purposes for which it was collected, including to provide legal services, meet legal and regulatory requirements, maintain accurate records, respond to enquiries or complaints, and protect the firm’s legal position.

Client matter files will generally be retained in accordance with the firm’s retention schedule. As a general rule, records may be kept up to 7years from the date the services to which they relate have been completed and any cases finalised.

10. How we protect personal information

MBH Solicitors takes appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, secure file storage, secure electronic systems, staff confidentiality obligations, staff training, data protection procedures, supplier due diligence and incident management arrangements.

11. Your rights

Individuals have rights under data protection law, subject to certain conditions and exemptions. These rights may include the right to:

• request access to personal information;
• ask for inaccurate or incomplete information to be corrected;
• ask for personal information to be erased in certain circumstances;
• ask for processing to be restricted;
• object to processing based on legitimate interests;
• request data portability in certain circumstances; and
• withdraw consent where processing is based on consent.

Some rights may be limited where personal information is processed for legal advice, legal proceedings, regulatory obligations, professional confidentiality or other legal reasons. MBH Solicitors will explain the reason if it is unable to comply with a request in full.

Requests relating to the rights of data subjects should be submitted to MBH Solicitors using the contact details in this notice, addressed to Gillian Lavelle. A response will be provided within one calendar month and usually free of charge. MBH Solicitors reserves the right to extend more complex requests by a further two calendar months, the requester will be notified of any intention to extend within the first month.

12. Complaints and concerns

If you have any questions or concerns about how MBH Solicitors uses personal information, please contact Gillian Lavelle using the contact details outlined in this notice. In compliance with the ‘Data Use and Access Act’ (DUAA, 2025), all complaints will be acknowledged within 30days and a response provided without undue delay.

In the event that MBH Solicitors is unable to satisfy a complaint, you have the right to complain to the Information Commissioners Office (ICO): https://ico.org.uk/make-a-complaint/data-protection-complaints/

13. Changes to this notice

MBH Solicitors may update this privacy notice from time to time to reflect changes in law, regulatory guidance, professional requirements or the firm’s processing activities.

Last reviewed:

June 2026