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PRIVACY POLICY
1. INTRODUCTION
As
solicitors maintaining client confidentiality including data privacy has always
been of the utmost importance to us. New data protection laws come in to force
on 25 May 2018 and all businesses are now required to let their clients/
customers have information with regard to the handling of their personal data.
We take client confidentiality and our data protection responsibilities very
seriously and we to set out in this Privacy Policy details of how and why we
collect and store and handle /process your personal data whether collected
during the course of providing legal services or through your use of our site www.lawtoyourdoor.co.uk
Our
website is not intended for children and by providing us with your data, you warrant
to us that you are over 18 years of age.
DATA CONTROLLER
Helen and Ian Saul Solicitors is the data
controller and we are responsible for your personal data (referred to as “we”,
“us” or “our” in this privacy policy).
Contact Details
Our
full details are:
Full
name of legal entity: HELEN
AND IAN SAUL, SOLICITORS a partnership providing
legal services and registered with the Solicitors Regulation Authority SRA
Number 509654
Email
address: hi@lawtoyourdoor.co.uk
Postal address: 6
Priory Close Bognor Regis,
West
Sussex PO21 4HH.
Telephone
number: 01243 842832
If
you have any questions about this Privacy Policy please contacts us either by
post, email heading your communication ‘data privacy’ or you can contact either
Helen Saul or Ian Saul by telephone on the number set out above.
It is
very important that the information we hold about you is accurate and up to
date. Please let us know if at any time your personal information changes by
emailing us at hi@lawtoyourdoor.co.uk.
You can also contact us using the Contact us page on our website.
CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES
We may need
to update this Policy at any time and without notice and where we do this we
will notify you by amending the Privacy Policy published on our website or
emailing our clients for whom we are providing legal services at the time of
such Privacy Policy amendment. This Policy was last updated on 24 May 2018.
It is
important that the personal data we hold about you is accurate and up to date.
Please keep us informed if your personal data changes during your relationship
with us.
THIRD-PARTY LINKS
Our website
may from time to time include links to third-party websites, plug-ins and
applications. Clicking on those links or enabling those connections may allow
third parties to collect or share data about you. We do not control these
third-party websites and are not responsible for their privacy statements. When
you leave our website, we encourage you to read the Privacy Policy of every
website you visit.
2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR
WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT
Personal
data means any information about an individual capable of identifying an
individual. It does not include data where the identity has been removed (anonymised
data)
We
may collect, use, store and transfer personal data about you which will be
information which you have provided to us.
CLIENT FILE DATA
When you instruct us to act on your behalf
and to provide legal services to you we will need to collect information from
you to enable us to deal with your legal matter. We will collect and store
basic information on your individual client file such as your
name, title, correspondence and billing address, email address, phone numbers, and
general contact details and preferences,your National Insurance Number, and
your date of birth.
We will also
need to collect other information as necessary and relevant to the particular
service being provided to you. For example if we are preparing a will for you
we will need to collect the names and addresses of friends or relatives or
other persons to be named as beneficiaries or executors in a will prepared or
information concerning your assets and liabilities ; if we are preparing a
Lasting Power of Attorney we will need to collect information concerning the
person(s) you wish to appoint as your attorney (s) and any persons whom you
wish to be notified in the event of the registration of any Power of Attorney;
if we are dealing with a conveyancing transaction we will collect information
concerning the purchase/ sale price and address of a property to be purchased/
sold /mortgaged/ made the subject of a transfer of equity or gift. We process
this data to supply legal services to you in accordance with instructions
received form you and also to update and enhance our records relating to you on
our systems and for legal and regulatory compliance. Our lawful ground for this
is your consent to the processing and that processing is required for the
proper performance of the instructions which you have given to us to act for
you in a particular matter i.e. a contract between you and us to provide legal
services to you and/or taking steps at your request to enter into such a
contract.
CLIENT CONTACT DATA
This is the
data we use to contact you including your correspondence or billing address, email address or telephone
number
We may use
Client Contact Data either to contact you in the course of providing legal
services to you or to notify you of any promotional offers which we may make
available to established clients.
Our lawful
ground for this processing is either consent to perform our contract to provide
legal services to you or legitimate interests (namely to grow our business)
CLIENT IDENTITY VERIFICATION DOCUMENTATION
To comply with the Money Laundering Regulations we will need to examine
and maintain copies of documentation to verifying the identity or our clients’ and
providing proof of residence. Typically
this will include a copy of your Passport or Photo-Card Driving License and
utility bills or bank statements sent to you by post within the last 3 months.
Our lawful
ground for this processing this data is to comply with our legal obligations
and to assist in the detection/prevention of fraud or other harmful acts
COMMUNICATION DATA
Communication
Data includes any communication that you
send to us whether that be through the contact form on our website, through
email, text, ( we do not currently use social media messaging, social media
posting) or any other communication that you send us. We process this data for
the purposes of communicating with you, to enable us to provide legal services
to you, for record keeping and for the establishment, pursuance or defence of
legal claims. Our lawful ground for this processing is our legitimate interests
which in this case are to reply to communications sent to us, to keep records
and to establish, pursue or defend legal claims.
SENSITIVE DATA
Sensitive
data refers to data that includes details about your race or ethnicity,
religious or philosophical beliefs, sex life, sexual orientation, political
opinions, trade union membership, information about your health genetic and
biometric data. We do not collect any information about criminal convictions
and offences.
Generally we do not collect any Sensitive
Data about our clients. The exception being that if we are preparing a Will
or Power of Attorney for a client it may be appropriate to obtain the opinion
of a client’s GP or another medical practitioner regarding the client’s
capacity to make a valid Will or Power of Attorney. When this is appropriate we
shall of course obtain your consent before making any approach to your GP or
other medical practitioner
Our lawful
ground for this processing is that you consent and the performance of a contract between you and us to provide
legal services to you
Where
we are required to collect personal data by law, or under the terms of the
contract between us and you do not provide us with that data when requested, we
may not be able to perform the contract (for example, to provide legal services
to you in connection with a house sale or purchase). If you don’t provide us
with the requested data, we may have to cancel our retainer and withdraw form
providing legal services to you but if we do, we will notify you at the time.
We
will only use your personal data for a purpose it was collected for or a
reasonably compatible purpose if necessary. For more information on this please
email us at hi@lawtoyorudoor.co.uk
.In case we need to use your details for an unrelated new
purpose we will let you know and explain the legal grounds for processing.
We will only
use your personal data when the law allows us to. Most commonly, we will use
your personal data in the following circumstances:
·
Where we need to perform the contract
we are about to enter into or have entered into with you to provide you with
legal services
·
Where it is necessary for either your
legitimate interests or for our legitimate interests (or those of a third
party) and your interests and fundamental rights do not override those
interests.
·
Where we need to comply with a legal
or regulatory obligation.
We
may process your personal data without your knowledge or consent where this is
required or permitted by law.
We do
not carry out automated decision making or any type of automated profiling
3. MARKETING COMMUNICATIONS
Our
lawful ground of processing your personal data to send you marketing
communications is either your consent or our legitimate interests (namely to
grow our business).
Under
the Privacy and Electronic Communications Regulations, we may send you marketing
communications from us if (i) you have previously been a client of the firm or
have asked for information from us about our legal services (ii) you agreed to receive marketing
communications and in each case you have not opted out of receiving such communications
since.
We will not share your personal data
with any third party for their own marketing purposes.
You
can ask us to stop sending you marketing messages at any time by emailing us at
hi@lawtoyourdoor.co.uk at any time.
If
you opt out of receiving marketing communications this opt-out does not apply
to personal data provided as a result of other transactions, such as matters
arising out of the legal services which you have asked instructed us to provide
to you
4. DISCLOSURES OF YOUR PERSONAL DATA
We may have
to share some of your personal data with the parties set out below:
·
Other firms of solicitors or Licensed
Conveyancers for the purpose of progressing your transaction (i.e.
communicating with the conveyancer acting for your seller/your buyer/your
lender so that we may progress your transaction)
·
Estate Agents involved in your sale
or purchase transaction for the purpose of progressing your transaction
·
Banks, Building Society’s or other
mortgage providers so that we can act for you in connection with either the
repayment of a mortgage, or the creation of a new mortgage or porting of an
existing mortgage
·
Government bodies that require us to
report processing activities.
·
Government departments such as HMRC
to whom we may need to submit tax returns and HM Land Registry
·
Court of Protection, Office of the
Public Guardian, Probate Registry as required to enable us fulfill our Contract
to provide legal services to you by registering or making other applications in
respect of Lasting Powers of Attorney , or in connection with Deputyship, or
applications in connection with a Grant of Probate/ Grant of Letters of
Administration to a deceased’s estate
·
Service providers who provide IT and
system administration services.
·
Professional advisers including
lawyers, bankers, auditors and insurers
·
Debt collection agencies
·
Third parties to whom we sell,
transfer, or merge parts of our business or our assets.
We
require all third parties to whom we transfer your data to respect the security
of your personal data and to treat it in accordance with the law. We only allow
such third parties to process your personal data for specified purposes and in
accordance with our instructions.
5. INTERNATIONAL DATA TRANSFERS
Countries
outside of the European Economic Area (EEA)
do not always offer the same levels of protection to your personal data, so
European law has prohibited transfers of personal data outside of the EEA
unless the transfer meets certain criteria.
We do
not transfer, store or process data collected from you at locations outside the
EEA
6 DATA RETENTION
We
will only retain your personal data for as long as necessary to fulfil the
purposes we collected it for, including for the purposes of satisfying any
legal, accounting, or reporting requirements and to comply with our legal
obligations.
When
deciding what the correct time is to keep the data for we look at its amount,
nature and sensitivity, potential risk of harm from unauthorised use or
disclosure, the processing purposes, if these can be achieved by other means
and legal requirements.
For
tax purposes the law requires us to keep basic information about our clients
(including Contact, Identity, Financial and Transaction Data) for six years
after they stop being clients.
If
you no longer wish us tuse your
information to provide legal services to you, you can ask us erase your
personal information after the applicable minimum time. Please note that
if you request the erasure of your personal information we may retain some of
your personal information as necessary for our legitimate business interests,
such as fraud detection and prevention and enhancing safety.
In
some circumstances we may anonymise your personal data for research or
statistical purposes in which case we may use this information indefinitely
without further notice to you.
7. YOUR LEGAL RIGHTS
Under
data protection laws individuals are given
rights in relation to their personal data that include the right to
request access, correction, erasure, restriction, transfer, to object to
processing, to portability of data and (where the lawful ground of processing
is consent) to withdraw consent.
You
can see more about these rights at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
In
relation to solicitors there are exceptions to some of these rights. If you
wish to exercise any of the rights set out above, please email us at
hi@lawtoyorudoor.co.uk
You
will not have to pay a fee to access your personal data (or to exercise any of
the other rights). However, we may charge a reasonable fee if your request is
clearly unfounded, repetitive or excessive or refuse to comply with your
request in these circumstances.
We
may need to request specific information from you to help us confirm your
identity and ensure your right to access your personal data (or to exercise any
of your other rights). This is a security measure to ensure that personal data
is not disclosed to any person who has no right to receive it. We may also
contact you to ask you for further information in relation to your request to
speed up our response.
We
shall respond to all legitimate as soon as reasonably practicable.
If
you are not happy with any aspect of how we collect and use your data, you have
the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory
authority for data protection issues (www.ico.org.uk).
We should be grateful if you would contact us first if you do have a complaint
so that we can try to resolve it for you.
8. THIRD-PARTY LINKS ON OUR WEBSITE
Our
website may from time to time include links to third-party websites, plug-ins
and applications. Clicking on those links or enabling those connections may
allow third parties to collect or share data about you. We do not control these
third-party websites and are not responsible for their privacy statements. When
you leave our website, we encourage you to read the privacy notice of every
website you visit.
9. COOKIES
We
do not have cookies on our website
10. COMPLAINTS
You have the right to make a complaint at any time to the Information
Commissioner’s Office (ICO), the UK supervisory authority for data
protection issues (https://ico.org.uk).
In the UK,
please read: https://ico.org.uk/for-the-public/raising-concerns/ for
details of how to do this. We would, however, appreciate the chance to deal
with your concerns before you approach the ICO so please contact us in the
first instance |
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