Privacy Notice

Introduction

Our Privacy Notice outlines the information we collect about you, how we use, disclose and otherwise manage this information and the choices you have to restrict our usage of this information. For the purposes of this Privacy Notice, “we” and “us” means England & Derbyshire LLP.

England & Derbyshire LLP is a data controller for the purposes of current data protection legislation. We are committed to protecting the rights and privacy of individuals and ensuring the highest level of security for your personal information.

This Privacy Notice explains the types of personal data we collect and how we use it, who we share it with, how long we keep it for and how we protect it.

Scope of Privacy Notice

This Privacy Notice applies to your use of any of our services, including when you request information from us or engage our services, when you visit our website or communicate with us through our online services, or when you apply for a job or work placement.

This Privacy Notice does not address our client confidentiality obligations, which are described in our terms of engagement.

Why do we collect your personal information?

We collect information to help manage your interactions with us and to provide a quality service:

  • To enable us to provide legal services;
  • To enter into a contract and/or to perform our contractual obligations with you;
  • To fulfil our legal obligations as a business;
  • To deliver services you have requested from us;
  • To manage the services we provide to you;
  • To tell you about our products and services;
  • To be able to answer questions you may have now and in the future about the services we have provided to you;
  • To maintain our own accounts and records;
  • To support and manage our employees; and
  • To help us run and grow our business.

We will not collect any personal information from you that we do not need.

Clients (current and perspective)

What personal information do we collect?

We may collect: current and historical personal information, including your name and contact details; date of birth and copies of identification for verification purposes; details relating to your divorce and any relevant legal documentation in respect of this. We may also collect personal information from third parties such as authorised representatives, government agencies and other organisations with whom you have dealings, and publicly available records.

How do we use your personal information?

The processing of personal data is necessary for a contract that England & Derbyshire LLP has with a Client, or because an individual (prospective client) has asked us to take specific steps before entering into a contract. Once a claim is pursued England & Derbyshire LLP has a legal obligation to retain all relevant material and evidence needed in order to pursue the claim, as pursuant to the Pre- Action Protocol and Civil Procedure Rules. The sole purpose of our retaining data is to pursue a claim for and on behalf of our client. Materials relating to the claim may contain the names and information of third parties, however that information will only be retained where necessary, in order to pursue a claim for and on behalf of a client. The retention of data upon the conclusion of each claim will be compliant with the legal obligation provided by Rule 10 of the Solicitors Regulation Authority Handbook.

Who do we share it with?

England & Derbyshire LLP may share your personal data with third parties such as independent solicitors, barristers, actuaries and any other professionals that we feel will be able to assist in pursuing and investigating the claim. Once a claim is pursued it will invariably be shared with third parties such as a client’s former solicitors, Professional Indemnity Insurers and Professional Indemnity Insurer’s solicitors. Third parties will only be provided with data where necessary to fulfil our contractual &/ legal obligation. We may also disclose specific personal information about you if required by law, governmental request or court order if, based on our good faith belief, it is necessary to conform or comply with such law, request or court order.

Retention of Personal Information

We only keep your personal information as long as necessary for the purposes we collected it, or as otherwise required by law. Personal information provided in connection with the provision of our services will be retained for at least 6 years, as compliant with the Solicitors Regulation Authority. Our online services may have different retention periods – you will be notified separately when you access those services.

Where you submit personal information for publication on our website (for the purposes of providing a review), we will publish and use that information only for the specific purpose we have collected it for.

Recruitment

What personal information do we collect?

For the purposes of recruitment we may collect: current and historical personal information, including your name, contact details, date of birth, employment history, academic history and qualifications, ethnicity and disability details (under Article 9 (2)(b) of the General Data Protection Regulation).

How do we use your personal information?

Any information you provide during the recruitment process will only be used for the purpose of progressing your application and we will not share any of the information you provide during the recruitment process with any third parties. The information you provide will be held securely whether in electronic or physical format.

Who do we share it with?

If your job application is successful and we make you an offer of employment or engagement, we may share your personal information with third parties (and their designated agents), including: external organisations for the purposes of conducting pre-employment reference and employment background checks; former employers, to obtain references; professional advisors, such as lawyers.

Retention of Personal Information

If you are unsuccessful at any stage of the process, the information you have provided until that point and any interview notes will be retained for 6 months from your application.

Information collected via our website

What personal information do we collect?

Where you are a visitor to our website www.englandderbyshire.co.uk, we may collect, store and use the following kinds of data: information about your visits to and use of our website (including your IP address, geographical location, browser type and version, operating system, referral source, date, time and length of visit, page views, website navigation); information that you provide to us for the purpose of arranging a call-back or raising a query via our online forms; any other information that you choose to send to us.

How do we use your personal information?

We may collect data for our legitimate business interests: to keep our website updated and relevant, to develop our business and to inform our marketing strategy. We may use this data for statistical and analytical purposes, to improve website features and to provide a smooth user experience on our website. We may collect data in order to send you email and SMS notifications that you have specifically requested.

Who do we share it with?

We may share this information with third party IT service providers (e.g. cloud service providers) and marketing, advertising and communication agencies. In the course of providing such services, these service providers may have access to personal information that is necessary for them to perform their services, and we require them not to use your information for any other purpose. We will endeavour to ensure that all our service providers keep your personal information secure.

Retention of Personal Information

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any reporting requirements. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Cookies

We use cookies and similar technologies to collect information about the pages you access or visit. Cookies are bits of information that are automatically stored on your computer, so we can recognise you when you return. This enables us to understand your use of our website so that we can continue to improve and refine it for a better Client experience. Cookies can be disabled via your browser; however, this may affect the quality of the features on our site.  The information collected through cookies may be combined with other identifiable personal information from our records and other sources. We may use this combined information for future marketing initiatives.

If you do wish to disable our cookies then this can be done from your web browser. If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.

Do we transfer personal information outside the EEA?

Your personal information is processed and stored on servers inside the European Economic Area.

Your rights

You can request a copy of the personal information we hold on you at any time.  If you believe the information we process on you is incorrect you can request to see this information, and have it corrected or deleted. If we are providing a service to you under contract, then it may not be possible to delete your information due to legal reasons. We may also be required to retain some parts of your personal information for legal reasons, such as correspondence files. Please make such a request in writing. There will be no charge for reasonable requests for information and we will respond within 30 days. If it will take longer than 30 days to meet your request we will advise you accordingly.

If you wish to raise a request regarding your personal information or to register a complaint on how we have handled your personal data, please contact us at admin@englandderbyshire.co.uk or by writing to: England & Derbyshire LLP, 1 Tannery House, Tannery Lane, Send, Guildford, Surrey, GU23 7EF.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office at https://ico.org.uk/.

Security of your Personal Information

We maintain reasonable administrative, technical and physical safeguards in an effort to protect against the loss, theft, unauthorised access, use, modification and disclosure of personal information in our custody and control.

We store all personal information in access-controlled premises and in electronic databases on our secure (password- and firewall-protected) CRM systems.

We limit access only to employees and authorised service providers who need to know such information for the purposes described in this notice. We require our third party data processors to comply with EU data protection legislation.

Whilst we endeavour to protect our systems, sites, operations and information against unauthorised access and use, the transmission of information via the Internet is not completely secure. Therefore any transmission, either by email or via our online services, is at your own risk.

Whilst all reasonable care has been taken to avoid the transmission of viruses, it is the responsibility of the recipient to ensure that the onward transmission, opening or use of communications from England & Derbyshire LLP will not adversely affect its systems or data. No responsibility is accepted by England & Derbyshire LLP in this regard and the recipient should carry out such virus and other checks as it considers appropriate.

Sale of our Business

In the event of a merger or transfer of our business to a new owner we may transfer or share information we have about you to a third-party acquirer.

Policy Changes

We may periodically update this Privacy Notice for new, unanticipated uses not previously disclosed. Any changes made will be posted here. We will treat your personal information in accordance with the Privacy Notice in place at the time your information was collected.

This policy was last updated in May 2018.

How to Contact Us about your personal information

Please do contact us with any questions or concerns about our Privacy Notice. If you wish to access or update the personal information we have about you, or to correct factual errors in our records, please email us or write to us at the addresses below. To protect your privacy, we will take reasonable steps to help verify your identity before granting access or making corrections.

Address:        England & Derbyshire LLP, 1 Tannery House, Tannery Lane, Send, GUILDFORD, Surrey GU23 7EF

Email:           admin@englandderbyshire.co.uk

Telephone:    01483 332080