This privacy policy explains how we collect and use any personal information we collect about you. These principles are followed by all our employees. We will enter into arrangements and take “reasonable steps” to ensure agents comply with the same responsibilities.
All personal data will be processed “fairly and lawfully”, as per conditions in the Data Protection Act 1998 and the General Data Protection Act.
Our Data Protection Officer/Controller is Laura Tipping. Our office manager, Angela Blundell, is the Data Controller’s day-to-day representative. As such they are the appointed persons responsible for compliance.
You have a right to:
Request access to copies of some, or all the personal information we hold,
Demand correction, and complain about any incorrect data held by us, or
Revoke your consent for us to gather or retain any data.
If you wish to exercise your rights, please contact either of the two-people at the office mentioned above.
Any requests will be actioned and recorded at our office. You will receive a response as soon as possible, but in any event within 1 month.
Who will collect Data?
When we commence any work, a fee earner will be appointed to deal with the day-to-day running of the matter. During the course of a case, advocates and other fee earners may request further details.
What Data do we collect about you?
The fee earner will obtain important information from you to enable us to conduct your case. This will, include, but is not limited to, your:
Full personal, and contact details, and those of your dependents,
Date of birth, and those of your dependents,
National insurance number, and that of your partner,
Financial circumstances, and that of your partner,
Antecedent criminal convictions (if any) and
Details of your case.
This is an ongoing procedure, to ensure that we have the most up to date information as your case progresses.
We also collect information if you voluntarily complete a survey at the close of your case. Website usage information is collected using cookies. Information about cookies is at: www.aboutcookies.org or www.allaboutcookies.org
All data requested from you will be adequate, relevant and not excessive for our purposes.
How will we use the information about you?
We will not use personal data for purposes other than to progress a case appropriately and represent you to the best of our ability. We collect information so that we can link new matters to previous cases. What we gather allows us to identify you and any specific issues and needs you may have. Advice about the present case must be tailored if, for example, you have previous convictions. Also, if, for example, you have disabilities we need the information so that we can make any reasonable adjustments to provide you with the best service possible.
From mid-2018 we are legally required to seek your explicit approval to collect, keep and process your personal data. When giving approval please note that this approval will be indefinite, however you can withdraw your approval at any time, by following the procedure set out in this Privacy Policy. Before withdrawing your approval please consider “Consequences of Refusing to Provide/Withdrawing Consent” below.
Who will we share Data with?
We will not pass on your personal information to any person, other than those who are vital in enabling the best possible resolution in the present case. Information may be shared with any court after obtaining your instructions to do so.
Information may be shared with approved agents (known as “data processors”), to assist us in preparing your case. This could include medical professionals, to obtain reports, and/or approved police station agents or Counsel who may assist in preparing your case.
We only use agents/counsel or medical professionals who provide sufficient guarantees in respect of the technical and organisational security measures governing the data processing to be carried out
If you apply for Legal Aid, we will be required to share some information with the Legal Aid Agency to secure funding.
Consequences of Refusing to Provide/Withdrawing Consent
The only purpose in us collecting, processing and retaining information about you is to enable us to properly assist you in current and possible future cases. If we do not have your consent to do this, or you remove your consent, it is likely to be impossible for us to function and represent you properly. In such circumstances we would need to consider if we are able to fulfil our professional obligations. It is likely we will be unable to represent you.
Security
We take all reasonable steps to ensure the security of your data.
All staff will undergo training to familiarise themselves with the Data Protection Act, General Data Protection Regulations and relevant guidance and case law. They will be kept abreast of changes.
We will: -
Provide a written copy of our Privacy Policy to all clients and request their approval of it.
Notify the Information Commissioner of any breaches, and keep notifications up to date, as appropriate.
Regularly audit our use of personal data to ensure compliance with up-to-date requirements.
Ensure data subject access and other legitimate Data Protection Act requests are handled in a timely manner.
Review our Policy annually, or when weaknesses are identified.
To enable us to assist you in any future matter, we keep data indefinitely on our computer database. Paper copies of file may be held in storage for not more than 6 years.
Marketing/Automated decision taking/Prevention of damage and distress
We will not contact you for marketing purposes, however, we may supply you with business cards to enable you to contact us easily, or if you should wish to recommend us to others. We will not use personal data for any automated decision making. We will not process data that is likely to cause anyone damage or distress
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