Retention periods schedule

(1) This retention periods schedule accompanies and forms part of our Privacy policy. Any changes must be authorized by the COLP.

(2) Special arrangements exist for client files held on behalf of those under the age of 18. The date of the destruction period will only start from the child’s 18th birthday.

(3) Our privacy policy and client care information provisions allow the Firm to retain personal data longer than the current maximum period stipulated by the AML regulations.

Client Files

Type of matter

Date of destruction (from the end of the case)

Conveyancing - sale

6 years

Conveyancing - purchase

12 years

Conveyancing - transfer or re-mortgage

12 years

Company formation

12 years

Employment

6 years

Litigation

6 years

Landlord & tenant

12 years

Matrimonial/family

6 years

Children

6 years

Personal injury - adult

6 years

Personal injury - child

6 years after the age of 18 reached

Probate (where no transfer of inheritance tax of first threshold between spouses or where a deed of variation has been fully completed

12 years after winding up and distribution of estate

Probate (where transfer of inheritance tax threshold between spouses, or where a deed or subsequent of variation is not effective until a subsequent death

12 years after winding up and distribution of second estate
 

Trust

100 years after winding up of trust or closure of file (whichever is sooner)

Wills

100 years

Lasting Powers of Attorney

6 years

Other matters (at discretion)

6 years

First interview records/one-off advice

6 years from end of last advice.

Type of data

Length of retention

Accident book

3 years from date of last entry (unless containing entries for under 18, then 3 years from last 18th birthday)

Accident record files

6 years from date of accident

Complaints records

7 years from closure of complaint

Client satisfaction records

7 years from receipt

AML client due diligence information and records relating as per the destruction date for any client business relationship client files

Professional indemnity claims files

7 years from end of claim

Records of referrals made to other Agencies

6 years from referral made or case closed
(whichever is the latter)

Data Protection requests

2 years from date of last action

Recruitment files for unsuccessful applicants

18 months from date of application

Personnel files

7 years from date employment ends

Staff diversity data

3 years from collection

Established in Derbyshire for over 30 years

Solicitors Regulation Authority, ID 67404