Legal Aid Terms of Engagement and Business

MPR Solicitors LLP Legal Aid Engagement Terms of Business   v2.0 August 2026

These Legal Aid Terms of Engagement set out the general basis on which MPR Solicitors LLP acts for clients in criminal matters funded by legal aid. They are published on our website for convenient reference and reflect the general terms used in our legal aid engagement documentation. For legally aided criminal matters, the individual engagement letter supplied to the client is self-contained and is the contractual record of the terms applying to that matter. These website terms do not replace that letter. If there is any inconsistency, the version supplied to the client and any later written case-specific agreement will prevail.

References in these Terms to "you" or "the client" mean the person for whom we have agreed to act. References to "we", "us" or "MPR" mean MPR Solicitors LLP.

1. People responsible for your work

The individual Letter of Engagement or case-opening correspondence will identify the person with day-to-day conduct of the case and the person with overall supervisory responsibility.

The fee earner may be assisted by other suitably trained and supervised members of the criminal defence team. We may delegate tasks where this is appropriate, efficient and consistent with the terms of the legal aid funding which applies to the case.

If the usual fee earner is unavailable, another member of the team may deal with an urgent issue or take a message. This does not mean that every member of staff will be familiar with every detail of the case without first reviewing the file.

2. Contacting us

Our legal aid solicitors generally work Monday to Friday between 9.30am and 5.00pm. They may be unavailable during those hours while at court, a police station, a prison visit, a conference or meeting, or while on leave.

We do not provide routine advice or case updates outside those hours. Evenings, weekends and bank holidays are not routine contact times. Our out-of-hours service is for emergency police station work only.

Please allow up to three working days for a routine email, telephone message or request. If something is genuinely urgent because of a hearing, bail issue or deadline, the reason for the urgency should be made clear.

Repeated calls, emails or messages about the same issue will not make a response quicker. Clients should not contact staff expecting an immediate response.

We will update clients when there is a material development. We do not provide repeated updates merely to confirm that nothing has changed.

3. Scope of our work, proportionality and timescale

We advise and represent clients in the criminal investigation or criminal proceedings for which we have accepted instructions, subject to the scope of the criminal legal aid funding which applies and the individual Letter of Engagement.

The current procedural stage, hearing dates, deadlines and immediate next steps will be confirmed in correspondence, attendance notes, court documents or other case communications as the matter progresses. The Letter of Engagement does not need to be reissued merely because a hearing date or procedural stage changes.

Unless we confirm otherwise in writing, our retainer does not automatically extend to a separate investigation, new charge, appeal, confiscation or enforcement proceedings, prison law matter, immigration issue, civil claim, complaint against a public body or other associated legal problem merely because it is connected with the client or the criminal case.

We provide a high standard of criminal defence service. Legal aid is public funding and does not provide an unlimited retainer. We carry out the work that, in our professional judgment, is necessary, reasonable and proportionate for the proper preparation and conduct of the funded case, having regard to the issues, evidence, complexity, procedural requirements and the rules of the Legal Aid Agency (LAA).

We are not required to undertake work which is unnecessary, duplicative, disproportionate, outside the funded matter or incapable of materially advancing the case merely because a client asks us to do it. We may decline unnecessary correspondence, repeated requests for advice already given, speculative enquiries, work on irrelevant material, or steps which we consider unsupported, legally misconceived, improper or inconsistent with our professional duties. This does not reduce our obligation to carry out the work properly required for the defence.

Some later or separate stages may require separate funding, authority or a separate retainer. This can include a separate investigation or charge, an appeal, some confiscation or enforcement work, prison law, immigration consequences, civil claims and other matters outside the proceedings for which we are presently retained.

Unless we expressly agree otherwise in writing and are lawfully permitted to do so, this retainer does not include tax, accounting, pensions, investment or other regulated financial advice. Where specialist advice of that kind is required, advice should be obtained from an appropriately qualified or authorised adviser.

Clients authorise us to make routine procedural, administrative and case-management decisions needed to progress the case. Decisions which properly belong to the client, such as plea and whether to give evidence at trial, remain the client's after advice. We may take urgent procedural steps without first obtaining approval where delay could prejudice the client's position and the step is consistent with instructions and our professional duties.

Any timescale is an estimate rather than a guarantee. Progress may depend on the court, prosecution, police, prison authorities, Counsel, experts, witnesses, disclosure, third parties, receipt of documents and the client's own prompt instructions. We are not responsible for delay caused by matters outside our reasonable control.

We will keep clients informed of material developments at intervals reasonably appropriate to the nature, stage and activity of the case. This does not require repetitive updates where there has been no material development.

4. Our responsibilities to you

• We will act in the client's best interests, subject to our overriding duties to the court, the law, the administration of justice and our regulator.
• We will provide legal advice and representation with reasonable care and skill and devote the work reasonably necessary and proportionate to the proper preparation and conduct of the funded case.
• We will explain important issues, options, risks and consequences in language which is reasonably clear and appropriate to the client.
• We will take reasonable steps to obtain, review and use relevant material and to comply with procedural obligations and court directions.
• We will keep clients informed of material developments and the significant steps we propose to take.
• We will protect confidentiality and legal professional privilege, subject to lawful exceptions and duties which may prevent us from telling a client that a disclosure has been made.
• We will make appropriate arrangements for advocacy, experts and other professional assistance where reasonably required and fundable.
• We will keep an adequate record of the advice, instructions and work carried out on the case.
• We will tell the client if a conflict, funding issue, breakdown in instructions or other professional problem means that we may not be able to continue acting.

The outcome of a criminal case depends on evidence, witnesses, judicial decisions and matters outside our control. We cannot and do not guarantee a particular outcome, sentence, charging decision, acquittal, discontinuance, appeal result or other result.

If we become aware of an act or omission by MPR which may reasonably give rise to a claim against us by the client, we will tell the client promptly and advise them to obtain independent legal advice. If the resulting conflict means that we cannot continue to act, we will take the steps required by our professional, court and LAA obligations.

5. Your responsibilities to us

The quality of the work we can do depends on the quality and timeliness of the information and instructions provided to us. Clients must comply with the responsibilities set out in this section.

• Give us clear, full, honest, accurate, complete and timely instructions, including facts which may be unhelpful to the case.
• Tell us promptly if anything previously said was wrong, incomplete or has changed.
• Do not knowingly give us false, altered, fabricated or misleading documents, messages, images, recordings or other material and do not ask us to mislead a court, prosecutor, police officer, investigator, expert, witness or any other person.
• Preserve relevant documents, messages, photographs, recordings, devices, social-media material and other evidence. Do not delete, destroy, edit, fabricate, conceal or dispose of potentially relevant material.
• Provide information, documents, decisions and legal aid evidence promptly when requested and complete financial forms truthfully.
• Read drafts, statements, proofs and important documents which we send and tell us promptly about any error or omission.
• Attend appointments, conferences, prison visits, court hearings and Probation appointments on time and let us know as soon as possible if there is a genuine problem.
• Comply with bail conditions, court orders and other legal restrictions and immediately tell us about any alleged breach, arrest, change of bail status or further charge.
• Keep us informed of current address, email address and telephone number and tell us if remanded into custody or transferred to another establishment.
• Avoid contacting a complainant or witness in a way which may breach bail, a court order, constitute intimidation or interfere with the administration of justice.
• Do not publish or circulate case papers, witness material or evidence on social media or messaging groups and do not make public comments which may prejudice the case.
• Communicate with our staff reasonably and respectfully and follow any communication arrangements which we put in place.
• Tell us promptly if an interpreter, reasonable adjustment or other support is needed to understand advice or participate effectively in the case.

If a client fails to give instructions, fails to attend, repeatedly does not cooperate, provides misleading information or ignores reasonable requests, we may be unable to prepare the case properly. We may have to tell the court enough to explain why we cannot proceed without disclosing privileged information. The court may list a further hearing, require attendance or make other case-management orders. If the conduct also gives rise to a bail issue, bail may be reconsidered. Persistent non-cooperation may also provide good reason for us to cease acting, subject to professional, court and LAA requirements.

When sending documents electronically, Word documents should be sent in Word format and other documents as clear scanned PDFs wherever possible. Unless the photograph itself is relevant evidence, clients should not send multiple photographs of individual document pages. A scanner or scanning app should be used to create a single clear PDF and each file should be given a sensible name identifying the document. Legal aid does not require us to spend disproportionate time sorting, converting or processing material which could reasonably have been provided in an accessible and organised form.

6. Professional judgment, repeated advice and drafts

The client decides the lawful objectives of the case after receiving advice. We are responsible for the professional, legal, evidential and procedural means by which those objectives are pursued. We are not required to advance an argument, allegation, application, defence, appeal ground or proposed course merely because a client asks us to do so where, in our professional judgment, it is improper, misleading, unsupported by evidence, legally misconceived, irrelevant, abusive, disproportionate or inconsistent with our professional duties.

We will explain our advice and, where appropriate, revisit it if new evidence or a material change justifies doing so. Legal aid does not require us to repeat the same advice, research or work simply because a client disagrees with it or wishes a different answer where there is no proper basis for changing the advice.

Any draft statement, proof of evidence, letter, representation, defence statement, grounds of appeal, advice, application or other document supplied to a client is a working document unless we expressly confirm that it is final. Drafts may change following further instructions, evidence, legal research, Counsel's advice, professional review or procedural developments. A draft must not be filed, served, published, circulated or otherwise relied on as MPR's final advice or work product unless we have confirmed that it is final. Where final written advice or an approved final document differs from an earlier draft or preliminary view, the final version prevails.

7. Client conduct and behaviour

We expect clients to treat every member of MPR Solicitors LLP and every person instructed by us with reasonable courtesy and respect. We will not tolerate abusive, threatening, aggressive, intimidating, discriminatory or violent behaviour. This includes persistent or directed swearing, shouting, insults, harassment, threats, abusive telephone calls, emails or messages, unwanted contact through personal social-media accounts, damage to property, physical aggression or violence, or conduct which makes a member of staff reasonably feel unsafe.

We recognise that criminal proceedings can be stressful, but this does not justify abuse of staff. Where behaviour is serious or persistent, we may end a call or meeting, require communication to be in writing or through a nominated person, restrict attendance at our office or take other reasonable steps to protect staff.

Where there is good reason, including an irretrievable breakdown in trust and confidence or a risk to staff safety or wellbeing, we may cease acting, subject to our professional obligations and any approval or steps required by the court or the LAA.

8. Instructions from relatives, friends and other third parties

We act for the client. We normally take instructions from the client and owe our duties to the client. We will not disclose confidential information to a relative, friend or other person merely because they contact us or are helping the client.

If the client wants us to communicate with somebody on their behalf, they should tell us who that person is and what authority they are to have. We may require written authority and may still need to speak to the client directly about important decisions. Unless we expressly agree otherwise and it is professionally permissible, authority to communicate does not authorise a third party to change instructions, decide plea, make admissions, waive privilege or determine material case strategy for the client.

Where the client is a child or has difficulties with capacity or communication, we will make arrangements appropriate to the client's age, understanding, legal status and the issues in the case. We will not automatically treat a parent or other adult as entitled to confidential information where that would conflict with our professional duties or the client's rights.

9. Case papers, digital working and disclosure

We operate substantially electronically. Case papers are usually received and stored digitally and, where appropriate, will be supplied to the client by secure electronic means. We do not ordinarily print large bundles simply for convenience. We will make appropriate arrangements where a client is in custody, cannot reasonably access electronic material, requires a reasonable adjustment or where a hard copy is genuinely necessary for the conduct of the case.

Preserving defence material. Clients must preserve material which may be relevant to the investigation or proceedings. Deleting, destroying, concealing or altering relevant evidence can seriously damage a defence and, depending on the circumstances, may amount to a separate criminal offence. If unsure whether something is relevant, preserve it and ask us before deleting or changing it.

Use of prosecution and court material. Material disclosed or supplied in criminal proceedings can be highly sensitive and may be subject to statutory restrictions, court orders, reporting restrictions, confidentiality obligations and data protection requirements. Material disclosed under the Criminal Procedure and Investigations Act 1996 must not be used or disclosed except as permitted by law. Other prosecution or court material may also be subject to specific restrictions or directions. All case material supplied to a client must therefore be treated as being for the preparation and conduct of the defence unless we advise otherwise.

• Use case material only for the proper preparation and conduct of the defence unless we advise otherwise.
• Do not post, forward, upload, livestream, publish or circulate any witness statement, complainant material, body-worn video, CCTV, 999 or emergency-call recording, police interview audio or video, photograph, exhibit, private message, medical material or other prosecution or court evidence. This includes TikTok, Instagram, Facebook, YouTube, X, Snapchat, WhatsApp or Telegram groups, other social-media or messaging services, public websites, file-sharing sites and online forums.
• Do not give, show or forward copies to friends, relatives, journalists, witnesses or any other third party unless we have first confirmed that this is lawful and appropriate for the preparation of the defence.
• Do not make screenshots, screen recordings, photographs, audio recordings or additional copies of restricted material for onward circulation. Do not use another device to record evidence displayed on a secure portal or at a supervised viewing.
• Do not upload prosecution or court evidence, witness material or privileged legal advice to ChatGPT, another public or consumer AI service, an online transcription service, a document-sharing platform or any other third-party system unless we have expressly approved that use for the case.
• If another person, an expert or an adviser needs to see particular material, ask us first so that we can consider the lawful route for doing so.
• If material is supplied through a secure portal or subject to viewing restrictions, those restrictions must be observed.

Misuse or unauthorised circulation of evidence can have serious consequences. It can prejudice a trial, expose or intimidate witnesses, breach a court order, reporting restriction or statutory prohibition and, depending on the circumstances, lead to contempt proceedings, investigation, arrest or prosecution. If uncertain whether material may be shown to anyone, ask us before doing so.

10. Legal Aid Agency funding

Criminal legal aid is administered by the Legal Aid Agency (LAA). Eligibility depends on the type and stage of the proceedings and, where applicable, an assessment of financial circumstances and the Interests of Justice test. The rules and financial thresholds can change. We apply the rules in force at the relevant time.

Financial information. Clients must provide complete and accurate information and evidence about their financial circumstances when required. This may include income, benefits, a partner's resources, savings, investments, property and other assets. Relevant changes must be reported promptly. Failure to provide evidence can delay or prevent funding, affect the amount of any contribution, lead to enforcement or withdrawal of funding. Deliberately false information may result in criminal investigation or prosecution.

The applicable LAA Standard Crime Contract imposes specific duties on us where client eligibility information is withheld or misrepresented. Where the circumstances specified by the Contract arise, including where we know or suspect that a client has without good reason failed to provide information or documents relevant to the decision to carry out Contract Work, or has knowingly provided false information in relation to Contract Work, we may be required to cease work immediately and report the circumstances to the LAA. The legal aid application also contains provisions under which the LAA may seek repayment of costs if information was withheld or misrepresented with the intention of appearing eligible.

Police station and pre-charge work. Legal advice and representation at a police station is ordinarily available free of charge, irrespective of means, under the rules applying to police station legal advice. We do not generally undertake other pre-charge work under legal aid following the police station attendance. If further pre-charge work is requested, we will tell the client whether we are able to undertake it and on what funding basis.

Magistrates' Court and Youth Court. For representation in the Magistrates' Court, criminal legal aid will normally involve both a means assessment and an Interests of Justice assessment, subject to the rules applying to the particular case and client. Different rules can apply to children and to certain types of work.

Crown Court. For applications relating to cases committed, sent or transferred to the Crown Court for trial, voluntary bills of indictment, retrials and committals for sentence, applicants automatically pass the Interests of Justice test. Financial eligibility rules still apply. In Crown Court trial cases, depending on means, a client may have to contribute towards defence costs from income while the case is continuing and, if convicted, potentially from capital. If acquitted, qualifying income contributions are refunded in accordance with the rules then in force. Different contribution arrangements can apply to appeals and other Crown Court proceedings.

A Crown Court representation order is not a promise that every item of work requested will be paid for. We must comply with LAA rules, contractual limits and any requirement for prior authority. Expert evidence, unusually substantial work and some expenditure may require justification or approval. We only carry out publicly funded work and incur publicly funded expenditure which we consider proper, necessary, reasonable and proportionate to the case.

Where work falls within the scope of legal aid funding, we will not charge the client privately for that same work except to the extent that the legal aid scheme itself lawfully requires a contribution or payment. A client cannot privately top up legal aid for the same funded work. If a client asks us to undertake genuinely separate work outside the scope of legal aid, or the scheme expressly permits a particular privately funded item, any private arrangement must be lawful and expressly agreed in writing before the work or expenditure is incurred.

If legal aid is pending, refused, withdrawn or does not cover the work. If a legal aid application is awaiting determination, we may need to limit or defer work which is not covered by delegated functions or another existing funding authority until funding is confirmed. The fact that an application has been submitted does not itself guarantee that funding will be granted or that all work undertaken while the application is pending will be covered.

If funding is refused, discharged, revoked, transferred or otherwise ceases to cover the work, we may have to stop acting unless another lawful funding arrangement is agreed. We will tell the client where reasonably possible before carrying out work for which they may become privately responsible. We are not obliged to carry out unfunded work unless a separate written arrangement is made and is professionally permissible.

If a client wishes to change solicitors, the transfer of a representation order may require approval and is not automatic. Where a new legal aid provider is properly instructed or assigned in the same Matter or Case, we will comply with the current LAA contract, including without delay sending or giving secure electronic access to all relevant papers and other material in our possession relating to the proceedings. A mandatory transfer will not be made conditional on payment of an administrative fee.

If a determination that a client qualifies for Representation is withdrawn, we will deal with the papers in accordance with the LAA contract, including providing material without delay where required and retaining copies where necessary for assessment, regulatory, insurance or evidential purposes.

11. Financial orders and prosecution costs

Legal aid does not protect a client from every financial order which a criminal court may make. If a client pleads guilty or is convicted, the court may order payment of prosecution costs and a victim surcharge and may also impose a fine, compensation order, confiscation order or other financial order where legally applicable. The amount of prosecution costs and other financial orders depends on the circumstances and the current legal rules. We will advise about material financial consequences where they arise.

12. Advocacy, Counsel, experts and case preparation

Solicitors may conduct advocacy in the Magistrates' Court and, where appropriately qualified, in the Crown Court. We may arrange for another solicitor, a solicitor-advocate or a barrister to represent a client where appropriate.

We select advocates having regard to the nature of the case, the experience required, availability, continuity and legal aid arrangements. A client may express a preference, but we cannot guarantee that a particular advocate will always be available or fundable.

We only instruct an expert where expert evidence has a proper forensic purpose and is reasonably necessary. Public funding rules may require prior authority, quotations or limits on the expert's fees. We cannot promise that the LAA will authorise a particular expert or level of expenditure.

In contested Crown Court and other suitably complex cases we use a case plan or equivalent case-management record where required or useful. MPR Solicitors LLP is Lexcel accredited. Lexcel is the Law Society's legal practice quality mark for client care, compliance and practice management and is recognised by the LAA as a qualifying quality standard for legal aid contract purposes. We carry out publicly funded criminal work under the applicable Standard Crime Contract and maintain the quality assurance arrangements required for our legal aid work.

13. Identity, proceeds of crime, sanctions and other legal duties

We may require evidence of identity and other information needed to comply with legal, regulatory, court, LAA or risk-management requirements. Criminal defence work is not automatically within every part of the Money Laundering Regulations 2017, but we remain subject to legal and professional duties concerning proceeds of crime, terrorism, sanctions, fraud and other financial crime.

In some circumstances the law may require or permit us to make a disclosure to an authority and may prevent us from telling the client that we have done so. We are not responsible for delay or other consequences caused solely by our lawful compliance with such obligations, except to the extent that liability cannot lawfully be excluded.

Clients must not offer gifts, payments, hospitality or other advantages to any member of our staff, advocate, expert, witness, public official or other person in a way which could be improper, unlawful or intended to influence the performance of professional or official duties. We comply with the Bribery Act 2010 and applicable professional rules.

14. Conflicts of interest

We carry out conflict checks where appropriate. If an actual conflict of interests, or a significant risk of conflict, arises between a client and another client or between the client's interests and our own, professional rules may prevent us from continuing to act.

Where professional rules permit us to continue only with informed consent and appropriate safeguards, we will explain the position and obtain any consent required. If we cannot continue, we will take the steps required by the court, the LAA and our professional obligations to protect the client's position so far as we properly can.

15. Confidentiality and legal professional privilege

We keep information relating to clients and their cases confidential and protect legal professional privilege. We may disclose information where this is necessary for the proper conduct of the case, where the client authorises it, or where disclosure is required or permitted by law or our professional obligations.

Permitted or required disclosure can include disclosure to advocates, experts, interpreters, courts, the LAA, quality auditors, our insurers, regulators and service providers acting under appropriate confidentiality and security arrangements.

External quality assurance or LAA auditors may inspect a legally aided file. Such inspections are conducted for regulatory, contractual or quality purposes and are subject to confidentiality requirements.

Legal professional privilege belongs to the client and may be waived or lost if privileged material is voluntarily disclosed outside a privileged relationship. Clients should not forward, publish, reproduce or upload our legal advice, Counsel's advice, attendance notes or other privileged communications to friends, relatives, social media, AI services or any other third party without first discussing it with us. Subject to our legal duties, we are not responsible for consequences arising from a client's voluntary disclosure of privileged or confidential material contrary to our advice.

16. Data protection and privacy

MPR Solicitors LLP is a controller of personal data. We process personal data, special category data and criminal offence data for the purpose of providing legal services, establishing, exercising or defending legal claims, complying with legal and regulatory obligations, administering legal aid, managing our practice and protecting the security and integrity of our systems. We process information in accordance with the UK GDPR and the Data Protection Act 2018 as amended, including amendments made by the Data (Use and Access) Act 2025.

We may share information where necessary and lawful with the LAA, courts, prosecutors, police, advocates, experts, interpreters, probation services, prisons, professional regulators, the Legal Ombudsman, auditors, insurers, IT and case-management providers and others involved in providing or supporting the legal service.

Where personal data is transferred outside the UK, we use appropriate safeguards where required by data protection law.

Clients have data protection rights which may include rights of access, rectification, restriction, objection and, in appropriate circumstances, erasure. These rights are subject to important legal exemptions, including legal professional privilege and the conduct of legal proceedings. A subject access request does not necessarily entitle a client to a copy of every document on the legal file.

Our Data Protection Manager is Abdullah Al-Yunusi and can be contacted through law@mprsolicitors.co.uk. Our Data Protection Notice is available at https://www.mprsolicitors.co.uk/site/help/data-protection-policy/.

17. Data protection complaints

If a client believes that we have infringed data protection law, they can complain to our Data Protection Manager at law@mprsolicitors.co.uk or by writing to our office. We will provide a clear route for such complaints, acknowledge a data protection complaint within 30 days of receiving it, investigate it without undue delay, keep the client appropriately informed of progress and tell them the outcome without undue delay.

A client also has the right to complain to the Information Commissioner's Office. Further information is available at https://ico.org.uk/.

18. Use of approved technology, recordings and artificial intelligence

We use technology to provide and administer legal services. Telephone calls to and from MPR may be recorded. Emails and other electronic communications are retained in accordance with our information governance and retention arrangements. Recordings and communications may be used for case management, attendance notes, training, supervision, quality assurance, complaints, regulatory compliance, security and evidential purposes, subject to applicable law. We may also use approved meeting-assistance or transcription technology to help create an accurate attendance note of a conference or meeting.

Where appropriate, we may use firm-approved artificial intelligence or automated tools to assist with tasks such as transcription, summarising material, organising information, document review, research support or producing a first draft. We only use such tools subject to our confidentiality, data protection, information-security and professional obligations. Approved systems must meet our Information and Data Governance and AI Policy requirements in force at the time of use and must have appropriate contractual, technical and organisational safeguards for the nature and sensitivity of the information processed.

We take appropriate steps to ensure that client information remains secure, is not used to train third-party AI models except where expressly authorised and appropriate, and is not retained for longer than necessary.

AI output is not treated as a substitute for professional legal judgment. Material which may affect advice or representation is subject to appropriate human review and responsibility remains with the lawyer and the firm.

Clients must not upload prosecution evidence, witness statements, legal advice, privileged communications or other confidential case material to a public or consumer AI service, document-sharing site or similar third-party platform without first discussing it with us. Doing so may breach disclosure restrictions, confidentiality, court orders or data protection requirements and may prejudice the case.

19. Electronic communications and cybersecurity

We routinely communicate by email, telephone and video conference and may use secure portals or other approved electronic systems. Electronic communication carries risks including interception, delay, corruption, misdirection, phishing and malware. We take reasonable security measures but no method of electronic communication can be guaranteed to be completely secure.

Clients are responsible for keeping their own email accounts, devices and passwords secure. They should tell us promptly if an email or telephone has been compromised, if contact details change or if they receive a suspicious message appearing to come from us. Confidential case material should not be sent through another person's account unless the confidentiality implications are understood and we have agreed the arrangement where necessary.

20. Storage, retention and your papers

We may maintain a file wholly or partly in electronic form and may scan original documents and destroy paper copies where it is reasonable and lawful to do so. We are not obliged to retain duplicate paper and electronic versions of the same material.

We retain files and records for the period required by our firm-wide retention policy, LAA and contractual requirements, legal and regulatory obligations, insurance requirements and reasonable risk-management needs. Files will ordinarily be retained for at least six years after closure. For LAA Contract Work, the minimum retention period is calculated in accordance with the LAA contract and may run from the latest of closure of the Matter or Case, submission of the final claim or final payment.

Serious, complex, appellate, confiscation, regulatory or other matters may be retained for longer where we consider this reasonably necessary or where another requirement applies. After the applicable retention period, we may securely destroy material without further notice unless we have agreed otherwise in writing or are required to retain it.

After the substantive file has been destroyed, we may retain limited identifying and matter information, such as name, date of birth, contact details, matter description, parties and conflict information, for longer where reasonably necessary and lawful for conflict checking, regulatory, insurance, fraud-prevention, complaints and risk-management purposes.

Original identity documents, physical exhibits, discs, devices or other items which we do not reasonably need to retain should be collected when requested. If a client fails to collect an item after reasonable notice, we may return it by secure post or courier at the client's expense, store it at the client's expense, scan it where appropriate or destroy it where lawful and reasonable.

Some material supplied by the prosecution, court, police or another agency is not ours to release without restriction. We may be required to return it, delete it, restrict access to it or refuse to provide an unrestricted copy. Any conditions attached to prosecution evidence continue to apply when the case ends.

21. File requests, copies and transfer to another solicitor

A client is not automatically entitled to every document held on a solicitor's file. Ownership and entitlement depend on the nature and purpose of the document and the applicable law. Internal administrative and compliance records, internal communications, some drafts, working papers and copies created for our own purposes may belong to MPR and may not be supplied.

For legally aided work, any mandatory transfer of relevant papers to a new provider, or provision of papers following withdrawal of a determination, will be dealt with in accordance with the LAA contract. By virtue of carrying out Contract Work we do not obtain a lien over the legal aid file and we will not withhold, obstruct, delay or condition a mandatory transfer or provision of relevant papers on payment of an administrative fee.

In other circumstances, if during or after the retainer a client asks us to provide, reproduce or transfer all or a substantial part of the papers to which the client is entitled, whether to the client, a new solicitor or another authorised person, we may charge the reasonable time and expense involved where that work is not covered by legal aid and the law and professional rules permit a charge.

Work on a substantial file request may include locating and retrieving archived paper or electronic material; restoring archived data; determining ownership and entitlement; reviewing legal professional privilege, confidentiality, third-party information and disclosure restrictions; redacting; collating; indexing; exporting or converting electronic material; scanning or copying; preparing encrypted media or secure transfers; correspondence about the request; and reasonable postage, courier or specialist IT costs. Where a charge may be made, we will use an appropriate level of staff and may provide an estimate for substantial work.

Where documents or material have already been supplied and duplicate or replacement copies are requested, a reasonable reproduction or delivery charge may be made where permitted. A request for access to personal data under data protection law is dealt with separately and does not necessarily entitle the client to a complete copy of the solicitor's file.

22. Publicity, social media and use of anonymised information

We will not identify a client or disclose confidential information about a case for publicity or marketing without a lawful basis and, where required, specific consent. We may use genuinely anonymised information about our experience, case types or legal issues where the client cannot reasonably be identified and confidentiality is preserved.

Clients should obtain advice before making public comments about their own case. Social-media posts can be preserved, disclosed and used in evidence and may create risks concerning bail, witness interference, contempt, reporting restrictions or the fairness of proceedings.

23. Copyright, intellectual property and know-how

Unless otherwise agreed or provided by law, copyright and other intellectual property rights in documents, templates, precedents, written advice and other original work created by MPR remain vested in MPR. The client has a non-exclusive licence to use work supplied for the purpose of the case.

A client may not commercially reproduce, publish, sell, adapt or use our work for an unrelated purpose without our written consent. Material created by Counsel, experts, the prosecution, the police, the court or another third party may be subject to separate ownership, confidentiality or disclosure restrictions. We may retain and reuse legal know-how, templates, research and genuinely anonymised material derived from our work provided that confidentiality is preserved and no client or other person is reasonably identifiable.

24. Equality, diversity, accessibility and reasonable adjustments

MPR Solicitors LLP is committed to equality and diversity and to treating clients fairly. If a disability, language need, literacy issue, neurodiversity, health condition, custody status or other circumstance affects the way a client can communicate with us or participate in the case, the client should tell us as early as possible. We will consider reasonable adjustments and appropriate support. A copy of our equality and diversity policy is available on request.

25. Problems and complaints

We aim to provide a high standard of service. If a client is unhappy about our service or about any charge for which they are personally responsible, they should tell the person conducting the case as soon as possible. If the issue is not resolved, the client may complain to the case supervisor or ask for the matter to be dealt with under our formal complaints procedure by the Complaints Partner. If the client remains dissatisfied, they may request a further internal review and, where appropriate, another partner who has had no previous involvement will review the decision. Complaints are handled promptly, fairly and free of charge. Our complaints procedure is available at https://www.mprsolicitors.co.uk/site/help/complaints/.

We have up to eight weeks to consider a complaint. If we have issued our final response and the client remains dissatisfied, or if we have not resolved the complaint within eight weeks, the client may be able to complain to the Legal Ombudsman. In general, the Legal Ombudsman requires a complaint to be made within one year of the act or omission complained of, or within one year of when the client should reasonably have known there was cause for complaint, and within six months of our final written response where that response gives the required information.

Legal Ombudsman: PO Box 6167, Slough, SL1 0EH; telephone 0300 555 0333; email enquiries@legalombudsman.org.uk; website https://www.legalombudsman.org.uk/.

The Solicitors Regulation Authority (SRA) deals with regulatory concerns such as dishonesty or serious breaches of professional rules. It does not normally resolve complaints about poor service, which are for the Legal Ombudsman. The SRA can be contacted at The Cube, 199 Wharfside Street, Birmingham, B1 1RN; telephone 0370 606 2555; email contactcentre@sra.org.uk; website https://www.sra.org.uk/consumers/.

26. Ending our retainer

A client may tell us that they no longer want us to act. In a legally aided representation case, a change of solicitor or discharge or transfer of the representation order may require the approval of the court or LAA.

We may cease acting only where there is good reason and where professional, court and legal aid requirements permit. Good reason can include a conflict of interests, loss of legal aid funding, persistent failure to provide instructions or attend, deliberate deception, instructions which would require us to act improperly, serious or persistent abusive conduct, persistent directed swearing or harassment of staff, threats, aggression or violence, a risk to staff safety or wellbeing, or a breakdown in the relationship of trust and confidence necessary for us to act.

Where the circumstances permit, we will give reasonable notice before ceasing to act and take reasonable steps to reduce avoidable prejudice to the client's position, including drawing any imminent hearing or material deadline to the client's attention and taking any steps required by the court or the LAA.

If our retainer ends, we will take reasonable steps required by our professional duties to protect the client's position and to deal appropriately with the file, any transfer and any outstanding legal aid requirements.

27. About MPR Solicitors LLP, professional indemnity insurance and limitation of liability

MPR Solicitors LLP is a limited liability partnership registered in England and Wales under number OC327477 and is authorised and regulated by the Solicitors Regulation Authority, SRA number 464584. Our registered office is 8 Red Lion Court, Alexandra Road, Hounslow, Middlesex TW3 1JS. References to a "partner" mean a member of the LLP or a person of equivalent standing and do not imply a partnership under the Partnership Act 1890.

We maintain compulsory professional indemnity insurance in accordance with the SRA Indemnity Insurance Rules. Details of our insurer, including contact details and the territorial coverage of our insurance, are available at our office and will be supplied on request.

To the fullest extent permitted by law, our aggregate liability to a client arising from or in connection with any one matter, whether in contract, tort, negligence, breach of fiduciary duty, breach of confidence, data protection, misrepresentation or otherwise, is limited to £3,000,000 inclusive of damages, interest and costs other than our own defence costs.

No claim may be brought against any member, partner, employee, consultant or agent of MPR personally. Any claim must be brought against MPR Solicitors LLP. Each member, partner, employee, consultant and agent is expressly entitled to the benefit of, and may enforce, this paragraph under the Contracts (Rights of Third Parties) Act 1999.

To the fullest extent permitted by law, no action or proceedings arising out of or in connection with our services may be commenced more than two years after the cause of action accrued. This contractual period is subject to any statutory provision which mandatorily requires a longer period or any rule of law which prevents or restricts the operation of this clause.

Nothing in these Terms excludes or restricts liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or restricted. If any limitation is found unenforceable, the remainder will continue to apply so far as lawful.

Where we are jointly and severally liable with another person, our liability is limited to the proportion of the loss which is fair and reasonable having regard to our responsibility for it, regardless of any inability to recover from another responsible person.

28. Changes to these terms

We may update administrative, regulatory or operational provisions in our legal aid engagement documentation on reasonable written notice where this is necessary to reflect changes in law, regulation, LAA requirements, professional standards, technology, data protection, information security or our reasonable practice-management arrangements. We will not use this provision to alter retrospectively a material right or obligation where the law or professional rules require the client's agreement. Any material case-specific change to the scope of a retainer or funding arrangements will be confirmed separately in writing.

The website copy may be updated from time to time. An update to the website does not by itself retrospectively amend the contractual terms supplied to an existing client.

29. Status of these website terms, third-party reliance and governing law

For legally aided criminal matters, MPR uses a self-contained individual Letter of Engagement rather than a separate Terms of Business document. These website Terms are published for convenient reference and reflect the general terms used in those engagement letters. The contractual version for an individual client is the Letter of Engagement supplied to that client together with any later written supplementary scope or funding agreement.

No oral discussion, unilateral instruction from a client or communication from a third party extends or varies our retainer unless the change is subsequently agreed or confirmed in writing by a Partner or another person authorised by the firm. Case-specific advice, instructions and decisions may also be recorded in attendance notes, correspondence, court documents and other communications.

Our advice and work are prepared for the client, for the particular matter and on the basis of the facts, law and instructions applicable at the time. They may not be relied upon by another person or for another purpose without our express written agreement. We accept no duty of care or responsibility to a third party merely because our advice or work has been shown, forwarded or supplied to them.

The retainer and any dispute or claim arising out of or in connection with it are governed by the law of England and Wales. Subject to any mandatory jurisdictional right which cannot lawfully be excluded, the courts of England and Wales have jurisdiction over such disputes or claims.