Privacy Policy

WHAT IS THIS?

1. When you deal with Radshaw Solicitors Limited you trust us with your information. We take privacy seriously and we are committed to protecting the data you provide to us;

2. This policy explains when and why we collect personal data about you, how this data is used, the conditions under which it may be disclosed to others, and how it is kept secure;

3. This policy is subject to change from time to time so please visit this page regularly to ensure that you are happy with any changes;

WHO WE ARE

1. Radshaw Solicitors Limited is a Limited company, which is registered at companies house under company number 09285894 and its registered office is at 262 West End Road, Ruislip, Middlesex, HA4 6DY;

2. Radshaw Solicitors Limited is the controller of your personal data when providing services to you. This means that Radshaw Solicitors Limited decide why and how your personal data is processed;

3. Radshaw Solicitors Limited is registered with the Information Commissioner under registration number ZA136325;

HOW WE COLLECT YOUR PERSONAL DATA

Information collected by us

In the course of advising and / or acting for you we will collect the following personal information when you provide it to us:

1. Your name, address and telephone number;

2. Information to enable us to check and verify your identity; for example, your date of birth or passport details;

3. Electronic contact details; for example, your email address and mobile phone number;

4. Information relating to the matter in which you are seeking our advice or representation;

 

In the course of advising and / or acting for you we may collect the following personal information depending on why you have instructed us:

1. Information to enable us to undertake a credit or other financial checks on you;

2. Your financial details so far as relevant to your instructions; for example, in a financial matter in a family case;

3. Your National Insurance and tax details;

4. Your bank and/or building society details;

5. Details of your professional online presence; for example, LinkedIn profile;

6. Details of your spouse/partner and dependants or other family members; for example, if you instruct us on a family matter;

7. Your employment status and details including salary and benefits; e.g. if you instruct us on a personal injury or family matter where these details are required;

8. Details of your pension arrangements; e.g. if you instruct us on financial arrangements following a breakdown of a relationship;

9. Personal identifying information, such as your hair or eye colour or your parents’ names; e.g. if you instruct us on an immigration matter;

10. Your medical records; e.g. if we are acting for you in a personal injury claim;

11. Information about your use of our IT, communication and other systems, and other monitoring information; e.g. if using our website;

This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.

Information collected from other sources

 

We collect most of this information from you direct. However, we may also collect information form the following:

1. Publicly accessible sources; e.g. Companies House etc;

2. Directly from a third party; e.g. sanctions screening providers; credit reference agencies; client due diligence providers;

3. A third party with your consent; for example:

* Your bank or building society and / or another financial institution or advisor;

* Consultants and other professionals we may engage in relation to your matter;

* Your employer and/or trade union, professional body or pension administrators;

* Your doctors, medical and occupational health professionals;

4. From our website – we use cookies on our website (for more information on cookies, please see our cookies policy);

5. From our information technology (IT) systems; for example:

* Case management, document management and time recording systems;

* Reception logs;

* Automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems;

 

HOW AND WHY WE USE YOUR PERSONAL DATA

We may use the information we collect about you in the following ways:

Where it is necessary for us to perform a CONTRACT with you

1. We may use and process your personal data where we have supplied you (or continue to supply you) with any legal services, where we have arranged for the supply of another firm’s services to you, or where you are in discussions with us about a particular matter on which you are considering taking advice;

2. We will use your information in connection with the contract for the provision of services when it is needed to carry out that contract or for you to enter into it;

3. We may also use and process your personal data in connection with our recruitment activities, if you apply for a position with us (whether directly or through a third party) or send your details to us on a speculative basis;

Where we have a LEGITIMATE INTEREST

We may use and process your personal data where it is necessary for us to pursue our legitimate interests as a business for the following purposes:

1. To carry out our conflict checks to ensure that we are able to provide services to you;

2. To enter into and perform the contract we have with your business;

3. To assess and improve our service to clients through recordings of any calls;

4. For the prevention of fraud and other criminal activities;

5. To verify the accuracy of the data that we hold about you and to create a better understanding of you as a client;

6. To create a profile of you based on any preferences you have indicated to us to enable us to decide what products and services to offer to you for marketing purposes;

7. To undertake analysis to inform our business and marketing strategy;

8. To manage and deliver internal projects for business improvement;

9. For network and information security purposes to enable us to take steps to protect your personal data against loss or damage, theft or unauthorised access;

10. To comply with a request from you in connection with the exercise of your rights (for example, where you have asked us not to contact you for marketing purposes, we will keep a record of this on our lists in order to be able to comply with your request);

11. To assist in the management of queries, complaints or claims;

12. To notify you or your business of changes in the law that might affect you or your business;

13. For the establishment, exercise or defence of our legal rights;

Where you have provided CONSENT

1. Where you have given us your consent we will use and process your personal data to send you email communications about events, products and news updates and relevant news and announcements;

Such communications may include content on relevant legal updates, seminar and event invitations and other news/announcements;

2. Please note that your information may be used to send you details of our products or services that we have identified as likely to be of interest to you, based on the preferences you have indicated to us;

3. We will seek separate and specific consent from you in circumstances where we wish to feature your identity in a published case study, press release, advertisement or testimonial or wish to include your image in a photograph or video in connection with public relations or promotional activities;

4. You have the right to withdraw your consent at any time. Please see Withdrawing your consent for further information;

Where required by LAW

1. Where you instruct us to provide legal services to you, we will need to process your personal data and the personal data of third parties in order to comply with our legal obligations; for example under the Civil Procedure Rules or the Family Procedure Rules.

We also have a legal obligation to comply with the Solicitors Regulation Authority (SRA) Code of Conduct;

2. It is also a legal requirement for you to provide us with information to verify your identity in connection with anti-money laundering and criminal financing legislation. We will use that information for the purpose of complying with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (or such other legislation that may replace or supersede these Regulations from time to time) unless we have obtained your consent to use it for any other purpose;

3. We may also use and process your personal data in order to comply with other legal obligations to which we are subject, as follows:

* to maintain a register of corporate gifts and hospitality to comply with anti-bribery laws;

* to maintain a record of undertakings where you are either a beneficiary of an undertaking or the person obliged to perform it;

* to maintain a record of undertakings where Radshaw Solicitors Limited is the giver or receiver of an undertaking;

* to comply with our other legal and regulatory obligations, e.g. undertaking conflict checks;

In the VITAL INTERESTS of the individual

1. From time to time in the course of representing individuals who may be troubled, in danger, very young or otherwise unable to exercise due care for their own safety, we may in extreme circumstances use information about our client or a person connected with them in order to take action to protect them.

Special categories of personal data

1. We may need to use more sensitive personal data (known as “special categories of personal data”) about you or others associated with you, for example your family/carers. We will only use this kind of information where:

* We have your explicit consent;

* It is necessary for us to use this information to protect your vital interests or those of another person where it is not possible to obtain consent;

* It is necessary for us to do so in connection with the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity

* In exceptional circumstances, another of the grounds for processing special categories of personal data are met;

2. Where you have provided us with explicit consent to use special categories of personal data about you, you may withdraw your consent for us to use this information at any time. Please see Withdrawing your consent for further information;

3. Please note that if you choose to withdraw your consent for us to use special categories of personal data about you, this may impact our ability to provide legal or support services to you;

OTHERS WHO MAY RECEIVE OR HAVE ACCESS TO YOUR PERSONAL DATA

Our suppliers and service providers

2. Our work for you may require us to provide information to third parties who will use your information for the purposes of providing services to us or directly to you on our behalf; e.g. insurers;

3. When we use third party service providers, we only disclose to them any personal data that is necessary for them to provide their services and we have an agreement in place that requires them to keep your data secure and not to use it other than in accordance with our specific instructions;

Others involved in your case or matter

1.Our work for you may require us to provide information to third parties who will use your information in connection with your case or matter. They may provide their own services directly to you;

* Law firms;

* Accountants;

* Counsel;

* Expert witnesses;

* Medical professionals;

* Other professional advisers;

2.Any third party to whom we disclose information about you will be under an obligation to keep your information secure and not to use it for any purpose other than that for which it was disclosed unless you agree with them otherwise;

WHERE WE STORE YOUR PERSONAL DATA

1.All information you provide to us for our use is stored on our secure servers which are located within the United Kingdom;

2.The third parties listed under Others who may receive and have access to your personal data may be located outside of the EEA or they may transfer your data outside of the EEA.

Those countries may not have the same standards of data protection and privacy laws as the United Kingdom, which means additional safeguards must be put in place. Whenever we transfer your data outside of the EEA, we impose contractual obligations on the recipients of that data to protect your personal data to the standard required in the UK. Any third parties transferring your data outside of the EEA must also have in place appropriate safeguards as required under data protection law;

HOW LONG WILL WE KEEP YOUR PERSONAL DATA FOR

We will keep your personal data after we have finished advising or acting for you.

1.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;

2.We will not retain your data for longer than necessary for the purposes set out in this notice. Different retention periods apply for different types of data. When it is no longer necessary to retain your personal data, we will delete or anonymise it.

YOUR RIGHTS

1.You have a number of rights in relation to your personal data under data protection legislation.

In relation to certain rights, we may ask you for information to confirm your identity, where applicable, to help us to search for your personal data. Apart from rare cases, we will respond to you within one month from either:

*** the date that we have confirmed your identity;

(ii) where we do not need to do this because we already have this information, from the date we received your request;

Accessing your personal data

1.You have the right to ask for a copy of the data that we hold about you by calling, emailing or writing to us at the address at the end of this policy. We may not provide you with a copy of your personal data if it concerns other individuals or we have another lawful reason to withhold that data;

Correcting and updating your personal data

1. The accuracy of your data is important to us. If you change your name / address / email address, or you discover that any of the other data we hold is inaccurate or out of date, please let us know by contacting us using the details set out at the end of this policy;

Withdrawing your consent

1.Where we rely on your consent as the legal basis for processing your personal data, as set out under How we use your personal data, you may withdraw your consent at any time by emailing dataprotection@radshawsolicitors.com;

2. If you would like to unsubscribe from any email newsletter you can also click on the ‘unsubscribe’ button at the bottom of the email newsletter;

3.If you withdraw your consent, our use of your personal data before you withdraw your consent is still lawful;

Objecting to our use of your personal data made about you

1. Where we rely on our legitimate interests as the legal basis for processing your personal data for any purpose(s), as set out under How we use your personal data, you may object to our using your personal data for these purposes by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal data, we will temporarily stop processing your personal data in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection legislation, we will permanently stop using your data for those purposes. Otherwise, we will provide you with our justification as to why we need to continue using your data.

2.You may object to us using your personal data for direct marketing purposes and we will immediately comply with your request. If you would like to do so, please use our Unsubscribe tool;

Erasing your personal data or restricting its processing

1. In certain circumstances, you may ask for your personal data to be removed from our systems by emailing or writing to us at the address at the end of this policy. Provided we do not have any continuing lawful reason to continue processing or holding your personal data, we will make reasonable efforts to comply with your request;

2. You may also ask us to restrict processing your personal data where you believe our processing is unlawful, you contest its accuracy, you have objected to its use and our investigation is pending, or you require us to keep it in connection with legal proceedings. We may only process your personal data whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings; Transferring your personal data in a structured data file

1. Where we rely on your consent as the legal basis for processing your personal data or need to process it in connection with your contract, as set out under How we use your personal data, you may ask us to provide you with a copy of that data in a structured data file. We will provide this to you electronically in a structured, commonly used and machine readable form;

2.You can ask us to send your personal data directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal data if this concerns other individuals or we have another lawful reason to withhold that data;You

Complaining to the UK data protection regulator

1. You have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about the way we have processed your personal data:

2.You may contact the ICO on 0303 123 1113 or visit their website at www.ico.org.uk;

SECURITY

Security measures we put in place to protect your personal data

1. We have appropriate security measures in place to prevent personal information from being accidentally lost, 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.

Changes to Privacy Notice

This privacy notice was published on 1 May 2018.

We may change this privacy notice from time to time.

CONTACT US

Please direct any queries about this policy or the way we process your personal data by contacting us at:

Address: Radshaw Solicitors Limited

262 West End Road

Ruislip

Middlesex

HA4 6DY

Tel: 03333 445548

Email: dataprotection@radshawsolicitors.com

Accessibility

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If you encounter any difficulties with its use or accessibility, please inform us at info@radshawsolicitors.com and we will work with you to resolve the issue.