Personal Information and Privacy Notice
We are committed to protecting and respecting your privacy.
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be protected by us. Please read carefully to understand how we will treat it, protect it and to understand more about your rights. By providing your personal information to us you are agreeing to us using your information as described in this policy.
We or us:
|Lambe Corner, 3637 Bridge Street, Hereford HR4 9DJ Tel: 01432 355301|
|Any data or information, in electronic or hard copy that identifies you personally or which relates to you when you are identifiable|
Special Categories of personal data:
|Sensitive data relating to you, namely: health records; information regarding your sex life, sexual orientation, political opinions, religious or philosophical beliefs, racial or ethnic origin , trade union membership, or genetic or biometric data|
Personal data we will ask you for and use
- Your name and contact details,
- ID and other information we require to verify your identity
- Personal and financial information relating to your legal matter
- Special categories of personal data where relevant to your legal matter (If you have any doubts, please discuss it with the fee earner handling your file)
Our lawful basis for processing your personal data and special (sensitive) categories of personal data
You have instructed us to give you legal advice and/or representation. The solicitor-client relationship is a contractual one, and it is a requirement that you agree to our terms of business. To perform this contract, it is unavoidable that this requires us to collect, process and store personal information about you.
We have legal and regulatory duties and in order to perform these duties it is necessary for us to utilise certain information, including ID and other information which we will ask you to provide from time to time.
The information requested when you instruct us is required in order to identify you and perform our services for you. If you do not provide the requested information we will not be able to provide our service to you.
We have a legitimate interest in contacting you to market our services to you.
For special categories of personal data we are permitted to process your data ( e.g. health records for the purposes of giving legal advice.
In summary we do not anticipate requiring your explicit consent to process your personal data If that changes we will contact you.
How we will use your personal data
We use information you provide to us in the following ways:
- To identify you and provide you with the legal services you have requested;
- To provide you with information you have requested about services we offer;
- To carry out our obligations arising from contracts entered into between you and us and to provide you with information and services that you request from us;
- To notify you about changes to our service;
- To deal with your feedback, query or complaint;
- We will also use your information to administer, support, improve and develop our business generally and to enforce our legal rights and obligations.
Where we get your personal data from
- You or your representatives
- Public record
- Other parties you instruct us to contact and provide authority for the supply of information to us. (e.g. doctors, employers, estate agents, accountants, banks surveyors’ medical professional, courts, regulatory bodies and other advisors and specialists related to your matter)
- Our clients and matter contacts may also provide us information about you if you are involved in a transaction or dispute with one of our clients or have a connection with them such as being a tenant or employee of a client.
Your data rights
You have the right, free of charge to:
- View your personal data (called a subject access request)
- Have any mistakes rectified
- Request that your personal data is erased by us or to restrict the way we process your personal data
- “Port” your personal data to another provider
- Object to us using your personal data for marketing
- Not to be subject to “automated processing” (often referred to as profiling)
You simply need to contact us to exercise any of your rights.
(If we are unable to comply with your request which may be due to regulatory, a government body requirement or our commercial reasons we will advise you accordingly)
(For more information on your legal rights see the information commissioners’ website www.ico.org.uk)
Retention of personal data
We are required by our insurers, regulators and HMRC to keep your file and personal data for minimum periods. We are however not permitted to keep your personal data indefinitely.
Our retention policy is that the minimum period we will keep files and other personal data relating to a legal matter is six years. We may however keep your file for significantly longer if it is necessary and our legitimate interest to do so.(please see clause 9)
We operate an ongoing programme of file destruction. All our files and other documents containing personal data are destroyed securely (details of which are available on request)
Sharing your personal data
We may share your personal data with other professionals we instruct on your behalf (e.g. doctors and barristers) third parties (e.g. mortgage providers, courts etc.) who are vital to the transaction, providers of services that we deem to be necessary to progress a legal matter (e.g. providers who may perform client due diligence checks on you) and people you ask us to share your personal data with ( e.g. estate agents, family members etc.)
We may also need to share your data with our regulators, insurers, law enforcement agencies or HMRC
We use external auditors to review our files for compliance and quality.
Where we share your personal data with third parties we will ensure that they have appropriate data protection arrangements in place.
Where we hold your personal data
Your data will be stored at our offices on our IT equipment or on external IT platforms used by us in the course of our business.
Transferring your personal data outside of the EEA
We will not hold or transfer your personal data outside the EEA unless you or a third party to whom we must share your personal data with are based outside the EEA
Where we use third party IT services we will ensure that their data centres are either within the EEA or that there are lawful safeguards in place to protect your personal data to the same standards as if it were held with the EEA.
Data Protection Officer
We do not have a data protection officer (DPO) but we have appointed a Privacy Manager to implement our data protection policies and procedures. Our Privacy Manager is Mr Alexander Cunliffe (firstname.lastname@example.org)
For the purposes of Data Protection legislation the data controller is: Lambe Corner
Complaints and questions
If you have a complaint or question about your personal data, please contact in the first instance our Privacy Manager (Mr Alexander Cunliffe)
You may also make complaints direct to the Information Commissioner Office (www.ico.org.uk/concerns or Tel 0303 123 1113