ADAMS HARRISON. GDPR PRIVACY NOTICE.
Please read the following information carefully. This Privacy Notice contains information about what data we collect and store about you and why. It also tells you who we share this information with, the security mechanisms we have put in place to protect your data and how to contact us if you have a complaint.
Who are we?
Adams Harrison Solicitors is a Partnership, trading as Solicitors in England and Wales. We are a “controller” under the General Data Protection Regulation (GDPR) and the Data Protection Act 1998.
Our Data Protection Officer
Our Data Protection Officer (DPO) is Jennifer Carpenter solicitor and Managing Partner of the firm. Her contact details are provided below.
What data will we collect?
We will collect information from you that is relevant to the matter that we are dealing with. In particular, we may collect the following information from you that is defined as “personal data” in accordance with the GDPR:-
a) Personal details – including name, address, DOB
b) Family, lifestyle and social circumstances
c) Financial details
d) Business activities
Special categories
We may also collect information that is referred to as being in a “special category”. This could include:-
a) Physical or mental health details
b) Racial or ethnic origin
c) Religious beliefs or other beliefs of a similar nature
d) Criminal convictions
e) Sexual orientation
Basis for processing
The basis upon which we process your personal data is for one or more of the following reasons:-
a) It is necessary for the performance of our contract with you
b) It is necessary for us to comply with a legal obligation
c) It is in our legitimate interests to do so
d) You have given us your consent (this can be withdrawn at any time by advising our Data Protection Officer)
How will we use your data?
We may use your information for the following purposes:-
a) Provision of legal services including advising and acting on your behalf
b) Promotion of our goods and services
c) Maintaining accounts and records
d) Supporting and managing our staff
Who will we share your information with?
Under our Solicitor’s Code of Conduct there are very strict rules about who we can share your information with and this will normally be limited to other people who will assist with your matter. Government agencies with whom we are required to file information in connection with your instructions or those who audit our accounts and procedures. These may include:-
a) Barristers
b) Medical experts
c) Specialists/experts
d) Private investigators
e) Healthcare professionals, social and welfare organisations
f) Courts and Tribunals
g) Her Majesty’s Revenue and Customs
h) Her Majesty’s Land Registry
i) Your bank/building society/mortgage provider
j) Legal Aid Agency if your matter is funded with legal aid
k) Auditors for the purpose of Lexcel and Conveyancing Quality Scheme accreditation.
l) Auditors for the purposes of the Solicitors Accounts Rules
m) Companies House
Where you authorise us to do so we may also disclose and discuss your information with your family, associates or representatives. We will only do this with your express consent. We may also disclose your information to debt collection agencies, if necessary if you do not settle our firm’s invoices sent to you.
How long will we keep your information for?
We will normally keep your information throughout the period of time that we do work for you, and afterwards for a period of time applicable to the type of matter that we have dealt with for you. We are required to do this by law and also by the Regulations that apply to us as Solicitors. We are entitled to hold your file after conclusion of your matter for the purpose of exercising or defending any legal claims.
Our current retention periods are set out below:-
| Conveyancing – acting for purchaser | 15 years |
| Conveyancing – acting for seller on sale of whole of title | 12 years |
| Conveyancing – acting for seller who retains part of the title | Never to be destroyed |
| Conveyancing – Equity Release | Never to be destroyed |
| Will or Trust matters | For at least the lifetime of the client |
| Common Law | 6 years |
| Probate and Administration where whole estate is wound up and distributed | 6 years |
| Criminal litigation | 6 years |
| Matrimonial matters where no continuing obligation exists or from determination of such obligations
Family cases involving a child
Matrimonial matters where there are continuing obligations |
6 years
Until the child reaches age 18
On conclusion of the obligations, or 100 years
|
| Personal injury litigation | 6 years from conclusion/settlement or 3 years after a minor reaches the age of 18 years |
| Company formation or similar matters | 12 years |
| Other matters (at discretion) | 6 years |
Security arrangements
We shall ensure that all the information that you provide to us is kept secure using appropriate technical and organisational methods. We are Lexcel accredited by The Law Society, demonstrating that we meet relevant standards.
Third parties will only process your personal information on our instructions and when they have agreed to treat the information confidentially and to keep it secure.
In the event of a personal data breach we have in place procedures to ensure that the effects of such a breach are minimised. In such circumstances we would liaise with The Information Commissioners Office, and with you if appropriate.
More information is available, should you require it, from our Data Protection Officer.
What rights do you have?
You have the following rights under the GDPR that you can exercise free of charge:-
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restriction of processing
- Right to data portability
- Right to object
- Rights concerning automated decision making and profiling
Right of access
You have a right to see information we hold about you. To access this you need to provide a request in writing to our Data Protection Officer, together with proof of your identity.
We will usually process your request free of charge and within 30 days. However, we reserve the right to charge a reasonable administration fee, and to extend the period of time by a further 2 months if the request is manifestly unfounded or vexatious and/or is very complex.
Right to erasure
You have a right to ask us to erase your personal data in certain cases. We will deal with your request free of charge and within 30 days. However, we do reserve the right to refuse to erase information that we are required to retain by law, or Regulation, or that is required to exercise or defend legal claims.
To exercise your right to erasure please contact our Data Protection Officer.
Rights concerning automated decision making and profiling
No decisions involving your personal data are made entirely by technological means without some human intervention.
Future Processing
We do not intend to process your personal information for any reason other than stated within this Privacy Notice. If this changes we will inform you.
Exercising your rights
If you wish to exercise any of the rights listed above please:-
E-mail, call or write to our DPO;
Provide us with proof of your identity and address;
State the right or rights that you wish to exercise;
Contact details
Our Data Protection Officer is Jennifer Carpenter, Managing Partner of Adams Harrison Solicitors, 14-16 Church Street, Saffron Walden, Essex, CB10 1JW, telephone number 01799 523441, fax number 01799 526130, email [email protected].
If you have a complaint about the way in which your personal data has been handled then you should first of all contact the DPO. If your complaint remains unresolved then you can contact the Information Commissioner’s Office, further details are available at www.ico.org.uk. The ICO can also be contacted by telephone on 0303 123 1113.
