Privacy Notice



The intended purpose for processing your personal information is in order to provide you with legal services, for the administration of our files and records, we will be processing (using and storing) your personal data, which includes information that identifies you, such as your name, address, job title and contact information. In some cases we may also process special categories of personal data, such as your health records, racial or ethnic origins, political or religious beliefs and/or criminal conviction and offence records.


We may be required to process your personal data in order to comply with our obligations under legislation such as the Proceeds of Crime Act 2002, the Money Laundering Regulations 2017, the Criminal Finances Act 2017, the Foreign Account Tax Compliance Act 2010 (for clients with US ‘person’ status) and under common law. We may, on occasion, be required to share your personal data with the relevant authorities. This processing of your personal data is to comply with the law, and we would be unable to act for you without doing so.


In addition, we may process your personal data on the basis that we have a contract with you. Alternatively, in some instances we may have a legitimate interest in processing your personal data.


Whenever we are processing special categories of personal data, and/or criminal conviction and offence records, we will only use that data to deliver the services you have instructed us to provide.


All your personal data will be processed, and erased, in accordance with our Data Retention and Erasure Policy, a copy of which is available upon request from our Data Protection Officer, Mrs Shaida Aziz who is based at Fox House, 17 Dale Street, Nottingham, NG2 4LE.


In addition to our firm we may, when required and necessary, share your personal data with other organisations. Depending on the work we are undertaking for you the other organisations may include but not be limited to:


  • Third parties from whom we obtain operational support services including IT support, message-taking, typing and secretarial support, teleconferencing, sign up agents, interpreters, translators, secure document storage and confidential waste disposal.
  • Other third parties that provide professional or commercial services, such as counsel, other solicitors, costs draftsman, accountants, claims management companies, medical practitioners or medical agencies.
  • Experts (both legal and non-legal) that you and we agree are necessary to assist us to progress your matter.
  • Other party on the matter and their solicitors, agents and advisers when acting on your behalf
  • Providers of insurance, financial and banking services to you and/or to our firm.
  • HMRC, HM Courts & Tribunals Service, HM Land Registry, Local Authorities, Companies House and other national and local government bodies.
  • The Solicitors Regulation Authority, the Information Commissioner’s Office (ICO), the Legal Aid Agency, After the Event insurers, auditors and organisations involved with the preparation, assessment and certification of quality standards for which our firm is seeking or maintaining accreditation.
  • Other service providers such as Employers Liability Tracing Office, identity verification providers and charities.

 

You have the right of access to your personal data and to verify the lawfulness of the processing. If you would like a copy of your personal data that we are processing please contact our Data Protection Officer, whose name and address are above. Kindly note, we will need to verify your identity before responding to your request. Normally we make no charge for doing this, and will endeavour to send it to you within 1 month of receipt of your request. If you notice that any of the information we send you is inaccurate or incomplete, please tell us and we will rectify it promptly.


If you are dissatisfied with our response you may complain to a supervisory authority which, in the UK, is the ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. The ICO’s website is at https://ico.org.uk/. There may also be judicial remedies available to you.

We will not erase or restrict the processing of your personal data during the period in which we have a legal obligation to retain that data under the applicable Act of law, regulations or in common law.


Where we obtained your personal data to fulfil our contractual obligations to you, or if we have a legitimate interest for processing your personal data for the exercise or defence of legal claims, we will erase that data as soon as it is no longer necessary to retain it in relation to the purpose for which it was originally collected. Please see our Data Retention and Erasure Policy for timescales.


We are committed to ensuring that all information we hold about you is secure. In order to prevent unauthorised access or disclosure we have implemented appropriate physical, electronic and managerial procedures to safeguard and protect that information.


Other data controller recipients of your personal data are each responsible for implementing appropriate physical, electronic and managerial procedures to safeguard and protect that information, and to keep it secure.


Data processor recipients of your personal data have provided sufficient guarantees that they have implemented measures to ensure compliance with the GDPR and to protect your rights.


We will not transfer your personal data overseas.


You should only give us personal data about someone else with their permission. Where you provide us with personal data about someone else, or someone discloses to us personal data about you, it may be added to the personal data we already hold and may be used in the ways described in this Privacy Notice.



Complaint About Poor Service


We want to give you the best possible service. However, if at any point you become unhappy or concerned about the service, we have provided then you should inform us immediately, so that we can do our best to resolve the problem.


In the first instance it may be helpful to contact the person who is working on your case to discuss your concerns and we will do our best to resolve any issues. If you would like to make a formal complaint, then you can read our full complaints procedure here.  Making a complaint will not affect how we handle your case.


What To Do If We Cannot Resolve Your Complaint


The Legal Ombudsman can help you if we are unable to resolve your complaint ourselves. They will look at your complaint independently and it will not affect how we handle your case.

Before accepting a complaint for investigation, the Legal Ombudsman will check that you have tried to resolve your complaint with us first. If you have, then you must take your complaint to the Legal Ombudsman:


  • Within six months of receiving a final response to your complaint and
  • No more than six years from the date of act/omission; or
  • No more than three years from when you should reasonably have known there was cause for complaint.


If you would like more information about the Legal Ombudsman, please contact them.


Contact details: -

Visit: www.legalombudsman.org.uk

Call: 0300 555 0333 between 9.00 to 17.00.

Email: enquiries@legalombudsman.org.uk

Legal Ombudsman PO Box 6806, Wolverhampton, WV1 9WJ


What to do if you are unhappy with our behaviour


The Solicitors Regulation Authority can help if you are concerned about our behaviour. This could be for things like dishonesty, taking or losing your money or treating you unfairly because of your age, a disability or other characteristic.


Visit their website to see how you can raise your concerns with the Solicitors Regulation Authority.