We operate a paperless file system. This means that wherever possible we will not keep paper files or copy paper documents. There are occasions when we take hard copies of documents from you or obtain hard copy documents from third parties. These will be electronically stored in our case management system and the hard copies confidentially destroyed unless you specifically request for them to be returned.
If we have requested files from another party i.e. former solicitors, we will scan in and save electronically and then return the hard copy to the former solicitor firm. If we have a large volume of documents which need to be returned to you (or to former solicitors), we reserve the right to use the services of a courier and to take a payment on account from you or recover the cost incurred when invoicing. We will also charge for scanning in large amounts of paper documents due to the resources this takes.
After completing the work on your matter, we will keep your electronic file of papers for no less than six years.
After the expiration of 6 years, storage is on the clear understanding that we have the right to destroy your file after such period as we consider reasonable without further reference to you.
If the work we carry out for you is family mediation, we keep/destroy files/data as set out in our agreement to mediate.
Clients who have made an enquiry but not attended a free initial consultation ‘Enquiry Clients’ or those who have had a free initial consultation ‘Prospective Clients’ will not formally become a client of the Firm until our Letter of Engagement is returned with the appropriate payment on account. Enquiry Client files will usually be kept open for 3 months and Prospective Client files will be kept open for a period of 6 months after which time they will be archived. Archived Enquiry Client and Prospective Client files will be permanently deleted after 24 months unless we have decided we need to retain the file for longer. As above, storage is on the clear understanding that we have the right to destroy your file after such period as we consider reasonable without further reference to you.
Please note, we do not provide formal tailored legal advice until we have been formally instructed. Therefore, the purpose of the initial consultation is to provide general information and not legal advice to be relied upon.
This policy will be regularly reviewed and subject to change. Our most up to date version will always be available on our website.
Generally, after an enquiry has been made, we input the contact details of the Enquiry Client into our case management and communication systems. These details may remain on our system after the file has been deleted in accordance with our File Storage Policy.
We know that taking the first step can feel daunting. Whether you need advice, reassurance, or simply someone to listen we’re ready when you are.
