Online transaction management privacy notice


This notice explains how Mills & Reeve LLP, a limited liability partnership registered in England and Wales with registered number OC326165, will collect, use or otherwise process your personal data to track all stages of a deal in real-time and automate a number of administrative processes that need to be managed during a transaction through the use of an online transaction management platform (Legatics).

This privacy notice supplements other notices and privacy policies, such as our client privacy notice, and is not intended to override them.

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The types of personal data that we will process for tracking and managing an online transaction may include:

  • Names
  • Contact addresses
  • Email addresses
  • Signatures
  • Comments made within the platform attributed to you

We act as a controller of your personal data when processing this information.

We process this data in order to arrange for the tracking and managing an online transaction, as required during the course of provision of legal services to our clients. We have introduced this platform to provide a smoother and faster completion process. Processing personal data is necessary for the purposes of these legitimate interests.

We may also process this data in order to comply with our legal and regulatory requirements as well as for the prevention, detection and investigation of fraud.

The provision of personal data is necessary to complete an online transaction. If you decide not to supply personal data that we have requested, then you will be unable to benefit from tracking and management of the online transaction.

Your personal data may be seen or used by our partners and staff (whether lawyers or support staff) in the course of their duties or others lawfully working with us in the ordinary course of our business (for example, former staff or partners working with us on a consultancy basis).

The platform provider will have access to your data. They will be data processors in relation to your information and we have a data processing agreement in place with the provider to ensure that personal data is processed lawfully. Where platform provider proposes to process your personal data as a controller in their own right, rather than on our instructions, the platform provider will notify you of this, and provide you with a privacy notice to explain how they will process your personal data. They may do this, for example, to manage any account that you create for use of their platform.

Exceptionally we might need to share your personal information in order to obtain necessary confidential legal advice or to comply with our insurance, legal or regulatory obligations. For example, we may have to provide some information to our insurers, legal advisors, public authorities such as HMRC, or to a court/tribunal.

The platform provider processes your personal data within the EEA. The EEA countries are considered to provide adequate protection for personal data comparable to UK data protection legislation. 

We expect to retain your personal data in accordance with our retention policy. This policy is reviewed periodically and the periods for storage specified in it may alter depending on the requirements of law and regulation, client requirements, best practice and insurance.

We may be obliged to suspend any planned destruction or deletion under our retention policy where legal or regulatory proceedings require it or where proceedings are underway such as require the data to be retained until those proceedings have finished.

You have the right to request copies of the personal data we hold about you. If you wish to obtain a copy of your personal data, you may contact us by emailing [email protected]. You also have the right to ask for inaccuracies in your data to be corrected, and in certain circumstances for us to stop processing your data or for your data to be erased. Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

If you have any questions about this privacy notice please use the following contact point: [email protected]. If you believe that we have not complied with any of our obligations under data protection laws in the UK, please let us know. You have the right to lodge a complaint with the Information Commissioner’s Office.