This notice explains when and why we collect personal information about you; how we use it, the conditions under which we may disclose it to others and how we keep it secure.
For clients of this firm, you should read this notice alongside our general terms and conditions which provide further information on confidentiality, data privacy etc.
This notice does not apply to any websites that may have a link to ours.
Data is collected, processed and stored by Frances Lindsay and Co; and we are what is known as the ‘data controller’ of the personal information you provide to us.
Frances Lindsay is a partnership, authorised and regulated by the Solicitors Regulation Authority under number 290026
Our Data Protection Officer is Frances Lindsay, who can be contacted by email at email@example.com.
Our website and services are not aimed specifically at children because in legal work children are generally represented by their parent or guardians.
The exact information we will request from you will depend on what you have asked us to do or what we are contracted to do for you.
There are two types of personal data (personal information) that you may provide to us:
In the majority of cases personal data will be restricted to basic information and information needed to complete ID checks. However some of the work we do may require us to ask for more sensitive information.
Information about you may be obtained from a number of sources; including:
The primary reason for asking you to provide us with your personal data, is to allow us to carry out your requests – which will ordinarily be to represent you and carry out your legal work.
The following are some examples, although not exhaustive, of what we may use your information for:
|Data||Lawful Basis for processing|
|Names and Contact details||To perform a contract with you to supply legal services and for legitimate Interests|
|Marital Status||To perform a contract with you to supply legal services and for legitimate Interests|
|ID Documents||To perform a contract with you to supply legal services and for legitimate Interests|
|Nature of Family Affairs||To perform a contract with you to supply legal services and for legitimate Interests and for the Vital Interests of the Individual|
|Special Category Personal Data||Consent, legitimate interests and Vital Interests of the Individual|
|Banking Information||To perform a contract with you to supply legal services and for legitimate Interests|
|Employment Details||To perform a contract with you to supply legal services and for legitimate Interests|
|Data||Lawful Basis for processing|
|Name and Contact Details||Legitimate Interests; Legal obligations; Contract|
|Details of disabilities||Legitimate Interests|
|Diversity Information||Legitimate Interests|
|Employment and Education History||Legitimate Interests|
|Special Category Details||Legitimate Interests and Legal Obligations|
We have a data protection regime in place to oversee the effective and secure processing of your personal data. We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
Generally, we will only use your information within Frances Lindsay. However there may be circumstances, in carrying out your legal work, where we may need to disclose some information to third parties; for example:
In the event any of your information is shared with the aforementioned third parties, we ensure that they comply, strictly and confidentially, with our instructions and they do not use your personal information for their own purposes unless you have explicitly consented to them doing so.
The Lawful basis for processing this information is Contract; Legitimate Interests; Legal Obligations.
There may be some uses of personal data that may require your specific consent. If this is the case we will contact you separately to ask for your consent which you are free to withdraw at any time.
We recognise that your information is valuable and we take all reasonable measures to protect it whilst it is in our care.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We also limit access to your personal data to only Frances Lindsay’s employees, appointed representatives, advisers, business partners and suppliers who have a business need to know. They are also subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Your personal information will be retained, usually in computer or manual files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us. For example:
Under GDPR, you are entitled to access your personal data (otherwise known as a ‘right to access’). If you wish to make a request, please do so in writing addressed to our Data Protection Officer Frances Lindsay or contact the person dealing with your matter.
A request for access to your personal data means you are entitled to a copy of the data we hold on you – such as your name, address, contact details, date of birth, information regarding your health etc. – but it does not mean you are entitled to the documents that contain this data.
Under certain circumstances, in addition to the entitlement to ‘access your data’, you have the following rights:
1. The right to be informed: which is fulfilled by way of this privacy notice and our transparent explanation as to how we use your personal data
2. The right to rectification: you are entitled to have personal data rectified if it is inaccurate or incomplete
3. The right to erasure / ‘right to be forgotten’: you have the right to request the deletion or removal of your personal data where there is no compelling reason for its continued processing. This right only applies in the following specific circumstances:
4. The right to object: you have the right to object to processing based on legitimate interests; and direct marketing. This right only applies in the following circumstances:
5. The right to restrict processing: you have the right to request the restriction or suppression of your data. When processing is restricted, we can store the data but not use it. This right only applies in the following circumstances:
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate further. Our Data Protection Officer is Frances Lindsay and you can contact her by emailing firstname.lastname@example.org or write to her at 48 Broadway, Maidenhead, SL6 1LU
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO). Their website is www.ico.org.uk