Privacy Policy

Who we are

In this Privacy Policy, ‘we’, ‘us’, or ‘our’ means Alecto Conveyancing Limited.

Our corporate structure

Alecto Conveyancing Limited is a wholly-owned subsidiary of Alecto Legal Limited (company number 16685039). Alecto Legal Limited provides essential business services to us, including:

• IT infrastructure, software systems, and cybersecurity services
• Case management and client portal systems
• Website hosting and maintenance
• Accounting, payroll, and financial services
• Data storage and backup services
• Business support and administrative services

As a result, your personal data will be processed using systems and infrastructure provided and maintained by Alecto Legal Limited. This is governed by a formal Data Processing Agreement between the two companies, which ensures your data is protected to the same standards regardless of which entity is processing it.

The information we collect

We process personal information which you provide to us:

• When you instruct us to provide conveyancing services
• When you use our website or client portal
• When you communicate with us by phone, email, or in writing
• When you request information or assistance from us

The personal information we process

Personal details

• Name, date of birth, and address
• National Insurance number
• Contact details (telephone, email)
• Marital status and family details

Identity information

• Passport, driving licence, or national identity card
• Utility bills and bank statements (for address verification)
• Biometric data from identity verification checks

Financial information

• Income and employment details
• Bank account information
• Source of funds and source of wealth documentation
• Credit history (obtained from credit reference agencies)

Transaction information

• Property details and transaction history
• Mortgage and lender information
• Communications relating to your matter

Special categories of personal data

Special categories of personal data include information about health, racial or ethnic origin, religious beliefs, and other sensitive information.

We do not generally process such information unless:

• You have voluntarily provided it to us
• It is relevant to the legal service you have asked us to provide
• It is necessary to identify you as a vulnerable client who may need additional support

Where we do process special category data, we will do so only with your explicit consent or where otherwise permitted by law, and we will minimise such processing wherever possible.

How we use your information

Purposes

We use your information to:

• Provide conveyancing and legal services to you
• Verify your identity and prevent fraud and money laundering
• Communicate with you about your matter
• Comply with our legal and regulatory obligations
• Manage our business operations and improve our services

Legal basis

We process your information on the following legal bases:

• Contract: To perform our contract with you for legal services
• Legal obligation: To comply with laws relating to anti-money laundering, tax, and property transactions
• Legitimate interests: To manage our business, improve our services, and protect our legal rights
• Consent: Where you have given specific consent for particular processing

How we retain your information

We retain your personal information in accordance with applicable laws and professional requirements. We will take reasonable steps to destroy or anonymise personal information we no longer need.

How we share your information

Where necessary or required, we share information with the following categories of recipients:

Alecto Legal Limited (our parent company)

As described above, Alecto Legal Limited provides the IT systems, software, and business infrastructure that we use to deliver our services. Your data is processed on systems owned and operated by Alecto Legal Limited under a formal Data Processing Agreement. This includes:

• Storage and hosting of client data on secure servers
• Operation of our case management system and client portal
• IT support, maintenance, and cybersecurity services
• Accounting and financial administration
• Business continuity and disaster recovery

Alecto Legal Limited processes your data solely on our instructions and is contractually bound to protect it in accordance with UK GDPR requirements.

Regulatory authorities

Including the Council for Licensed Conveyancers, the Information Commissioner's Office, and law enforcement agencies, to comply with our legal and regulatory obligations.

Credit reference and fraud prevention agencies

To verify your identity and check for potential fraud in accordance with anti-money laundering regulations.

Property search companies

To obtain searches and enquiries necessary for your property transaction.

Other parties in your transaction

Including estate agents, mortgage brokers, lenders, and solicitors acting for other parties, to enable the transaction to proceed.

Government departments

Including HMRC, HM Land Registry, and Companies House, to fulfil legal obligations relating to your transaction.

Professional advisers and auditors

Including our insurers, auditors, and legal advisers, for professional and regulatory compliance purposes.

Third-party service providers

We use carefully selected third-party providers for specific services such as identity verification, electronic signatures, and secure document storage. All such providers are contractually bound to protect your data and process it only on our instructions.

Information security

We implement appropriate technical and organisational measures to protect your personal information from loss, misuse, unauthorised access, modification, or disclosure. These measures include:

• Encryption of data in transit and at rest
• Multi-factor authentication for system access
• Regular security assessments and penetration testing
• Staff training on data protection and information security
• Access controls limiting data access to authorised personnel
• Incident response procedures for data breaches

While we take all reasonable precautions, no data transmission or storage system can be guaranteed 100% secure. We cannot be held responsible for unauthorised access that is beyond our reasonable control.

International data transfers

We primarily store and process your data within the United Kingdom. Where we transfer data outside the UK (for example, where a third-party service provider operates internationally), we ensure appropriate safeguards are in place, such as:

• Transfers to countries with UK adequacy decisions
• Standard contractual clauses approved by the ICO
• Other appropriate safeguards as permitted by UK GDPR

Your rights

Under UK data protection law, you have the following rights:

• Access: Request copies of your personal information
• Rectification: Request correction of inaccurate information
• Erasure: Request deletion of your information in certain circumstances
• Restriction: Request we limit how we use your information
• Portability: Receive your information in a portable format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Where processing is based on consent

Some of these rights are not absolute and may be subject to exemptions, particularly where we have ongoing legal obligations or legitimate interests that override your request.

To exercise any of these rights, please contact us using the details below.

Cookies

Our website uses cookies to improve your experience and analyse website traffic. For detailed information about the cookies we use and how to manage them, please see our separate Cookie Policy available on our website.

Complaints

If you have a complaint about how we have handled your personal information, please contact us using the details below and we will investigate.

You also have the right to complain to the Information Commissioner's Office:

Contact us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

Updates to this policy

We keep this Privacy Policy under review and may update it from time to time. We will post any changes on our website. For significant changes, we will notify you directly.

Last updated: January 2026