As an essential part of our business we collect and manage client and non-client data. In doing so we observe the UK data protection legislation and are committed to protecting and respecting clients’ and non-clients’ privacy and rights. Specifically, we act as a “Data Controller” in respect of the information gathered and processed by us.
In order that you are reliably informed about how we operate we have developed this privacy notice which describes the ways in which we collect, manage, process, store and share information about you as a result of you being our client or visiting this site. The privacy notice also provides you with information about how you can have control over the use of your data.
- The information that we collect and where we get it from
We collect or obtain your information:
- when you provide it to us (e.g. by contacting us);
- from your use of our website via cookies (such as the type of browser you are using, the type of operating system you are using, and the domain name of your Internet Service Provider).
We do not collect personally identifiable information about you unless you choose to fill out a form, found on many of the pages of the site or to email us directly.
The personal information that we process includes:
- basic information, such as your name , date of birth, employment details, your title or position and your relationship to a person;
- contact information, such as your postal address, email address and telephone numbers;
- medical information, where applicable;
- financial information, such as bank account details, your financial status and pay-related information;
- identification and background information such as a number or code given to you by a government to identify who you are, such as a National Insurance number, passport or driving licence;
- information required to submit an application for public funding, such as Legal Aid, and to claim our fees under any legal aid certificate issued to you;
- data that identifies you by cookies when you use our website; and
- Any other information relating to you which you may provide to us.
- How we use the information we collect
We use non-personally identifiable information to analyse site usage (such as aggregated information on the pages visited by our users), which allows us to improve the design and content of our site.
We may do the following with your personal information:
- to respond to your inquiry or form you have completed on various sections of our Website;
- use it to provide legal services;
- use it to engage in marketing and business development activity in relation to our legal services. This may include sending you newsletters, legal updates, marketing communications and other information that may be of interest to you;
- to comply with legal and regulatory obligations that we have to discharge; and
- use it for our legitimate business interests, such as undertaking business research and analysis, managing the operation of our websites and our business, statutory returns, legal and regulatory compliance.
- Grounds for using your personal information
Data Protection laws enable us to use personal information if we have a proper and lawful reason to do so. This includes sharing it with others outside the firm, e.g. an auditor of a relevant quality standard or a government agency where legally required to do so. Proper and lawful reasons are:
- Consent– by enlisting our services you have consented for us to process your personal data for a specific purpose. You can withdraw your consent by contacting us (see below) at any time.
- Performance of a contract– processing of personal data may be necessary in order to perform our obligations to you under a contract or because you have asked us to take specific steps before entering into a contract.
- Legitimate interest– we may use your personal information for our legitimate interests, for example to comply with our obligations set out in agreements or contracts, to run our business efficiently and properly, to detect, investigate and seek to prevent financial crime.
- Compliance with law or regulation– we may use your personal information as necessary to comply with applicable law/regulation.
- How we share information with third parties
We do not sell or rent your personal information to third-parties.
Subject to the SRA Code of Conduct and the requirements with regard to client confidentiality, we may share your personal information with :
- lawyers, Barristers or experts we instruct, or other organisations on the other side of a matter or case;
- The Courts and other Tribunals;
- Your Personal Representatives or Attorneys;
- Third party agents/suppliers or contractors, in connection with the processing of your personal information for the purposes described in this Policy. This may include, but is not limited to, website hosting, IT and communications service providers.
- Third parties relevant to the services that we provide, e.g. Estate Agents, IFA’s, Referrers, etc.
- To the extent required by law, regulation or court order, for example, if we are under a duty to disclose your personal information in order to comply with any legal obligation.
- Links to other websites
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
- Website forms
Any forms which are available on our website are powered by Jotforms also bound by the EU General Data Protection Regulations.
When you fill out a form, the data that you submit will be forwarded to Jotforms and will be collated into an email and sent to us.
The data that you submit via the form will not be stored within this website’s own database or in any of our internal computer systems.
Your data will remain within Jotform’s secure database in the EU for as long as we continue to use Jotform’s services or until you specifically request removal by emailing us.
We consider JotForm to be a third party data processor.
For more information, please see https://www.jotform.com/privacy/
- Transferring your information outside of Europe [QUERY WILL WE DO THIS?]
We may transfer your personal information outside of the European Economic Area.
If we do transfer your personal data outside the EEA:
- it will be because you have consented or because we have a legal reason to do so; and
- we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
- 16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
- Keeping your information and information security
How long we hold your personal information for will vary and will depend principally on:
- the purpose for which we are using your personal information – we will need to keep the information for as long as is necessary for the relevant purpose, and
- legal obligations – laws or regulation may set a minimum period for which we have to keep your personal information.
We will ensure that the personal information that we hold is subject to appropriate security measures.
A cookie is a piece of data stored on a user’s hard drive containing information about the user. The information below explains the cookies we use on our website and why we use them:
- Google Analytics cookies: we use these cookies to collect information about how visitors use our website, including details of the site where the visitor has come from and the total number of times a visitor has been to our website. We use the information to improve our website and enhance the experience of its visitors.
You can enable or disable cookies by modifying the settings in your browser. You can find out how to do this, and find more information on cookies, at: www.allaboutcookies.org.
- Your choices and rights
You have a number of legal rights in relation to the personal information that we hold about you and you can exercise your rights by contacting us using the details set out below.
These rights include:
- obtaining information regarding the processing of your personal information and access to the personal information which we hold about you. Please note that there may be circumstances in which we are entitled to refuse requests for access to copies of personal information. In particular, information that is subject to legal professional privilege will not be disclosed other than to our client and as authorised by our client;
- requesting that we correct your personal information if it is inaccurate or incomplete;
- requesting that we erase your personal information in certain circumstances. Please note that there may be circumstances where you ask us to erase your personal information but we are legally entitled to retain it;
- objecting to, and requesting that we restrict, our processing of your personal information in certain circumstances. Again, there may be circumstances where you object to, or ask us to restrict, our processing of your personal information but we are legally entitled to refuse that request;
- in some circumstances, receiving some personal information in a structured, commonly used and machine-readable format and/or requesting that we transmit that information to a third party where this is technically feasible. Please note that this right only applies to personal information which you have provided to us;
- withdrawing your consent, although in certain circumstances it may be lawful for us to continue processing without your consent if we have another legitimate reason (other than consent) for doing so.
- lodging a complaint with the relevant data protection authority, if you think that any of your rights have been infringed by us. We can, on request, tell you which data protection authority is relevant to the processing of your personal information.
- How to contact us and other important information
If you would like further information on the collection, use, disclosure, transfer or processing of your personal information or to exercise of any of your rights listed above, please contact us. You can do this by writing to us at Richard George & Jenkins Solicitors, Old Bank Chambers, Newtown, Powys, SY16 2NT, for the attention of Mr Michael Davies, or by email to: firstname.lastname@example.org.