Contact DPOIf you have a special request concerning your personal data, please use this to contact our Data Protection Officer directly.
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IntroductionOlliers is committed to safeguarding the privacy of those whose personal data comes into our possession. This can include visitors to our website and clients. In this policy, where we use the terms “we”, “us” or “our” we are talking about Olliers Solicitors Limited Personal data is any information relating to an identified or identifiable individual. Special category personal data is data that reveals racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, trade union membership, genetic and or biometric data, details of health, sex-life or sexual orientation. This policy explains:
- What personal data we collect;
- How we collect, store, use or share your personal data;
- Why we collect your personal data;
- Your rights in relation to your personal data; and
- Who and how to contact in the event of a concern or a complaint about the way your personal data has been collected, store, used or shared.
What personal data do we collect?The lists below set out the personal data we will or may collect in the course of advising and /or acting for you.
Personal data we will collect:
- Your name, address, telephone numbers (including mobiles) and email address
- Date of birth
- Information to enable us to check and verify your identity, e.g. your passport details
- Electronic contact details, e.g. your email address and mobile phone number
- Information relating to the matter in which you are seeking our advice or representation
- Your financial details so far as relevant to your instructions.
Personal data we may collect
- Your National Insurance and tax details
- Your bank and/or building society details
- Details of your social media presence
- Details of your spouse/partner and dependants or other family members
- Your financial details, bank accounts, savings and pension details
- Your employment status and details including salary and benefits, as well as records
- Your nationality and immigration status and information from related documents
- Your racial or ethnic origin
- Your medical records
How is your personal data collected?We collect most of this information from you. However, we may also collect information:
- from publicly accessible sources, e.g. social media or Companies House;
- directly from a third party such as enforcement bodies and those with responsibilities for prosecuting criminal offences;
- from a third party with your consent, e.g.
- consultants and other professionals engaged in relation to your matter;
- your employer, trade union or professional body;
- doctors, medical and occupational health professionals;
- insurance companies.
- via our information technology (IT) systems, e.g.:
- case management and document management systems; and
- automated monitoring of our website and other technical systems, such as our computer networks and connections, access control systems, communications systems, email system.
How and why we will use your personal dataWe can only use your personal data if we have a lawful and proper reason for doing so. The lawful basis is that the processing is necessary in relation to a contract which the data subject has entered into with us (either directly or through an intermediary), or because the data subject has asked for something to be done so they can enter into a contract. We may use personal data to:
- Provide legal services
- Conduct checks to identify our clients and verify their identity
- Comply with professional, legal and regulatory obligations that apply to our business, e.g. rules issued by our professional regulator
- Gather and provide information required by or relating to audits, enquiries or investigations by regulatory bodies
- Ensure business policies are adhered to, e.g. policies covering security and internet use
- Improve efficiency, train staff or assess quality control
- Ensure the confidentiality of commercially sensitive information
- Conduct statistical analysis to help us manage our practice, e.g. in relation to our financial performance, client base, work type or other efficiency measures
- Prevent unauthorised access and modifications to systems
- Update client records
- Complete statutory returns
- Ensure safe working practices, staff administration and assessments
- Undergo external audits and quality checks, e.g. for Lexcel accreditation and the audit of our accounts
- to comply with our legal and regulatory obligations;
- for the performance of our service for you or to take steps at your request before providing our service;
- where you have given consent.
Who we share your personal data withIn providing services to you we will of course have to share your data with your instructed barrister(s). We may also have to contact other organisations about you, including solicitors, courts, funders, experts such as medical consultants etc We only allow our service providers (such as our IT Contractors) to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you. We may disclose to our regulatory bodies to comply with our legal and regulatory obligations. We will not share your personal data with any other third party without your specific consent.
Where your personal data is heldInformation may be held at our offices, by service providers, representatives and agents as described above (see ‘Who we share your personal data with’). All our service providers are based inside the European Economic Area.
How long your personal data will be keptWe will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly;
- to keep records required by law.
Transferring your personal data out of the EEATo deliver services to you, it may on rare occasions be sometimes necessary for us to share your personal data outside the European Economic Area (EEA), eg:
- if you are based outside the EEA;
- where there is an international dimension to the matter in which we are advising you.
Your rightsYou have the right to access your data free of charge, have it rectified (if there are mistakes in your personal data), to be forgotten (in certain situations), to restrict our processing of your data (e.g. if it is inaccurate), to request a copy of the data we hold, to object to your data being processed for marketing purposes or the continued use of your data for our legitimate interests and not to be subject to profiling. The GDPR provides the following rights for individuals:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
- contact David Philpott with a data subject request;
- email, call or write to us — see below: ‘How to contact us’; and
- provide sufficient information for us to identify you (e.g. your full name, address and client or matter reference number);
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
- let us know what right you want to exercise and the information to which your request relates.
Keeping your personal data secureWe 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.
How to complainWe hope that we can resolve any query or concern you may raise about our use of your information. The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
|Our contact details||David Philpott Data Protection Officer at Olliers|
|Third Floor, 196 Deansgate Manchester M3 3WF 0161 834 1515||Olliers Solicitors: Third Floor, 196 Deansgate, Manchester, M3 3WF Email: firstname.lastname@example.org 0161 834 1515|
Our designated data protection officer is David Philpott.
You can contact our DPO directly by sending an email to email@example.com or by using the form below.
If you submit this form we will send you a report outlining all of the data we currently possess on you.
Please use this form if you would like to be unsubscribed from all of our email marketing lists.
If you submit a forget-me request, also known as an erasure request, we will delete all of the data we currently possess on you. Caution, this can not be undone.