We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
Michael Blandy Solicitors collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
The personal information we collect and use
Information collected by us
In the course of acting for you in relation to your matter we collect the following personal information when you provide it to us:
- 1 Name;
- 2 Company/business name;
- 3 Job title, profession;
- 4 Contact information such as email addresses and telephone numbers;
- 5 Demographic information such as address and post code;
- 6 Copies of documents you provide to prove your identity, including passport or drivers licence, which will include details of your full name, address, date of birth and facial image. If you provide a passport the data will also include your place of birth, gender and nationality;
- 7 Details of your interactions with us, notes from conversations with us including telephone calls and when you contact us;
- 8 Bank details if required to return unused funds to you;
How we use your personal information
We use your personal information to:
- 9 Fulfil our contractual obligations set out on our Terms of Engagement and the Terms and Conditions of our Service;
- 10 Comply with our legal obligations, including obligations under the Solicitors Regulation Authority;
- 11 As part of our legitimate interest including our interests in providing the highest level of service to our clients;
- 12 To verify your identity in compliance with Money Laundering Regulations;
- 13 To respond to communications.
- 14 To send you feedback requests to help improve our service. These messages will not include any promotional content and do not require prior consent.
Who we share your personal information with
- We routinely share your name, address, proof of identity and brief details of your interactions with us with Quillpinpoint, our hosted Legal Accounts and Case Management System supplier who provide a specialist software outsourcing service to the legal industry. Details of this supplier can be found at https://www.quill.co.uk
- We may share your name, address and details of your interactions with us with our third party suppliers, such as barristers, experts and secretarial or copying agencies. This data sharing enables us to provide a comprehensive legal service in response to your matter. We provide only the information they need to perform their specific service and only use third parties we trust and are either recommended or regulated by their professional bodies.Please email us at email@example.com or write to Michael Blandy Solicitors, Elm Lodge, 60 Old London Road, Hastings, East Sussex, TN35 5LZ for a full list of third party suppliers.
- We will share personal information with law enforcement or other authorities if required by applicable law.
Whether information has to be provided by you, and if so why
The provision of your name, address and proof of identity is required from you to enable us to comply with our legal obligations. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
How long your personal information will be kept
- 15 We will hold the personal data we have collected for 6 years, the period we are required to retain this information by the Solicitors Regulation Authority.
- 16 After 6 years your data will be destroyed without further reference to you.
Reasons we can collect and use your personal information
We rely on our legal obligation under the Money Laundering Regulations to verify your identity to help prevent fraud.
We rely on our legal obligation under the Solicitors Regulation Authority to collect your name and contact details.
We rely on legitimate interest as the lawful basis on which we collect and use details of your interactions with us and send you information relevant to your matter. Our legitimate interests are to provide the highest level of service to our clients.
We rely on legitimate interest to send you feedback requests as it helps improve our service and make it more relevant to you.
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
- 17 fair processing of information and transparency over how we use your use personal information
- 18 access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- 19 require us to correct any mistakes in your information which we hold
- 20 require the erasure of personal information concerning you in certain situations
- 21 receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- 22 object at any time to processing of personal information concerning you for direct marketing
- 23 object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- 24 object in certain other situations to our continued processing of your personal information
- 25 otherwise restrict our processing of your personal information in certain circumstances
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- 26 email, call or write to us
- 27 let us have enough information to identify you eg. Reference numbers
- 28 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
- 29 let us know the information to which your request relates, including any reference numbers, if you have them.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know 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 complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you 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.
Changes to this privacy notice
This privacy notice was published on 25/05/2018 and last updated on 25/05/2018.
We may change this privacy notice from time to time, when we do we will inform you via email or post.
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us, please send an email to firstname.lastname@example.org, write to Michael Blandy Solicitors, Elm Lodge, 60 Old London Road, Hastings, East Sussex, TN35 5LZ or call 01424 712545.