Terms of Business

1. Our Firm

Safe Harbour Legal is the trading name used by Aaron Johnson, Consultant Solicitor. Aaron is contracted to MDLS Solicitors Limited (trading as Legal Studio Solicitors), which is authorised and regulated by the Solicitors Regulation Authority (SRA ID 598793). All legal services are provided under the regulatory authorisation of MDLS Solicitors Limited.

MDLS Solicitors Limited is registered in England & Wales (Company No. 08599445).

2. SRA Transparency Rules

In accordance with the SRA Transparency Rules, we provide the following information on our website and on request: our regulatory status, complaints procedures, pricing information for key services, and details of our professional indemnity insurance. You can verify our regulation status at the SRA website.

3. Our Services

We provide legal services in the following areas:

• Will writing and estate planning
• Probate and estate administration
• Lasting Powers of Attorney
• Trusts and asset protection

The specific scope of work for your matter will be confirmed in a client care letter sent to you before we commence work. We will only act on matters within our areas of expertise. Where your matter falls outside our scope, we will refer you to an appropriate specialist.

4. How We Accept Instructions

Instructions are accepted in writing — by email, letter, or via our secure client portal (LawConnect). We will confirm the following in a client care letter before we begin work:

• The scope of our instructions and the work to be carried out
• The agreed fee and any likely disbursements
• The estimated timescale for completion
• The name and status of the person handling your matter
• The name of the supervising solicitor (if different)
• How to raise a complaint if you are dissatisfied

Work will not commence until you have confirmed your instructions and, where applicable, identity verification has been completed.

5. Client Identification and Anti-Money Laundering

Under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, we are required by law to verify the identity of our clients before we can act. This typically requires:

• Photographic ID: Passport or driving licence
• Proof of address: Utility bill or bank statement dated within the last 3 months

Identity verification is carried out electronically where possible via eCos, or by providing certified copies of ID documents. We may also need to verify the source of funds for certain transactions.

We are unable to proceed with your matter until satisfactory identification has been provided.

6. Distance Contracts and Cancellation Rights

7. Fees and Charges

Safe Harbour Legal provides fixed-fee quotes for all our services. We believe you should know exactly what your legal work will cost before you commit. In accordance with the SRA Transparency Rules, our pricing for key services is published on our website at our pricing page.

• No hourly billing: Your fee is agreed in writing before work begins
• No hidden costs: The fee in your client care letter covers the scope of work described
• Disbursements quoted separately: Third-party costs (court fees, Land Registry fees, search fees, etc.) are explained and quoted upfront so there are no surprises
• Scope changes: If additional work is required beyond the original scope, we will discuss and agree a revised fee with you before proceeding

Our fees are inclusive of our professional charges and VAT at the prevailing rate (currently 20%).

8. Payment Terms

Payment terms will be agreed with you before we commence work. Typically:

• Fixed fee matters: Payment may be required in stages or upon completion
• Disbursements: Payable as they are incurred
• Invoices: Payable within 14 days of issue

9. Client Care

We are committed to providing high-quality legal services. Your matter will be handled by an experienced solicitor. We will:

• Provide regular updates on the progress of your matter
• Respond to your communications within 2 working days
• Explain the legal issues and options in plain English
• Inform you of any significant developments promptly
• Provide an estimate of the likely timescale at the outset and keep you updated if this changes

10. Conflict of Interest

We have procedures in place to identify and manage conflicts of interest in accordance with the SRA Code of Conduct. Before accepting instructions, we carry out a conflict check. If a conflict of interest is identified, we will inform you and, where possible, discuss options for managing it. In some cases, we may be unable to act and will refer you to another solicitor.

11. Confidentiality

We owe you a duty of confidentiality in accordance with our professional obligations under the SRA Standards and Regulations. Information you provide to us will not be disclosed to third parties without your consent, except where:

• Disclosure is required by law or regulation
• Disclosure is necessary for the proper conduct of your matter (e.g., to HM Courts & Tribunals Service, the Office of the Public Guardian, or the Land Registry)
• We are required to make a report under anti-money laundering legislation

12. Client Money

Where it is necessary to hold money on your behalf (for example, to pay disbursements such as court fees, Land Registry fees, or probate fees), your funds will be held by MDLS Solicitors Limited in a designated client account, kept strictly separate from the firm's own money, in accordance with the SRA Accounts Rules.

We will provide you with clear information about any money held on your behalf and will account to you promptly for all client money transactions. Interest earned on client money will be dealt with in accordance with the SRA Accounts Rules and our interest policy, details of which are available on request.

13. Complaints

If you are not satisfied with our service, please contact Aaron Johnson at Safe Harbour Legal in the first instance. If your complaint cannot be resolved directly, it may be escalated to Ian McCann (Solicitor & CEO) at Legal Studio Solicitors (0113 247 3800 / ijm@legalstudio.co.uk). If the matter remains unresolved, you may refer your complaint to the Legal Ombudsman.

For full details of our complaints process, including timescales and contact details for the Legal Ombudsman and the SRA, see our Complaints Procedure.

14. Professional Indemnity Insurance

MDLS Solicitors Limited maintains professional indemnity insurance in accordance with the SRA Indemnity Insurance Rules. The minimum level of cover meets the SRA's mandatory minimum requirement. The policy provides worldwide coverage for claims arising from work carried out under the firm's authorisation, including work undertaken by Safe Harbour Legal.

Details of the insurer, the level of cover, and the territorial coverage are available on request by contacting us at aaron@safeharbour.legal.

15. Limitation of Liability

Our aggregate liability to you in respect of any matter shall not exceed the minimum level of our professional indemnity insurance cover (details available on request), except in cases of fraud or where liability cannot lawfully be limited.

The limitation period for bringing a claim against us for professional negligence is 6 years from the date of the alleged breach of duty, or 3 years from the date of knowledge for claims involving personal injury.

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation.

16. Data Protection

We process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and our obligations under the SRA Standards and Regulations.

For full details of how we collect, use, and protect your personal information, please see our Privacy Policy.

17. File Storage and Retention

On completion of your matter, we will store your file securely for the following minimum periods:

• Wills: Original held indefinitely or until you request transfer; file retained for 15 years from completion
• Lasting Powers of Attorney: 6 years from completion
• Probate: 12 years from completion
• Trusts: 15 years from termination of the trust or last activity

After the applicable retention period, files may be securely destroyed without further notice. Original documents (such as signed Wills) will be returned to you or stored as separately agreed. We will not destroy documents we know to be the only copy without contacting you first.

18. Intellectual Property

The copyright in all documents prepared by us in the course of your matter belongs to MDLS Solicitors Limited. However, you are granted an irrevocable licence to use them for the purpose for which they were prepared. This does not apply to documents that, by their nature, vest in you (such as a signed Will or registered Lasting Power of Attorney).

19. Equality and Diversity

We are committed to promoting equality and diversity in all our dealings with clients, colleagues, and third parties. We do not discriminate on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation, in accordance with the Equality Act 2010 and SRA Principles.

Our equality and diversity policy is available on request.

20. Termination

Either party may terminate our engagement at any time by giving written notice. You will be liable for fees and disbursements incurred up to the date of termination.

If you exercise your right to terminate, we may retain documents on which we have a lien for unpaid fees. On termination, we will provide a final invoice for work done and disbursements incurred to date.

21. Force Majeure

We shall not be liable for any delay or failure to perform our obligations where such delay or failure results from events beyond our reasonable control, including but not limited to: natural disasters, pandemics, government action, failure of IT systems beyond our control, or industrial action.

22. Governing Law and General Provisions

These terms, together with the client care letter issued for your specific matter, constitute the entire agreement between us regarding the provision of legal services.

These terms are governed by the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If any provision of these terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.