- 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 either directly in person, by telephone or by completing an online enquiry);
- 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); and
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 (including name prefix or title), the company you work for, your title or position and your relationship to a person;
- contact information, such as your postal address, email address and phone number;
- Financial information, such as payment-related information;
- Identification and background information provided by you or collected as part of our business acceptance processes; and
- Any other information relating to you which you may provide to us.
We also process sensitive classes of information that includes:
- Physical or mental health details
- Racial or ethnic origin
- Criminal conviction
We do automatically collect certain non-personally identifiable information when you visit our site – 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.
- 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:
- Administer our relationship with
- to respond to your inquiry or form you have completed on various sections of our Website;
- use it to provide legal services and performance of contract;
- 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.
- Billing of any procured services and obtain payment
- Process applications for employment
- Deliver requested information to you about our services
The data collected from you will be used for specific purposes listed in the table below.
|Purpose for processing data||Legal basis for processing data||Third party organisations with whom data is shared|
|To administer our relationship with you, provide services and respond to enquiries.||To meet the requirements of a contract.||None.|
|To ensure the billing of any procured services by you and obtain payment.||To meet the requirements of a contract.||Government VAT and tax inspectors, external auditors, internal auditors.|
|To communicate with you about legal updates, breaking news, newsletters and event invitations which are relevant to your interests and in line with your preferences.||Explicit consent prior to sending individuals the information and in line with preferences.||None.|
|To provide enquirers support by telephone – if need to include recording conversations for monitoring and quality purposes.||To fulfil contractual obligations this includes taking action before entering into a contract.||None.|
|To process and respond to complaints.||To meet a legal obligation.||None.|
|To monitor and record information relating to the use of our services, to include our website.||To meet a legitimate interest in order to improve the services and experience and website for individuals.||Web service providers and cookie providers.|
|To capture photographs and videos to be used for marketing and promotional material for the firm, including our website, brochures, bids and tenders.||Explicit consent prior to collecting and using this information.||None.|
|To ensure the firms offices and its stored information is secure we use CCTV services.||To meet the requirements of a contract.||None.|
|To conduct human resource administration to include assessing suitability, eligibility and/or fitness to work.||To fulfil contractual obligations this includes taking action before entering into a contract.||Disclosure and Barring Service.|
|To carry our Anti-money laundering and ID checks||To fulfil contractual obligations this includes taking action before entering into a contract and to meet legal obligation.||Infotrack
Paragraphs 4 and 5 below also explain the Grounds for using your personal information and How we share you information with third parties
- Grounds for using your personal information
We rely on the following legal grounds to process your personal information, namely:
- Consent– we may (but usually do not) need you consent to use your personal information. You can withdraw your consent by contacting us (see below).
- Performance of a contract– we may need to collect and use your personal information to enter into a contract with you or to perform our obligations under a contract with you.
- Legitimate interest– we may use your personal information for our legitimate interests, some examples of which are given above.
- 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.
We may share your personal information with third parties, only to the extent necessary to run our business, provide a service to you, comply with the law, enforce our legal rights or because you have provided consent.
This may include the following.
- 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.
- 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.
- Where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process.
- 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
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
We will typically hold your data for seven years, however 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.
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses
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 those 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 the exercise of any of the rights listed above, please contact us. You can do this by writing to us at email@example.com or firstname.lastname@example.org.