Privacy Policy
WEBSITE – INFORMATION NOTE TO CLIENTS
The General Data Protection Regulations 2018 (“GDPR”) has been in force since 25 May 2018. Following Brexit the GDPR has been retained as the UK GDPR and is to be read alongside the Data Protection Act 2018. The regulations build onto and broaden existing obligations under the Data Protection Act 1998. Overarching this is also our continued obligation to our clients under our professional duty of care and regulations under the Solicitors Regulation Authority. Nonetheless, we have prepared this note to give you reassurance that we have carried out a number of processes and procedures to ensure that we are GDPR compliant and that we are committed to holding data you provide to us securely, appropriately and accurately.
Please see the further details setting out the nature of personal data we hold, our obligations and processes relating to the same and your rights set out in each of the attached notices:-
- Privacy Notice : Incorporated Clients (Registered Societies and Corporate Clients).
- Privacy Notice : Individuals.
- Privacy Notice : Sole Traders.
The duty of client confidentiality and our professional duty of care means that we have always taken the management of data seriously. However, here are some of the new measures we have taken to ensure our GDPR compliance:-
- We have carried out an analysis of data we hold throughout the firm and how and why we hold it. This analysis will be reviewed and maintained regularly.
- We have contacted our limited number of service providers to ensure our contract terms with them take account of the specific obligations of the GDPR.
- We have instigated a new staff training and awareness policy to ensure all staff are aware and reminded of this firm’s obligations under the GDPR.
- We have voluntarily appointed a Data Protection Officer who will ensure our ongoing compliance with the GDPR and related domestic legislation.
- We have reviewed and improved our data breach notification process.
- We have updated our case management system in order to comply with GDPR requirements.
Please be advised that our standard terms of condition have been updated to require authorisation to allow certain service providers limited access to data in the course of our standard operation as a law firm.
Please feel free to contact Paul Skelton (Partner) if you have any queries over our handling and processing of data you provide to us.
PRIVACY NOTICE – INDIVIDUAL
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 data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event you have a complaint. This notice specifically refers to our obligations and your rights under the EU General Data Protection Regulations and is in addition to and supplements our professional duty of care to you as regulated by the Solicitors Regulation Authority.
Who we are
Our firm, Sharratts (London) LLP, is a Limited Liability Partnership registered at Companies House with registration number OC352690. We are registered on the Information Commissioner’s Office Register with registration number Z6629587.
In this Privacy Notice references to we, us and our, are to Sharratts (London) LLP.
We collect, use and are responsible for certain personal data about you. 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 data for the purposes of those laws.
Our designated Data Protection Officer is Paul Skelton (Partner) who can be contacted at our office address at the foot of this privacy notice.
The personal data we collect and use
Data collected by us:
In the course of acting for you/our client, we collect the following personal data when you provide it to us:
- Your name, address and telephone number.
- Electronic contact details, e.g. your email address and mobile phone number.
- Information to enable us to check and verify your identity, e.g. your date of birth or passport details.
- Information relating to the matter in which you are seeking our advice.
- Your financial details.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason for doing so, e.g.:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contact;
- for our legitimate interests or those of a third party; or
- where you have given consent.
The table below explains what we use (process) your personal data for and our reasons for doing so:
What we use your personal data for | Our reasons |
To provide services to you/our client. | For the performance of our contract with you/our client or to take steps at your request before entering into a contract. |
Conducting checks to identify our clients and verify their identity. | To comply with our legal and regulatory obligations. |
Ensuring the confidentiality of commercially sensitive information. | For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information. To comply with our legal and regulatory obligations. |
External audits and quality checks. | For our legitimate interests or those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards. To comply with our legal and regulatory obligations. |
Statutory returns. | To comply with our legal and regulatory obligations. |
Who we share your personal data with
We routinely share personal data with our third party suppliers for the purpose of offsite data backup. All such backups are transmitted and stored in locations within the United Kingdom.
Personal data may also be accessed alongside general data for the purpose of:-
- IT assistance and maintenance;
- file audits for legal certification; and
- accounting audits.
We shall also use specialist contractors to deal with the shredding and other destruction/ deletion of data.
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.
We will share personal data with law enforcement or other authorities if required by applicable law.
We will not share your personal data with any other third party.
How long your personal data will be kept
We will keep your personal data after we have finished advising 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; or
- to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. When it is no longer necessary to retain your personal data, we will delete it.
Your rights
Under the General Data Protection Regulation you have the following rights, which you can exercise free of charge:
Access | The right to be provided with a copy of your personal data (the right of access). |
Rectification | The right to require us to correct any mistakes in your personal data. |
To be forgotten | The right to require us to delete your personal data – in certain situations |
Restriction of processing | The right to require us to restrict processing of your personal data – in certain circumstances, e.g. if you contest the accuracy of the data. |
Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations. |
To object | The right to object:- at any time to your personal data being processed for direct marketing (including profiling); in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests. |
Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. |
For further information on each of the above rights, including the circumstances in which they apply, see the guidance from the UK Data Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- email, call or write to us;
- 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 the data to which your request relates.
Keeping your personal data secure
We have appropriate security measures in place to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data 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 data.
The General Data Protection Regulationalso 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 Data 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 10 May 2018 and last updated on 10 May 2018.
We may change this privacy notice from time to time. When we do we will inform you.
How to contact us
Please contact us if you have any questions about this privacy notice or the data we hold about you.
If you wish to contact us, please send an email to pauls@sharratts-london.co.uk, write to Sharratts (London) LLP, 1 The Old Yard, Rectory Lane, Brasted, Westerham, Kent TN16 1JP or telephone 01959 568000.
PRIVACY NOTICE – INCORPORATED CLIENTS
(REGISTERED SOCIETIES AND CORPORATE CLIENTS)
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 data, an individuals rights in relation to the personal data and on how to contact us and supervisory authorities in the event you have a complaint. This notice specifically refers to our obligations and the individuals rights under the EU General Data Protection Regulations and is in addition to and supplements our professional duty of care to you as regulated by the Solicitors Regulation Authority.
Who we are
Our firm, Sharratts (London) LLP, is a Limited Liability Partnership registered at Companies House with registration number OC352690. We are registered on the Information Commissioner’s Office Register with registration number Z6629587.
In this Privacy Notice references to we, us and our, are to Sharratts (London) LLP.
We collect, use and are responsible for certain personal data received from you. 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” and/or “processor” of that personal data for the purposes of those laws.
Our designated Data Protection Officer is Paul Skelton (Partner) who can be contacted at our office address at the foot of this privacy notice.
The personal data we collect and use
Data collected by us:
In the course of acting for you, we collect the following personal data when you provide it to us:
- Names, address and telephone numbers of individuals.
- Electronic contact details for individuals, e.g. email addresses and mobile phone numbers.
- Information to enable us to check and verify identity, e.g. date of birth or passport details for individuals.
- Information relating to the matter in which you are seeking our advice.
- Financial details including bank details and mortgage offers.
How and why we use personal data
Under data protection law, we can only use personal data if we have a proper reason for doing so, e.g.:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contact;
- for our legitimate interests or those of a third party; or
- where you have given consent.
The table below explains what we use (process) personal data for and our reasons for doing so:
What we use your personal data for | Our reasons |
---|---|
To provide services to you. | For the performance of our contract with you or to take steps at your request before entering into a contract. |
Conducting checks to identify our clients and other involved parties and verify their identity. | To comply with our legal and regulatory obligations. |
Ensuring the confidentiality of commercially sensitive information. | For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information. To comply with our legal and regulatory obligations. |
External audits and quality checks. | For our legitimate interests or those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards. To comply with our legal and regulatory obligations. |
Statutory returns. | To comply with our legal and regulatory obligations. |
Who we share your personal data with
We routinely share personal data with our third party suppliers for the purpose of offsite data backup. All such backups are transmitted and stored [in encrypted form] in locations within the United Kingdom.
Personal data may also be accessed alongside general data for the purpose of:-
- IT assistance and maintenance;
- file audits for legal certification; and
- accounting audits.
We shall also use specialist contractors to deal with the shredding and other destruction/ deletion of data.
We only allow our service providers to handle personal data if we are satisfied they take appropriate measures to protect personal data.
We will share personal data with law enforcement or other authorities if required by applicable law.
We will not share personal data with any other third party.
How long your personal data will be kept
We will keep personal data after we have finished advising 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; or
- to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. When it is no longer necessary to retain the personal data, we will delete it.
Individual rights
Under the General Data Protection Regulation any individual has the following rights, which they can exercise free of charge:
Access | The right to be provided with a copy of their personal data (the right of access). |
Rectification | The right to require us to correct any mistakes in their personal data. |
To be forgotten | The right to require us to delete their personal data – in certain situations |
Restriction of processing | The right to require us to restrict processing of their personal data – in certain circumstances, e.g. if they contest the accuracy of the data. |
Data portability | The right to receive the personal data provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations. |
To object | The right to object:- at any time to their personal data being processed for direct marketing (including profiling); in certain other situations to our continued processing of their personal data, e.g. processing carried out for the purpose of our legitimate interests. |
Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning them or similarly significantly affects them. |
For further information on each of the above rights, including the circumstances in which they apply, see the guidance from the UK Data Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.
If anyone would like to exercise any of those rights, please:
- email, call or write to us;
- let us have proof of identity and address (a copy of a driving licence or passport and a recent utility or credit card bill), and
- let us know the data to which the request relates.
Keeping personal data secure
We have appropriate security measures in place to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. We limit access to personal data to those who have a genuine business need to know it. Those processing the data 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 raised about our use of data.
The General Data Protection Regulationalso 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 Data 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 10 May 2018 and last updated on 10 May 2018.
We may change this privacy notice from time to time. When we do we will inform you.
How to contact us
Please contact us if you have any questions about this privacy notice or the data we hold about you.
If you wish to contact us, please send an email to pauls@sharratts-london.co.uk, write to Sharratts (London) LLP, 1 The Old Yard, Rectory Lane, Brasted, Westerham, Kent TN16 1JP or telephone 01959 568000.
PRIVACY NOTICE – SOLE TRADER
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 data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event you have a complaint. This notice specifically refers to our obligations and your rights under the EU General Data Protection Regulations.
Who we are
Our firm, Sharratts (London) LLP, is a Limited Liability Partnership registered at Companies House with registration number OC352690. We are registered on the Information Commissioner’s Office Register with registration number Z6629587.
In this Privacy Notice references to we, us and our, are to Sharratts (London) LLP.
We collect, use and are responsible for certain personal data about you. 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 data for the purposes of those laws.
Our designated Data Protection Officer is Paul Skelton (Partner) who can be contacted at our office address at the foot of this privacy notice.
The personal data we collect and use
Data collected by us:
In the course of your supply of services to us or communications for the potential supply of services to us, we may collect the following personal data when you provide it to us:
- Your name, address and telephone number.
- Electronic contact details, e.g. your email address and mobile phone number.
- Information to enable us to check and verify your identity, e.g. your date of birth or passport details.
- Information relating to your professional qualifications and experience.
- Your financial details.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason for doing so, e.g.:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contact;
- for our legitimate interests or those of a third party; or
- where you have given consent.
The table below explains what we use (process) your personal data for and our reasons for doing so:
What we use your personal data for | Our reasons |
To evaluate the services provided by you. | For our legitimate business interests or those of a third party, i.e. to ensure your ongoing suitability to provide the services. |
Conducting checks to verify you identity. | To comply with our legal and regulatory obligations. |
Ensuring the confidentiality of commercially sensitive information. | For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information. To comply with our legal and regulatory obligations. |
External audits and quality checks. | For our legitimate interests or those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards. To comply with our legal and regulatory obligations. |
Statutory returns. | To comply with our legal and regulatory obligations. |
To perform our obligations under out contract with you. | For the performance of our contract with you or to take steps at your request before entering into a contract. |
Who we share your personal data with
We routinely share personal data with our third party suppliers for the purpose of offsite data backup. All such backups are transmitted and stored in locations within the United Kingdom.
Personal data may also be accessed alongside general data for the purpose of:-
- IT assistance and maintenance;
- file audits for legal certification; and
- accounting audits.
We shall also use specialist contractors to deal with the shredding and other destruction/ deletion of data.
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.
We will share personal data with law enforcement or other authorities if required by applicable law.
We will not share your personal data with any other third party.
How long your personal data will be kept
We will keep your personal data after we have finished advising 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; or
- to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. When it is no longer necessary to retain your personal data, we will delete it.
Your rights
Under the General Data Protection Regulation you have the following rights, which you can exercise free of charge:
Access | The right to be provided with a copy of your personal data (the right of access). |
Rectification | The right to require us to correct any mistakes in your personal data. |
To be forgotten | The right to require us to delete your personal data – in certain situations |
Restriction of processing | The right to require us to restrict processing of your personal data – in certain circumstances, e.g. if you contest the accuracy of the data. |
Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations. |
To object | The right to object:- at any time to your personal data being processed for direct marketing (including profiling); in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests. |
Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. |
For further information on each of the above rights, including the circumstances in which they apply, see the guidance from the UK Data Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- email, call or write to us;
- 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 the data to which your request relates.
Keeping your personal data secure
We have appropriate security measures in place to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data 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 data.
The General Data Protection Regulationalso 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 Data 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 10 May 2018 and last updated on 10 May 2018.
We may change this privacy notice from time to time. When we do we will inform you.
How to contact us
Please contact us if you have any questions about this privacy notice or the data we hold about you.
If you wish to contact us, please send an email to pauls@sharratts-london.co.uk, write to Sharratts (London) LLP, 1 The Old Yard, Rectory Lane, Brasted, Westerham, Kent TN16 1JP or telephone 01959 568000.