Our Privacy Policy

VMD Solicitors is committed to protecting your privacy. This policy explains how we collect, use, store and protect your personal data, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

VMD Solicitors is the data controller for the purposes of this policy. Our Information Commissioner’s Office (ICO) registration number is ZA567284.

What Information We Collect

Depending on how you interact with us, we may collect:

• Contact details (name, address, email, phone number)
• Identification documents required for client due diligence (e.g. under anti-money laundering regulations)
• Case-related information you provide, including documents relevant to your matter
• Special category data where relevant to your case (for example, health or immigration status information), processed only where necessary and with appropriate safeguards
  
  

How We Use Your Information

We process your personal data to:

• Provide legal advice and services under our contract with you
• Comply with our legal and regulatory obligations, including anti-money laundering checks and SRA requirements
• Communicate with you about your matter
• Where you have consented, send updates about our services (you may withdraw this consent at any time)
  
  

Our Lawful Basis for Processing

We rely on the following lawful bases, depending on the circumstances: performance of a contract with you, compliance with a legal obligation, our legitimate interests in running our practice, and, in limited circumstances, your consent. Where we process special category data (for example, in immigration or employment matters), we rely on the substantial public interest condition for the establishment, exercise or defence of legal claims.

Who We Share Your Information With

We may share your information with:

• Barristers, experts, or other third parties instructed on your matter
• Courts, tribunals, and relevant government bodies (e.g. the Home Office, HMCTS)
• Our regulator, the SRA, where required
• IT and case management service providers acting on our instructions, under appropriate data processing agreements

We do not sell your personal data to third parties.

How Long We Keep Your Information

We retain client files and personal data for as long as necessary to provide our services and to meet our legal and regulatory obligations. Retention periods vary by matter type. For example, 6 years for most matters, and longer for wills, trusts, or matters with ongoing obligations. Full details are available on request.

International Transfers

Where any of our service providers store or process data outside the UK, we ensure appropriate safeguards are in place, such as the UK’s International Data Transfer Agreement or adequacy regulations.

Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data, where applicable
• Restrict or object to certain processing
• Data portability, where applicable
• Withdraw consent at any time, where we rely on consent

To exercise any of these rights, contact us at [data protection contact/email]. We will respond within one month, as required by law.

Keeping Your Data Secure

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.

Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance at complaints@vmdsolicitors.co.uk.  You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: ico.org.uk

Telephone: 0303 123 1113

Changes to This Policy

We may update this policy from time to time. The latest version will always be available on this page, with the date of the most recent update shown below.

Last updated: 31^st August 2026