General Data Protection Regulation (GDPR)

1            Electronic mails (and other forms of electronic communication)

Electronic mail and other forms of electronic communication (such as texting and voicemail) enable us to communicate more quickly with our clients (and also enable clients to correspond with us more quickly). However, not every client finds one or more of these methods of communication acceptable. Some have concerns about who might see the contents of such communications and not every client has systems in place to ensure that only the addressee of a form of electronic communication will see it. If you do not agree to letting us communicate with you by email or other forms of electronic communication, please let us know when signing and returning these Terms and Conditions of Business. We will not action any requests by e-mail for changing of banking arrangements without discussing such with you (assisting avoidance of cybercrime).

2            Data protection

2.1        In order for us to provide you with legal services you will need to provide us with information about yourself. Although the information you provide is used primarily for the provision of legal services, it may also be used when we carry out tasks to support the legal services (such as administration, invoicing and keeping client records etc). While we are performing the legal services, we can also collect or retrieve information about you from third parties.

2.2        How we use this information depends on four factors:

2.2.1     The instructions that you provide;

2.2.2     The requirements of the Data Protection Law (Ν. 125(I)/2018)

2.2.3    The provisions of the Regulation (EE) 2016/679 of the European Parliament

2.2.4     The duty of confidentiality that we owe to you.

3            Proof of identity

3.1        We are required by law to obtain satisfactory evidence of your identity (which can include people who are related to you). This is because criminals who want to launder money may use Advocates who handle and deal with money and property on behalf of clients.

3.2        To comply with our duties, we must have the evidence of your identity as soon as possible.

3.3        For individuals, in most cases, identification evidence will consist of the following two documents:

3.3.1     Your current valid passport/id; and

3.3.2     a document (such as a utility bill or a bank statement) that shows your name and your current residential address and is dated no more than three months before the date on which we ask for the evidence of your identity.

3.4        For companies in most cases identification will involve:

3.4.1     us carrying out checks with the Registrar of Companies as to your existence and standing;

3.4.2     other checks with third party organisations in appropriate cases;

3.4.3     our inspection of your statutory registers and minute book;

3.4.5     identifying those persons who we are dealing with on your behalf

3.5        If you are unable to supply the documents listed in Paragraph 7.3 or 7.4 above, please contact us to discuss alternative ways that you can be identified.

3.6        In some cases, in order for us to properly identify you, we may need to carry out checks or make searches with third parties. If we do so, then we will make a charge of £150.00. This will be listed under the expenses section of your bill.

3.7        Where you cannot provide satisfactory evidence of identity then we may not be able:

3.7.1     to act for you, and/or

3.7.2     to receive any money from you; and/or

3.7.3     to pay any money to you or to a third party on your behalf.

4            Confidentiality, money laundering and proceeds of crime etc

4.1        As Advocates, we have both a professional and a legal obligation to keep your affairs confidential. These obligations include not disclosing the information that you provide to us (except in the circumstances listed in paragraph 6 above and in this clause) or details about the legal services that we are providing to you.

4.2        These obligations of confidentiality are not absolute. In certain circumstances, we may have a duty under the law to make a disclosure to the Serious Organised Crime Agency. This duty to make a disclosure will be triggered when we suspect or know that a transaction may involve money laundering or terrorist financing.

4.3        If we do make a disclosure to the Serious Organised Crime Agency in connection with your matter, this is likely to mean that:

4.3.1     we cannot tell you that a disclosure has been made;

4.3.2     we must stop working on your matter for a period of time; and

4.3.3     we cannot tell you why we have stopped working on your matter.

4.4        If you and another person jointly instruct us on a matter, you agree that there will be no confidentiality between you and the other joint client and that information you disclose to us can be shared with the other joint client. We can also share information that you provide in relation to a matter with a third party (such as an accountant or estate agent and so on) who is helping with the matter, unless you instruct otherwise. You also permit us to disclose information about matters on which you instruct us to our insurers, auditors and the regulatory bodies governing the work of Advocates. We will only do so in confidence.

4.5        If a conflict of interest occurs (for example, where your interest’s conflict with those of another joint client on the same matter or another client), we may have to stop acting for you. A conflict of interest can arise for a number of reasons. For example:

4.5.1     if you do not wish to allow us to disclose information that you have provided to another joint client (such as where you are buying property with a mortgage and do not wish us to disclose certain information to the lender who is a joint client with you);

4.5.2     if you provide information to us which we must disclose to another client (in order to act in their best interests as well as yours) but you do not wish us to do so, or the other client provides information which we must disclose (in order to act in your best interest) but they do not wish us to do so; or

4.5.3     if another situation develops where it would be a breach of professional rules for us to act for both you and another client.